Version 0.1 (first draft) · Effective date: 29 October 2026
In short: your checklist records stay on the device that made them. If your team turns on cloud backup, they are also copied into your team’s own OneDrive or Google Drive folder. SubServ does not run a server, and your records never reach us. We cannot see them, and we cannot recover them.
1. Who we are
The Checklist app ("the app") is published by Geoffrey R Cole, trading as SubServ ("we", "us"). If you have any question about this policy, contact us at support@subserv.org.
This policy covers the app on Android, iPad and Windows, and the policy page at subserv.org/checklist/privacy.
2. Who is responsible for your records
This matters more in this app than in most, because the app is built to be used by a team.
- If you use the app on your own, the records are yours. You decide what is recorded, where it is backed up and who sees it.
- If you use the app as part of a team or for an employer, the organisation that set up the team folder decides what is recorded, who is in the team and how long the records are kept. Under UK data protection law that organisation is the data controller for those records, and questions about them should go to it rather than to us.
In both cases SubServ is neither the controller nor a processor of your records, because the app has no server and the records never reach us. We are the supplier of the software only.
If you are setting up a team: you are putting your colleagues’ names, signatures, photographs and working records into a folder you control. Tell them what is being recorded and who can see it, and make sure you have a lawful basis for holding it. Your own organisation’s privacy notice, not this one, is what covers them.
3. What the app records
What ends up in a record depends on the checklist template your team uses. It can include:
- Answers, readings and notes entered against each task.
- Photographs and video taken or attached as evidence, including anything required by a rectification step. These may show people, vehicles, registration plates or locations.
- Signatures drawn on screen when a checklist is signed off.
- Names and roles of the people who completed, checked and signed the checklist.
- Dates and times, including when each task was completed and when the checklist was submitted.
- Asset and reference details, such as the vehicle, vessel or equipment the checklist relates to.
- Unlock records: if an administrator unlocks a submitted checklist, the reason given and the revision history are kept in the record and shown in the report.
- Location: if location is switched on, the position where a checklist or photograph was recorded.
4. Where records are kept
On the device
Every record is written to the app’s private storage on the device that made it, and stays there whether or not the device has a signal. The app is designed to work fully offline.
In your team’s own cloud folder, if backup is turned on
Cloud backup is optional and is set up by your team’s administrator. When it is on:
- The administrator creates a Checklist records folder in their own OneDrive or Google Drive, shares it with team members by email address, and gives them a join code.
- Each team member signs in with their own Microsoft or Google account. There is no SubServ account and no SubServ server.
- While the app is open and online it uploads completed and in-progress checklists: the PDF report and every revision, a data file containing all answers, readings, notes, signatures and times, and the original photographs and videos.
- Records are filed as Checklist records › checklist name › year-month › one folder per checklist, named by date, time, reference and asset.
- Templates created by the administrator are shared out to team devices through the same folder.
- Each record shows Backed up, Waiting to upload or Offline so you can see where it has got to.
The folder belongs to your team, not to us. Microsoft or Google hold it under their own terms and privacy policies, and their storage limits apply: on OneDrive the uploads count against the administrator’s storage, and on Google Drive each file counts against the storage of the person who uploaded it.
Deleting or changing a file in the cloud folder does not change anything on the devices. The cloud folder is an archive of records, not a two-way sync.
5. Who can see your records
Anyone the administrator has given access to the team folder can open everything in it, including photographs, video and signatures. If you are not sure who is in your team folder, ask your administrator — we have no way of telling you.
6. What we collect
We do not collect any personal information through the app. There is no SubServ account, no SubServ server, and no advertising or tracking code in the app. We do not receive your records, your sign-in details or your cloud files at any point.
If you email us, we receive your email address and whatever you send, and use it only to reply.
Apple, Google and Microsoft may collect information about app downloads, sign-ins and cloud storage use under their own privacy policies.
7. Device permissions and account access
- Camera and photo library: used when you take or attach a photograph or video as evidence. On Windows the app uses a file picker instead of the camera.
- Files: used to import a checklist template from a Word, PDF or CSV file, and to save PDF reports.
- Location: used only if location recording is switched on, to record where a checklist or photograph was made.
- Microsoft or Google sign-in: only if your team uses cloud backup. The app holds the access token for your account on your device so it can upload to the team folder. You can disconnect the account in the app, or revoke the app’s access from your Microsoft or Google account settings at any time.
- Scope of Drive access: The app currently requests full access to your Google Drive so that it can reach a folder created and shared by your administrator. It only reads and writes inside the Checklist records folder.
8. Keeping records safe
Records are held in the app’s private storage, which other apps cannot read, and modern devices encrypt their storage when a screen lock is set. We recommend a passcode on every device that runs the app.
Submitted checklists are locked. An administrator can unlock one using the administrator PIN held on the device; the reason and the revision history are then recorded in the report. The PIN controls editing, not access to the records themselves.
Once records are in your team’s cloud folder, their security depends on your team’s Microsoft or Google account settings — who has access, and whether those accounts use two-factor authentication. That is in your administrator’s hands, not ours.
9. How long records are kept
On the device, records stay until they are deleted or the app is uninstalled. Uninstalling removes everything the app holds on that device and cannot be undone.
In the cloud folder, records stay until someone with access deletes them. Your team decides how long to keep them, and should set that period in line with whatever its own work requires.
10. Your rights
Under UK data protection law (UK GDPR and the Data Protection Act 2018) and similar laws elsewhere, you have rights over personal information held about you, including to access, correct and delete it.
Where records are held by your employer or team, those requests go to them, because they hold the records and decide what happens to them. We hold nothing and cannot act on such a request. If you use the app on your own, you can exercise these rights directly in the app and in your own cloud account.
If you have a concern about this policy, contact us at support@subserv.org. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, or to the data protection authority in your country.
11. Children
The app is intended for use at work and is not directed at anyone under 18.
12. Changes to this policy
If we change this policy we will update the effective date above and publish the new version at subserv.org/checklist/privacy.
13. Contact
Geoffrey R Cole, trading as SubServ
Email: support@subserv.org