Privacy notice

Updated 30 September 2026. This is the notice the app shows under your account — one text, in both places.

KASQ is run by APPSTAR LTD (company number 17261860), 86 South Norwood Hill, London SE25 6AQ — the company responsible for your data under UK data protection law (the controller). Reach us at hello@kasq.uk.

Two kinds of information pass through KASQ, and they are not treated the same

Yours: your email address, what you ask, and a record of which tools you used. We decide what happens to that, and this notice is how we tell you.

Your company's records: the workers on your site register, their certificates, the photographs on your audits, the names on a Take 5. Your company decides what happens to those — we only hold them and do as we are told. In the law's words, for that material you are the controller and we are the processor. If you need a written data processing agreement, ask us; we will not pretend one is ready when it is not.

We do not sell anything to anybody. We do not use your data, your documents or your photographs to train AI models. There are no advertising or analytics companies in this product.

On what ground

Everything in this notice happens on one of two legal grounds: providing the service you signed up for — the contract between us — or our legitimate interest in making KASQ answer correctly and in knowing which of its tools help. Where we rely on legitimate interest you can object; see your rights at the end.

Getting in

An email address and six digits, or one of the sign-in providers offered on the sign-in page (today Google and Microsoft). From a provider we take your email address and nothing else — no contacts, no calendar, no files. The six digits live in memory for ten minutes and are never written down. Sign-in is protected by Cloudflare's bot check.

You need an email address to have an account: it is how you sign in and how we reach you, it is part of the agreement between us, and it is the only thing we require. Without one there is no account — everything else in KASQ is optional, and not giving it costs you only the tool that needed it.

What you ask, and what KASQ answers

Questions and answers are kept on our own server so we can find and fix wrong answers. How long we keep them: through the beta, and up to 90 days after it ends. They are not used to train AI models and never sold or shared for marketing. Please do not type names, health details or your employer's private documents into the chat.

Documents you upload for a RAMS review, a COSHH assessment or a CPP check are different. They travel over an encrypted connection and, unless you have asked us to keep your RAMS (below), are never stored — not even their filenames — and are deleted as soon as the check finishes. That holds for a safety data sheet even when you save the assessment made from it: the sheet itself goes, and what stays is what we read out of it (see KEEPING YOUR COSHH ASSESSMENTS). Their TEXT is read by an external AI provider: that is how the check is done. The provider processes that text in the United States; the transfer is covered by standard contractual clauses with the UK addendum in our agreement with them — write to us for a copy of those safeguards. Email addresses, phone numbers and National Insurance numbers are stripped automatically before that happens. Names are not — removing them reliably is harder than a pattern match, and we would rather say so. Take out any names you would rather not send.

If you dictate a note instead of typing it, the recording is sent to our server, turned into text by an external AI provider — under the same transfer safeguards — and thrown away in the same breath. No recording is ever written to disk. What we keep is the words, and only the words you choose to send: the text appears in the box for you to read and fix first, and if you close the box instead, nothing is kept at all.

How you use it

We also record what you OPEN, not what you write in it: which tool you switched to, how far through a job you got, when a sheet was downloaded, and when KASQ refused you and why. It is how we learn which tools help and which get abandoned halfway — nobody remembers that about themselves. These notes carry no field values and nothing you typed, they sit against your account, and they stay on our own server: KASQ uses no advertising or analytics companies. We keep them for 24 months.

Keeping your rams, if you ask us to

A RAMS you upload for a check can be kept, so that you can open it on your phone on site and find it again next month. That is your choice: you make it once, here, and you can change it at any time. If you do not accept it, nothing of yours is stored on our server and every tool works exactly as it did before.

What we keep is yours: your RAMS, its revisions, and the review you did against it — the paragraphs you changed, the points you answered, the wording you added — and, from version 3 of this notice, the toolbox talks you make (see below).

What we still do not keep is the other side

The main contractor's pack — the construction phase plan, the site rules, the permit procedures — is read and deleted as soon as the check finishes, exactly as before. We do not keep their file.

But there is one thing you could not work out for yourself, so we will say it plainly: THE REVIEW WE KEEP QUOTES THEIR PACK. Every point on it carries the rule it came from, word for word, with the page it is on. That is what makes the review worth reading a month later — and it means pieces of their document sit in our records beside yours for as long as you keep the review. If that is not something you may do with the pack you were given, do not keep the review.

How long

While a RAMS is on your list it is not deleted, however old it is. From the day you remove it: six years on a paid plan, twelve months on Free. The plan in force on the day you remove it is the plan that keeps it — stopping paying later does not shorten a promise already made. You can delete a RAMS, a revision or a review yourself at any time, and it goes then, not at the end of some cycle.

YOUR CREW'S NAMES ARE IN YOUR RAMS — supervisors, operatives, whoever wrote it. We do not remove names; we have said so above. So a RAMS we keep for you holds your workers' data, and that data is your company's rather than ours: you decide what happens to it, we hold it and do as we are told. In the law's words, for that material you are the controller and we are the processor.

Your company's records, and how long we keep them

Site audit keeps photographs of real sites, which may show people. A photograph taken through KASQ is stripped of its embedded camera data — including the location the phone recorded and the phone's own serial number — before it is stored. Where a defect was is whatever the auditor typed; when it was is our server's clock.

An audit you have REMOVED FROM YOUR LIST is kept 6 years on a paid plan and 12 months on Free. The clock starts on the day you remove it, never on the day you sent the report, and a walk still on your list is not deleted however old it is. The plan that was in force when you removed it is the plan that keeps it: stopping paying later does not shorten a promise already made, and for 90 days after a plan ends it still covers what you remove. Nothing is deleted automatically — the program that carries this out is run by hand, prints what it is about to do before it is allowed to do it, and refuses outright if it is asked to remove an unusually large share at once.

