1. Who we are
Asset Snap Ltd, trading as AssetSnap ("we", "us", "our"), is a company registered in England and Wales (company number 16162030) with its registered office at Unit 2, Strands Barn, Strands Farm Lane, Hornby, Lancaster, LA2 8JF. We are registered with the Information Commissioner's Office under registration number ZC264748.
We provide a web platform (app.assetsnap.ai) and mobile app (together, the "Platform") that lets facilities-management engineers photograph building assets and turn those photographs into structured asset data. Our website is www.assetsnap.co.uk (the "Website").
If you have any questions about this policy or how we use your personal data, contact us at sales@assetsnap.co.uk or write to us at the address above.
2. Our role
When we are the controller. We decide how and why your personal data is used (we are the "controller") only for our own limited purposes: when you visit our Website, contact us or ask for a demo; when you are a contact at one of our customers, suppliers or prospects (for account management, invoicing and marketing); and where we need to keep our Platform secure and prevent misuse.
When we act for our customers. Our customers are businesses. When an organisation (for example your employer, or a company you are working for) gives you access to the Platform, that organisation is the controller of the personal data in its account (its "Customer Data"), and we process it on its behalf as its "processor" under a data processing agreement. If you use the Platform through an organisation, please read its privacy notice as well, and send any request about your Platform data to that organisation. We will help it respond.
Asset data is not personal data. The Platform also creates data about physical assets (such as photographs of equipment and nameplates, make, model and serial numbers), which we own. This asset data is not about people. We keep it separately from our customers' account information, and we remove, obscure or delete any personal data that is captured by accident (for example a person in a photograph).
3. The personal data we collect
Website visitors
Technical data: IP address, browser and device type, operating system, pages visited and similar information needed to deliver the Website.
Enquiries, prospects and customer contacts
Name, job title, company, business email address and phone number, and the content of your messages to us. For customer contacts: information needed to manage the contract, such as billing contact details and correspondence.
Platform users (processed on behalf of our customers)
Identity and account data: name, business email address and phone number, job role, username and password (stored in encrypted form). System and usage data: IP address, device identifiers, device and browser type, operating system, crash logs and timestamps of activity. Location data: the location of a photograph where this is enabled and linked to your account. Incidental data: people, name badges or vehicle registration numbers may occasionally appear in photographs taken on site, although users are told not to capture them. We remove, obscure or delete this data.
Where we get personal data from
From you, for example when you contact us, ask for a demo or use the Platform. From your employer or the organisation you work for, for example when it sets up your Platform account or gives us your business contact details for contract management. From publicly available business sources, such as company websites.
You do not have to give us personal data, but if you do not, we may not be able to respond to your enquiry or give you access to the Platform.
4. How we use personal data and our lawful bases
| Purpose | Personal data | Lawful basis (where we are controller) |
|---|---|---|
| Responding to enquiries and demo requests | Contact and message data | Legitimate interests (responding to business enquiries and developing our business) |
| Managing our contracts with customers and suppliers, including billing | Business contact data | Legitimate interests (managing our business relationships); legal obligation (keeping accounting records) |
| Sending business-to-business updates about our services | Business contact data | Legitimate interests. Where the law requires consent for marketing emails (for example if you are a sole trader or partnership), we will only email you with your consent or, if you are an existing customer, about similar services with a chance to opt out. You can opt out at any time by contacting us |
| Keeping our Website and Platform secure and preventing misuse | Technical, system and usage data | Legitimate interests (security of our services) |
| Complying with the law and dealing with legal claims | Any relevant data | Legal obligation; legitimate interests (establishing and defending legal claims) |
When we process personal data in the Platform for our customers (to provide the Platform, provide support, export data and remove personal data from asset data), we do so on their instructions and they are responsible for the lawful basis.
5. Artificial intelligence and improving our models
The Platform uses machine-learning models to suggest asset details (such as asset type, manufacturer and model) from photographs. These are suggestions only, and users are required to check them before they are saved. We do not use the Platform to make decisions about individuals, and we do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.
We train and improve our models using asset data (such as photographs of equipment and technical asset details). We do not use personal data for this: our process removes, irreversibly obscures or deletes any personal data captured by accident before asset data is used for this purpose.
6. Cookies and similar technologies
Strictly necessary. Our Website and Platform use cookies and similar technologies that are strictly necessary to provide the service you ask for, for example to keep you logged in and to keep the service secure. We do not need your consent for these, and they cannot be switched off.
This Website does not use analytics cookies, advertising cookies or cross-site tracking. There is no cookie banner because we do not set non-essential cookies here.
7. Who we share personal data with
We do not sell personal data. We share it only with:
- service providers who host and support our Website and Platform, acting on our instructions under written contracts, including Amazon Web Services (cloud hosting in the United Kingdom), MongoDB (database) and FormSubmit (the Website contact form);
- professional advisers, insurers and auditors, where needed;
- a buyer or investor, or potential buyer or investor, in connection with a sale or restructuring of our business, subject to confidentiality; and
- the police, regulators, courts or other authorities where the law requires it or to protect our rights or the safety of others.
8. International transfers
Platform data is hosted in the United Kingdom. Where a service provider processes limited data outside the UK, we make sure the transfer is protected, for example because the country has UK adequacy regulations (including the UK-US data bridge where the recipient is certified) or by using the ICO's International Data Transfer Agreement or Addendum. Contact us for more information.
9. How long we keep personal data
| Data | How long we keep it |
|---|---|
| Personal data in the Platform (processed for our customers) | For as long as the customer's contract lasts. After it ends, a copy is available to the customer for 30 days, then it is deleted from our live systems within a further 30 days and from backups within 90 days, unless the law requires us to keep it. Personal data captured by accident in photographs is removed, obscured or deleted as part of our processing |
| Enquiries and prospect data | 2 years from last contact |
| Contract, billing and accounting records | Up to 6 years after the end of the relevant financial year, to meet tax and legal requirements |
10. Security
We host the Platform on Amazon Web Services infrastructure in the United Kingdom and hold Cyber Essentials Plus certification. Data is encrypted in transit and at rest, backups are encrypted, and access to personal data is restricted to people who need it.
11. Your rights
Under UK data protection law you have the right to: ask for a copy of your personal data; ask us to correct it; ask us to delete it; ask us to restrict how we use it; object to our use of it where we rely on legitimate interests (including for direct marketing, which we will always stop); and, in some cases, ask us to transfer it to you or another organisation. Where we rely on your consent, you can withdraw it at any time.
To exercise your rights, contact us using the details in section 1. We will respond within one month (which may be extended in some cases, as the law allows). If your request is about Platform data held for an organisation, we will pass it to that organisation and help it respond.
12. Complaints
If you are unhappy with how we have used your personal data, please contact us first so that we can try to put things right. We will acknowledge your complaint within 30 days and let you know the outcome.
You also have the right to complain to the Information Commissioner's Office: www.ico.org.uk, telephone 0303 123 1113.
13. Changes to this policy
We may update this policy from time to time. The latest version will always be on our Website, with the date it was last updated. Last updated: 2 November 2026.