Legal
These documents apply to the Arctick website and maintenance management software service.
Arctick is currently operated as an unincorporated business in the United Kingdom. Legal, privacy and support enquiries can be sent to support@arctick.co.uk.
Privacy Policy
This Privacy Policy explains how Arctick handles personal information when organisations and their authorised users use the Arctick maintenance management service and website.
1. Who we are
Arctick provides the Arctick software service and is currently operated as an unincorporated business in the United Kingdom. For account, security, service administration, support and website information, Arctick may act as a controller. For maintenance information entered by a customer organisation, Arctick will normally act as a processor on behalf of that customer.
2. Information we process
- Account information, including names, work email addresses, roles, company membership and authentication identifiers.
- Company information, including business contact details, branding and configuration settings.
- Maintenance records, including sites, assets, maintenance sheets, plans, visits, answers, notes, readings, recommendations and generated reports.
- Field User information, including assigned work, completion information and electronic signatures.
- Photos, documents and other files uploaded to support maintenance work.
- Technical, authentication, security and audit information, including login activity and service event records where available.
- Offline application data stored locally on a user's device until it is synchronised or removed.
- Support and contact correspondence.
- Information submitted to AI-assisted features when a user deliberately uses those features.
3. Why we use information
- To provide, operate, secure and administer the Arctick service.
- To authenticate users and apply company and role-based access controls.
- To save, synchronise and display maintenance records.
- To generate, review and export maintenance reports and PDFs.
- To store and display customer logos, maintenance photos, uploaded documents and signatures.
- To provide AI-assisted features requested by users.
- To respond to support requests and investigate faults, misuse and security issues.
- To comply with legal, accounting and regulatory obligations.
4. Lawful bases
Where Arctick acts as controller, the lawful basis will depend on the activity and may include performance of a contract, legitimate interests in operating and securing the service, compliance with legal obligations, and consent where required. Where a customer organisation controls maintenance records, that customer is responsible for identifying an appropriate lawful basis for its processing.
5. Who information is shared with
Arctick uses service providers to operate the service. Current categories and named providers are listed in the Sub-processors section below. Information is also available to authorised administrators and Field Users within the relevant customer organisation according to their permissions. We may disclose information to professional advisers, regulators, courts or law-enforcement bodies where required or permitted by law, or to a purchaser or successor if the business is reorganised, sold or transferred subject to appropriate safeguards.
6. International transfers
Some suppliers may process information outside the United Kingdom. Where required, Arctick will use an appropriate transfer mechanism and safeguards under applicable data protection law. We do not describe all Arctick data as remaining exclusively in the UK.
7. Retention and deletion
Account and customer information is retained while needed to provide the service and for reasonable security, support, legal and accounting purposes afterwards. Customer maintenance records are retained according to the customer relationship, customer instructions and applicable obligations. Backup copies may remain for a limited period before being overwritten or securely deleted.
Where account deletion is available, a user may request deletion from within the service. Arctick currently uses a seven-day grace period during which the user can cancel the request. When finalised, the user's authentication account is removed and direct identity references are removed or anonymised where appropriate. Business maintenance records belonging to the customer organisation may be retained without the deleted user's active identity where those records must remain as part of the organisation's operational history. More information is available on the Account Deletion page.
Offline drafts remain on the relevant device until synchronised, deleted, cleared by the user or removed when application data is cleared.
8. Security
Arctick uses measures including authentication, role-based permissions, row-level database security, encrypted network connections and restricted access to service data. Optional multi-factor authentication may also be available. No system is completely secure, and customers are responsible for protecting their devices, passwords and authorised accounts.
9. Your rights
Depending on the circumstances, individuals may have rights to access, correct, erase, restrict or object to processing and to receive certain information in a portable format. Individuals may also have the right to complain to the Information Commissioner's Office. Requests concerning information controlled by a customer organisation should normally be directed to that organisation first. Requests concerning Arctick can be sent to support@arctick.co.uk.
10. Changes to this policy
We may update this policy as the service, suppliers or legal requirements change. The current version and effective date will be shown on this page.
Terms & Conditions
These Terms govern access to and use of the Arctick maintenance management service. They are intended for business and professional use.
