MONOMOS LTD ("MONOMOS", "we", "us", "our")

Last updated: 26 March 2026

1. Who We Are

We provide a cloud-based job management platform for trade contractors and home services businesses ("Service"). Field staff use the platform via mobile and web applications.

We are committed to protecting your personal information. This policy explains how we collect, use, and share your personal data when you visit our website, use our Service, or otherwise interact with us.

By accessing or using our website or Service, you acknowledge that you have read and understood this policy. Defined terms not explained here have the meaning given to them in our Platform Terms of Trade.

This policy does not apply to third-party websites, products, or services, even if they link to our Service or website. You should review the privacy practices of those third parties independently.

2. How to Contact Us

If you have any questions about this policy or how your personal data is handled, please contact us:

Email:

Post: MONOMOS LTD, 72 Ormonde Court, 364 Upper Richmond Road, London, SW15 6TP

We have not appointed a Data Protection Officer as we do not currently meet the thresholds under Article 37 of UK GDPR. Our contact details above serve as the point of contact for all data protection enquiries.

3. What Personal Data We Collect

We collect personal data in the following ways:

3.1 Information You Provide Directly

When you register for the Service, contact us, or use the Service, we may collect your name, email address, telephone number, postal address, business name, payment information, and the names and contact details of your staff members. This information is provided voluntarily and can be updated in your account settings. You may choose not to provide some information, but this may limit our ability to provide the Service to you.

3.2 Information Collected Automatically

When you visit our website or use the Service, we may automatically collect technical data such as your device type, operating system, browser type, IP address, and browsing activity. We may also collect location data where you have enabled location services on your device. You may disable location services through your device settings at any time.

3.3 End-Customer Personal Data

If you are a customer of one of our subscribers (for example, a homeowner who has contacted a tradesperson using our platform), the subscriber may collect information about you through their use of our Service, such as your name, address, telephone number, email address, and details about the services you have requested.

If you believe a subscriber has entered your personal information into their account, you should contact that subscriber directly regarding any questions about the storage, use, and retention of your information. We process end-customer data on the subscriber's instructions as described in Section 14 below.

3.4 Special Categories of Data

We do not knowingly collect or process special categories of personal data (such as data concerning health, racial or ethnic origin, political opinions, religious beliefs, or trade union membership).

4. How We Use Your Personal Data

We use your personal data for the following purposes and on the following legal bases:

4.1 Performance of Our Contract with You (Article 6(1)(b) UK GDPR)

To provide and administer the Service, process your payments, respond to your enquiries and support requests, verify your identity, and communicate with you about your account.

4.2 Our Legitimate Interests (Article 6(1)(f) UK GDPR)

To maintain the security of our Service and detect fraud, to improve and develop our Service through aggregated and anonymised analysis, to enforce our terms and policies, and to facilitate our internal business operations. We only rely on legitimate interests where we have assessed that our interests do not override your rights and freedoms.

4.3 Your Consent (Article 6(1)(a) UK GDPR)

To send you marketing communications about our Service and related offerings. You can withdraw your consent at any time by using the unsubscribe mechanism in any marketing communication or by contacting us at .

4.4 Legal Obligations (Article 6(1)(c) UK GDPR)

To comply with applicable laws, regulations, court orders, or other legal processes, and to meet our tax, accounting, and regulatory obligations.

We may also use your personal data for any other purpose for which you have given us specific consent.

5. Automated Decision-Making

Our Service includes features that use artificial intelligence to assist subscribers with managing their business operations, including handling communications with their customers. These features may involve automated processing of personal data.

Where automated processing produces effects on individuals, we ensure that human oversight is available. Subscribers can configure these features within their account settings, and end-customers can request human intervention through the subscriber's business.

If you have concerns about how automated features have been applied to your data, please contact the relevant subscriber in the first instance, or contact us at .

6. Who We Share Your Data With

We are committed to the confidentiality of your information. We share your personal data only with the following categories of recipients, and only where necessary:

6.1 Our Service Providers

We use third-party service providers to help us deliver and improve the Service. These include providers of cloud infrastructure and hosting, artificial intelligence services, telecommunications and voice services, payment processing, email delivery, error monitoring, and security services. All service providers are contractually bound to process personal data only on our documented instructions and to maintain appropriate technical and organisational security measures.

6.2 Your Customers

As part of providing the Service, we may share your information and your staff's information with your customers (for example, when sending communications from your business).