Kit check and the Site register keep what you put in them, because remembering is their job; the photographs of a site walk and your questions to the advisor have their own retention, described above. Kit check stores the examination reports you publish and the register built from them, so a worker can scan the board and read the certificate on his own phone — no account, no sign-in, behind the site code if the office set one. The Site register stores the people you enter: names, positions, the certificates you attach, any strikes you record and their evidence photographs. The crew page behind the board's code shows names and standing only — evidence photographs stay with the office. That crew data is your workers' data: you put it there, so you are its controller under UK data protection law and we hold it for you — enter nothing a site register would not normally hold. Taking a person off the board takes them off every page, and the office's own log keeps the history.

The page a QR code on a Take 5 sheet opens counts two things and nothing else: that it was opened, and that a sheet was sent. It carries no label, no account and no IP address. The worker scanning it is not signed in to anything and we do not want to know who he is. The vibration tool's daily minutes leave the worker's own phone, by its own mail or messaging app, to the address your office printed on the board; they never pass through our server.

Take 5, Site signs and the vibration and noise tools keep your company, logo and setup in this browser only. That never reaches us, and each of them has a way to forget it.

Keeping your toolbox talks

A talk you make is kept, so that you can find it next month, open it on your phone on site, and change it for the next job instead of starting again. We keep the talk: its words, the languages you asked for, who gave it and for whom — and the site photograph and the company logo you put on the sheet, because a talk that comes back without its pictures is not the talk you gave. Pictures are made smaller in your browser before they reach us, which is why the file is a few hundred kilobytes rather than the several megabytes your phone took.

IF THERE ARE PEOPLE IN THAT PHOTOGRAPH, it is your company's record and not ours: you put it there, so under UK data protection law you are its controller and we hold it for you — the same as the workers on your site register. Put nothing on a talk you would not pin to a site noticeboard. Taking a talk off the shelf deletes its pictures with it.

Keeping your coshh assessments

An assessment you save is kept, so that you can open it for the next job — the same product, a different site or a different amount — instead of starting from the data sheet again. Nothing is saved until you press save.

WHAT IS KEPT IS THE ASSESSMENT AND WHAT IT WAS WORKED OUT FROM: the product and supplier, the hazard statements we checked off the supplier's data sheet, the answers you gave about the task, and who assessed it. We need those because changing the job means the assessment is worked out again, and that cannot be done from a picture of the old answer. The data sheet you uploaded is still destroyed as soon as it has been read — we keep what we made of it, not the document. Taking an assessment off the shelf deletes it.

Paying

Payments are taken by Stripe. Your card details go to Stripe and never to us — we cannot see them, and there is nothing on our server to steal. Stripe tells us that you paid for a plan and until when, and we write that down so the product knows what you bought. We also keep the email address your plan was paid under, so we can send you to the right billing account. Invoices and cancellation live in Stripe's own portal.

Emails we send

Exactly three, through Resend: the six digits that sign you in, a message a worker asked us to send about a piece of lifting equipment, and a reminder that a thorough examination is running out. There is no newsletter and no marketing list.

Closing your account

Deleting your account ends every session it has, and takes your email address off our disk. The clean-up that removes the lines is run by hand, so allow a few days for the last of it.

Records your company owns are removed on your company's instruction, and the deletion screen is where that instruction is given: it counts what the account holds - equipment registers, RAMS, toolbox talks, COSHH assessments, CPP reviews, site registers and audit walks - and asks whether they go with the account or stay. WE DO NOT CHOOSE FOR YOU. Ask for them to go and they go first and the account second: if anything cannot be removed then nothing is deleted and your account is still there to try again. Ask for them to stay and they stay on the terms above - but nobody will be able to reach them, because the account that could is the one you are deleting.

Where it lives

One server in Falkenstein, Germany, rented from Hetzner, and its backups on Hetzner storage in Finland. Connections are encrypted, and backups are encrypted before they leave the server — kept on a rolling year: 14 daily, 8 weekly, 12 monthly. We do not claim the server's own disk is encrypted, because today it is not; that needs the machine rebuilt, and until it is done we will not say otherwise.

Who else handles it

The companies we hand any of this to, in full, and what each of them gets. Hetzner: everything on the server and in the backups, because the machine and the storage are theirs. OpenAI: what you ask, what you type into the AI tools, the text of a document you upload for a check, the pages of a certificate you ask Kit check to read, and a voice note to turn into text — to work out the answer. Resend: your email address and the words of the three emails above. Stripe: the card and billing details you type on its page, your email address, and the account number that joins a payment to your KASQ account. Cloudflare: every connection to KASQ passes through it, and it runs the bot check on sign-in. Google: the mailbox behind hello@kasq.uk, so an email you send us sits there. Google or Microsoft again, only if you choose to sign in with them: you sign in on their page, and they tell us your email address. Each of them runs on its own suppliers, named in their own notices.

OpenAI, Resend and Stripe process what they get in the United States. For OpenAI that transfer is covered by standard contractual clauses with the UK addendum in our agreement with them. Resend and Stripe cover it in their own published data processing terms: standard contractual clauses with the UK addendum or the UK's international data transfer agreement, and the Data Privacy Framework. Write to us for a copy of those safeguards.

Your rights

Ask for a copy of what we hold about you, have it corrected or deleted, have its use restricted or object to it, or take a copy elsewhere — email hello@kasq.uk and we will act on it. If you think we have handled your data badly you have a right to complain to us — write to hello@kasq.uk and we will answer — and you have a separate right to complain to the Information Commissioner's Office at ico.org.uk. You do not have to come to us first.

Questions: hello@kasq.uk.