1. Supplier
The service is supplied under the Arctick trading name. Arctick is currently operated as an unincorporated business in the United Kingdom. Service and legal enquiries can be sent to support@arctick.co.uk.
2. Business use
Arctick is intended for use in the course of a trade, business or profession. A customer is responsible for ensuring that the person accepting these Terms has authority to act for the customer.
3. The service
Arctick enables authorised users to manage sites, assets, maintenance sheets, plans, visits, Field Users, maintenance records, photos, signatures, uploaded documents and reports. Features may be changed or improved from time to time.
The service supports operational record keeping but does not replace competent engineering judgement, statutory inspection requirements, manufacturer instructions or a customer's legal and safety obligations.
4. Accounts and authorised users
- The customer is responsible for deciding who may access its organisation and which role each user receives.
- Login details must be kept confidential and must not be shared between users.
- The customer should promptly disable access for anyone who leaves or no longer requires access.
- The customer is responsible for activity carried out through its authorised accounts except to the extent caused by Arctick's breach of duty.
5. Customer responsibilities
- Enter accurate information and check maintenance records before relying on or submitting them.
- Ensure Field Users are appropriately competent and authorised to perform the relevant work.
- Use suitable devices, supported software and reliable connectivity when synchronisation is required.
- Keep independent copies of information the customer is legally required to retain where appropriate.
- Use the service lawfully and not upload malicious, unlawful, infringing or inappropriate material.
- Obtain any required permissions or provide required notices before uploading personal information, photographs, documents or signatures.
6. Offline use and synchronisation
Some information may be saved locally on a device before synchronisation. The customer is responsible for protecting that device and completing synchronisation. Unsynchronised information may be lost if the device, browser data or application storage is deleted, damaged or unavailable.
7. Fees, trials and payment
Where a 14-day free trial is offered, the trial is provided without obligation and does not automatically become a paid subscription unless a paid plan is separately agreed. Where a paid plan is agreed, subscription fees, billing frequency, included users, usage limits and any tax treatment will be stated in the applicable customer order or pricing plan. Access may be restricted or suspended for material non-payment after appropriate notice where applicable.
8. Availability and support
We aim to keep the service available but do not guarantee uninterrupted or error-free operation. Access may be interrupted for maintenance, security work, supplier outages or events outside reasonable control. Support is provided through the published support contact.
9. Intellectual property
Arctick and its licensors own the service, software, design and related intellectual property. The customer receives a limited, non-exclusive, non-transferable right to use the service while entitled to access it.
The customer retains ownership of information and files it submits. The customer permits Arctick to host, copy, process and display that material as necessary to provide, secure and support the service.
10. Data protection
Each party must comply with applicable data protection law. Where Arctick processes personal data on behalf of a customer, Arctick will process that data for the purpose of providing and securing the service and in accordance with applicable law and the customer relationship. A separate Data Processing Addendum may be used where required.
11. Suspension and termination
We may suspend access where reasonably necessary for security, unlawful use, material breach or non-payment where a paid arrangement applies. Termination terms may also be set out in a customer order. On termination, access may end and customer information may be deleted after any agreed export or retention period.
12. Liability
Nothing in these Terms excludes liability that cannot lawfully be excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Subject to that, Arctick is not responsible for indirect or consequential loss, loss of anticipated savings, loss caused by inaccurate customer data, unsynchronised offline data, misuse of the service or failure to follow professional and legal obligations to the extent permitted by law. Any paid customer arrangement may include additional commercial terms and an appropriate financial liability cap.
13. General
If part of these Terms is unenforceable, the remaining provisions continue. A delay in enforcing a right is not a waiver. Assignment or transfer rights may be addressed in a customer order or business reorganisation.
14. Governing law
These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction unless otherwise agreed in writing.
Sub-processors and service providers
Arctick currently relies on the following providers to operate relevant parts of the service. The exact information processed depends on which feature is used.
- Supabase — authentication, database services and file storage.
- Cloudflare — DNS, website and web-app delivery, edge services and security.
- OpenAI — AI-assisted functionality when a user invokes an AI feature.
This list may be updated when service providers change. Changes that materially affect personal data handling will also be reflected in the Privacy Policy where appropriate.