Privacy notice
This notice explains what personal data Centrion handles, why, who can see it, how long it is kept and what your rights are. It covers the Centrion apps (the dashboard, Security app, People app, stores kiosk and induction kiosk) and this website.
1. Who is responsible for your data
If you use Centrion at a site (you clock in, are signed in at the gate, are inducted, report an incident or use the stores), the company that runs that site is the controller of your data: it decides what is recorded and why. Centrion is its processor: we run the system for them under a written data processing agreement and only use your data on their instructions. Questions or requests about your data should go to that company first; we will help them answer.
For our own business contacts (people who ask us for a demo, sign a contract, pay an invoice or visit this website), Centrion is the controller.
Centrion is a trading name of Delviosolutions Limited, registered in England and Wales, company number 17526107. Registered office: 115 Vinery Road, Cambridge, CB1 3DW. Delviosolutions Limited is registered with the Information Commissioner's Office (ICO) as a data controller, registration number ZC277303. Contact: sales@centrion.co.uk.
2. What the apps record
| What | Details |
|---|---|
| Who you are | Name, company, role at the site, job title (managers), and a work email and phone number for staff who use the dashboard. |
| Access key | Your key is stored scrambled (hashed) and can't be read back. Only its first letters and last two characters are shown to the people who manage keys. |
| Clock-in and out | The time, and your phone's location only at the moment you scan the gate QR code, to check you are inside the site boundary. Centrion never tracks your location at any other time. The distance from the site is kept; the exact coordinates are visible only to the system, not to colleagues. |
| Your phone | A random identifier created by the app, so security can see if someone signs in from an unusual phone. If you turn on pop-up notifications, the address your phone's push service gives us and your browser type. |
| Gate and vehicles | Visitors, contractors and drivers: name, company, vehicle registration, who you are visiting, and when you arrived and left. |
| Inductions | Type of induction, language, that you watched the video to the end, your signature, and the date it expires. |
| Incidents | Reports can include people involved, witness statements, photos, and details of injuries. Injury details are health data; only security, site admins, HSE and managers can see them. |
| Stores, parcels, notices, patrols | What you took from a store and when, and changes to stock levels (deliveries and stock takes) with who made them; parcels booked in for you; notices sent to you and whether you read them; patrol tags scanned by security officers. |
| Support requests | When you contact Centrion support from any of the apps: what you write, the topic, whether it is urgent, the site, your name, and the replies. Centrion also raises some requests itself (for example when a site reaches its account limit). If you turn on pop-up notifications, replies can reach your phone. |
| Strikes and site bans | If a site records a violation (a strike) or bans someone: their name, the kind of violation, what happened, when and where, who recorded it, how long a ban lasts, and when it ended. Reaching the site's strike limit (normally 2) bans the person automatically. Only security, site admins, HSE and managers can see or record these. |
| Emergencies | Who was on site when an emergency was declared, and whether they were marked safe or missing. |
| Security logs | An audit log of important actions (who did what, when) and the internet address of failed key sign-ins, to stop key guessing. |
3. Why, and the lawful basis
The site company relies on these lawful bases under the UK GDPR; its own privacy notice to you gives the detail:
- Legal obligation — knowing who is on site for fire and emergency roll-calls, site inductions and recording accidents (for example under COMAH, fire safety and health and safety law, including RIDDOR).
- Legitimate interests — keeping the site secure, managing visitors, vehicles, stores, stock and parcels, and deciding who may not come on site.
- Health data in incident reports — processed to meet employment and health and safety obligations (UK GDPR Article 9(2)(b) and the Data Protection Act 2018, Schedule 1).
For our own business contacts we rely on contract (providing the service and billing) and legitimate interests (replying to enquiries). Support requests are handled to provide the service the site company has contracted for.
4. Who can see it
Inside the site company, people only see what their role needs: for example, staff can't see colleagues' contact details or locations, and only security, admins, HSE and managers can see incident details. Centrion staff only access customer data to provide support, when asked by the customer or to keep the service secure.
Support requests are seen by the person who sent them, the Centrion master admin, and the Centrion support staff assigned to that site. Other people at the site can't see them.
We use these service providers (sub-processors):
| Provider | What for | Where |
|---|---|---|
| Supabase | Database, sign-in and file storage | London, UK |
| Cloudflare | Hosting this website and the apps | Global network |
| Stripe | Payments from our business customers (no worker data) | UK / EU / US |
| Your phone's push service (Google, Apple or Mozilla) | Delivering pop-up notifications, if you turn them on | Global |
Fonts and program files are served from centrion.co.uk itself, so no other company sees your device when you open Centrion.
Where data leaves the UK, it is protected by UK adequacy regulations or the UK International Data Transfer Agreement or Addendum. We never sell personal data or use it for advertising.
Downloads by the site company. Site admins, HSE and managers can download reports. Before each download they must confirm the file stays in the UK and won't be sent abroad without Centrion's written approval; every download is recorded.
Photos. Incident photos can only be taken with the phone's camera in the Centrion app. They are resized on the phone before upload, which removes hidden details such as the location the photo was taken. Only PNG and JPEG pictures (and MP4 induction videos) are accepted.
5. How long it is kept
- What this covers: gate sign-ins and clock-ins, vehicle visits, incident reports (with their photos and signatures), inductions, emergency roll-calls, security patrols, store visits and stock changes, parcels, notices, maintenance tickets, shift handovers, support requests, strikes, ended site bans and the audit log. Visitors, drivers and contractors with nothing left on record are removed as well, and phones not seen for 13 months are forgotten.
- Kept while still in use: a truck still on site, a parcel still waiting to be collected, an open maintenance ticket, an induction that hasn't expired yet, and a site ban still in force. They follow the same rule once they are finished. Staff who still work at the site keep their account for as long as they have one.
- Warnings: on the 15th and the last day of each month, the site company's admins are told what will be deleted on the 1st and can download a copy first. If the site company must keep a record for longer (for example accident records under RIDDOR, which must be kept for at least 3 years), it is responsible for keeping that copy.
- Shorter periods: failed sign-in addresses, 30 days. Pop-up sign-ups that stop working are removed straight away.
- Backups: our database provider keeps short-term backups for disaster recovery, which are overwritten within 7 days of the data being deleted.
- When a company stops using Centrion, its data is returned or deleted as set out in its contract.
6. Your rights
You can ask for a copy of your data, to correct it, to have it erased or restricted, to object, and to receive it in a portable format. Ask the site company first; its admins can download everything Centrion holds about you and can erase you. When someone is erased, their name, contact details, keys, phones and signatures are removed; records the site must legally keep remain, marked "Erased person". You can also contact us at sales@centrion.co.uk.
You can complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.
7. Cookies and storage on your device
The apps store a few things in your browser because they are strictly necessary for the service you asked for: your sign-in session (kept separately for each app), which site you chose, whether the dashboard has been unlocked on that computer, a random phone identifier, and your light or dark mode choice, and whether you hid this month's data-deletion reminder. Clearing your browser's site data removes them and signs you out.
8. How we protect it
All connections are encrypted (HTTPS). Access is limited by role and checked by the database on every request, access keys are stored hashed, key guessing is limited, important actions are written to an audit log, and customers' data is kept separate from each other's.
9. Changes
We will update this notice when the service changes and change the date at the top.