6.3 Authorised Third-Party Applications

If you connect your account to a third-party application, we may share data with that application's provider as necessary for the integration to function. The third party's use of your data is governed by their own privacy policy.

6.4 Law Enforcement and Regulators

We may disclose your information where required by law, regulation, court order, or other legal process. Where possible and appropriate, we will notify you of such disclosure.

6.5 Successors

In the event of a sale, merger, or acquisition of all or part of our business, your information may be transferred to the acquiring entity, which will be subject to the obligations of this policy.

We will not sell your personal data to third parties. We will not disclose your personal data to advertisers or promotional third parties without your consent.

7. International Transfers

Our service providers may process personal data in countries outside the United Kingdom. Where personal data is transferred internationally, we ensure appropriate safeguards are in place in accordance with UK GDPR, including reliance on adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to EU Standard Contractual Clauses, as applicable.

Where our service providers are located in the United States, we rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified, or on UK International Data Transfer Agreements where they are not.

Where our service providers are located within the European Economic Area, the UK adequacy decision for the EU applies and no additional safeguards are required.

You may contact us at for further information about the safeguards we have in place for international transfers.

8. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Our key retention periods are:

8.1 Account Data

Retained for the duration of your account and deleted or anonymised upon account closure, subject to any legal retention obligations.

8.2 Communication Records (Including Call Recordings)

Retained for 90 days by default. Subscribers may configure retention periods within their account settings.

8.3 Conversation Records

Retained for up to 2 years from the date of the communication.

8.4 Job and Transaction History

Retained for 6 years to meet HMRC and tax record-keeping requirements.

8.5 Inactive End-Customer Records

Where an end-customer has had no activity for 3 or more years, their data is anonymised.

8.6 Marketing Preferences

Retained until you withdraw consent or unsubscribe.

You may close your account at any time. This will result in the deletion or anonymisation of your account data in accordance with the retention periods above, subject to any legal obligations requiring continued retention.

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

9.1 Right of Access

You can request a copy of the personal data we hold about you.

9.2 Right to Rectification

You can request that we correct any inaccurate or incomplete personal data.

9.3 Right to Erasure

You can request that we delete your personal data in certain circumstances.

9.4 Right to Restriction

You can request that we restrict the processing of your personal data in certain circumstances.

9.5 Right to Data Portability

You can request a copy of your personal data in a structured, commonly used, machine-readable format.

9.6 Right to Object

You can object to our processing of your personal data where we rely on legitimate interests as our legal basis.

9.7 Right to Withdraw Consent

Where we process your personal data based on your consent, you can withdraw that consent at any time.

9.8 Right Not to Be Subject to Automated Decision-Making

You can request human intervention in respect of any automated processing that produces legal effects or similarly significant effects concerning you.

To exercise any of these rights, please contact us at . We will respond to your request within one calendar month. In complex cases, we may extend this by a further two months, in which case we will inform you within the initial one-month period.

We will not charge a fee for responding to your request unless the request is manifestly unfounded or excessive, in which case we may charge a reasonable fee or refuse to act on the request.

10. Cookies

Our website uses cookies and similar technologies. For full details about the cookies we use, their purpose, and how to manage your cookie preferences, please see our Cookie Policy.

11. Children

Our Service is not directed at individuals under the age of 16. We do not knowingly collect personal data from children under 16. If you become aware that a child has provided us with personal data, please contact us at and we will take steps to delete that information.

12. Changes to This Policy

We may update this policy from time to time. Where we make significant changes, we will notify you by email or through a notice in your account. Your continued use of the Service after any changes constitutes acceptance of the updated policy.

We encourage you to review this policy periodically.

13. How to Complain

If you are dissatisfied with how we handle your personal data or respond to your requests, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the opportunity to address your concerns before you contact the ICO. Please contact us at in the first instance.

14. Responsibilities for Processing Personal Data

Through provision of the Service, we process personal data both as a data controller and as a data processor, depending on the context:

14.1 As a Controller

We control and are responsible for the processing of your account registration data, billing data, website analytics, marketing communications, and security monitoring.

14.2 As a Processor

When you use the Service to collect, store, and manage information about your customers, we process that data on your instructions. You determine and control what personal data is entered, how it is used, and how long it is retained within your account.

If you collect, hold, or use a third party's personal information through the Service, you warrant that you have an appropriate legal basis to do so, including any necessary consents.

The terms governing our role as a data processor are set out in the Data Processing Addendum, which forms part of our Platform Terms of Trade.

MONOMOS LTD, Company No. 16828525, registered in England and Wales.