Maintaining your privacy is really, really important to us. You entrust us with business information, and we take that responsibility seriously.

Version 1.9: This policy was last updated on 5th Jan 2015 It may be updated in the future and we’ll post the new version here on our website. We will never deviate from our overall philosophy of maintaining your privacy, though.

This policy explains how we collect, store and use personal data about you when you browse (the “FreePHS website”), use the PHS application (“FreePHS”) or otherwise provide your personal data to us.

Your Data

When we say your “personal data,” we mean any information that identifies any person that you provide to us during your trial period, after you subscribe, or contained in any other information that you provide to us. Your “personal data” may also be contained in information that system collect about you in connection with your use of the FreePHS website and/or FreePHS. The financial data that you enter into FreePHS isn’t part of the “personal data” discussed here, unless it identifies a person – for more information about your financial data, jump ahead to the next section. When it comes to your personal data, we comply with our respective obligations under the Data Protection Act 1998 (the “Act”)

Information you provide – Your personal data includes the information you provide when you sign up for an account or sign up to receive our emails, or when you answer questionnaires, surveys, enter competitions or provide information in your account profile, on the FreePHS website, or during a support enquiry about you and/or your organisation.

Examples of this personal data include your name, your email address, contact and/or employee names; and any correspondence when you contact us.

Information system collect – System collect information about your website usage, to improve our service and to understand trends. Some of this data may be “personal data”, where it identifies a person. Here’s the information that we collect and how we use it:

  • We monitor patterns of usage, such as login dates and volumes of data, so we can understand how people are using FreePHS to develop and improve our products.
  • We also monitor patterns of usage so that we can tailor any communications that you have asked us to send you. For example, we may tailor your newsletter with information about product features that you haven’t tried yet, instead of features that you use frequently.
  • For security reasons and to aid in monitoring patterns of usage, we log your IP address when you use the website. This is your computer’s individual identification number that is assigned to your computer when connected to the Internet.
  • We monitor traffic information when you visit our site or read our e-mails, including things like page visits, e-mail clicks, purchases, referring sites, and video viewings. We use this information to improve our website, promotions, and to understand customer purchasing behaviour.


Bookings Data – it’s yours, you own and control it.

In addition to your personal data, we will also hold business data that you enter into FreePHS. Examples of your business data include your organisation’s invoices, bookings, vehicles, drivers and movements.

You own all of the business data you enter or upload into FreePHS, and have ultimate control over who has access to it. For example, if you want to give your staff access to your booking data, you can switch on their access in FreePHS. Keep in mind, however, that with great power comes great responsibility — it is your job to safeguard your password and account access.

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