Privacy Policy

Last updated: 12 June 2026

Vikings Workforce is a workplace operations platform used for field forms, health and safety records, toolbox talks, company documents, fleet management, asset tracking, inspections, defect reporting, notifications and compliance reporting. This privacy policy explains what information may be collected, how it is used, who can access it, and how users can ask questions or request changes.

The service is intended for business and workforce use. In most cases, your employer, contracting company or the company that invited you to use Vikings Workforce controls the work records created in the system. Vikings Workforce provides the software platform, hosting, support and administration tools needed to run the service.

Information we collect

The application may collect and store the following information when it is used:

• Account and profile information such as name, email address, phone number, role, company, organisation, depot, account status, web access, mobile access and login details.
• Company and tenant information such as company name, logo, depots, teams, supervisors, managers and role assignments.
• Form submissions, answers, comments, uploaded evidence, signatures, acceptance checks, generated PDFs and linked records.
• Photos, videos, files, PDFs or documents added to forms, fleet records, asset records, company documents, toolbox talks, defect reports or acceptance records.
• GPS/location coordinates, accuracy, capture time and derived address details when a form specifically requires the user to capture location evidence.
• Toolbox talk templates, attendance records, presenter records, attendee signatures, pending signatures and comments.
• Fleet records including vehicles, assignments, mileage, service/MOT/tax/insurance/LOLER dates, maintenance bookings, calendar invite details, defects, incidents, photos, documents, off-road status and assignment history.
• Asset records including categories, serial numbers, QR code tokens, assignments, depot location, inspection/calibration dates, condition, damage reports, photos, comments, acceptance and return history.
• Notification information including notification history, read/unread status, push notification tokens, device platform, device identifier and app version information needed to send operational notifications.
• Security and diagnostic information such as IP address, browser or device details, app version, request logs, audit logs, activity history, failed login or reset activity and error information.

How we use information

Information is used to:

• Create, store and retrieve safety, compliance, fleet, asset, toolbox, document and field operation records.
• Generate PDFs and reports for operational, audit and compliance purposes.
• Assign work, vehicles, assets, documents, toolbox talks and follow-up actions to authorised users.
• Notify users, supervisors, managers, office staff and administrators about assigned assets, toolbox talks, maintenance bookings, return requests, damage reports, defects and other operational updates.
• Show readable addresses for captured GPS locations where location evidence is required.
• Provide QR code asset summary pages for assets that support QR identification.
• Support offline completion and later synchronisation of submitted records.
• Maintain audit trails, investigate defects or incidents, and support health and safety compliance.
• Improve security, prevent unauthorised access, troubleshoot problems and support account administration.

Company separation and access controls

Vikings Workforce supports multiple companies on one shared platform. Operational records are separated by company/tenant. Normal users can only access records for the company they belong to and only where their role allows it. Super administrators and authorised platform support users may access company data where needed to provide support, maintain the service, investigate issues, manage companies, or protect the platform.

Within a company, access is controlled by role. For example, administrators, managers, supervisors and office staff may see wider operational records than engineers or contractors. Engineers and contractors normally see only the records, forms, documents, vehicles, assets or toolbox talks relevant to their work.

Location, camera and files

The app asks for camera, photo/file and location access only where these features are needed for a work record. Camera and photo access may be used to attach evidence to forms, defects, incidents, fleet records, assets, documents or acceptance records. File access may be used to upload or download PDFs, documents and evidence files.

Location is captured only when a user chooses to capture GPS evidence in a form or workflow that includes a GPS/location question. The app does not use continuous background location tracking. Captured coordinates may include latitude, longitude, accuracy and capture time, and may be converted into a readable address using Google Maps Platform geocoding services.

Signatures are used as workplace evidence for forms, toolbox talks, fleet assignments, asset acceptance, returns and other approval or confirmation workflows. Photos, signatures, GPS records and files become part of the relevant business record once submitted.

Push notifications

The mobile app may use Firebase Cloud Messaging and Apple Push Notification service to send push notifications about operational items such as assigned assets, toolbox talks, return requests, damage reports, maintenance reminders, defects and other work-related updates. To do this, the app stores a push notification token and basic device/app information. Push notification tokens are used only to deliver app notifications and manage notification delivery.

Notification history may be stored so users can view recent notifications in the app. Users can usually control whether notifications are displayed through their device settings, but turning notifications off may mean important operational alerts are not shown immediately.

QR code asset summaries

Some assets may have QR codes that open a public, view-only asset summary page. These pages are designed for practical identification of equipment in the field and may show safe asset information such as asset ID, asset name, category, serial number, condition, assigned user or depot, last inspection/calibration date, next inspection/calibration date and days remaining until the next due date.

Public QR asset pages are not intended to expose private form submissions, private comments, internal audit logs, user contact details, passwords or sensitive company records. The QR code token is designed to remain stable once generated so printed asset labels continue to work.

Sharing information

Information is available to authorised users according to company, role and permissions. Records may be viewed by administrators, managers, supervisors, office staff or other authorised users where this is needed for field operations, health and safety, compliance, fleet management, asset tracking, toolbox talks, reporting or audit purposes.

We may use service providers to operate the application and related services. These include hosting providers, database and backup services, email delivery services, Google Firebase for push notifications, Apple Push Notification service for iOS notifications, and Google Maps Platform for address lookup from captured coordinates. Service providers process information only for the purposes of providing the service.

We may also disclose information where required by law, regulation, court order, insurance process, safety investigation, contractual obligation, or where disclosure is necessary to protect users, companies, the public or the security of the service. We do not sell personal information.

Data storage and security

Data is stored on server infrastructure used for Vikings Workforce and its supporting service providers. The service uses authenticated access, encrypted HTTPS connections, password protection, role-based access controls, company separation, operational backups and audit logs. No online service can be guaranteed to be completely secure, so users should keep their passwords secure, use only their own account, and report any suspected unauthorised access.

Data retention

Records are retained for operational, compliance, audit, legal, insurance and health and safety purposes. Retention periods may depend on the type of record, the company using the system, and the organisation's compliance requirements. Some safety, fleet, asset, form, signature, location evidence, PDF, photo, toolbox, assignment and audit records may need to be kept even if a user account is later disabled or deleted.

Account records may be disabled instead of immediately deleted where the account is linked to business records that must be retained. Backups and logs may retain data for a limited period after deletion from the live system. Push notification device tokens are kept while needed to send notifications and may be removed when they become stale, invalid or no longer required.

Lawful basis

The application is used for workplace operations, health and safety, asset management, fleet management, compliance, reporting and audit purposes. The lawful basis for processing may include performance of employment, contractor or service obligations; legitimate business interests; compliance with legal obligations; and consent where a specific permission or optional feature requires it.

International processing

Some service providers used to operate Vikings Workforce may process data in countries outside the user's country or region. Where this happens, information is processed for the purposes described in this policy and is handled through the safeguards and contractual arrangements used by those providers.

Children

Vikings Workforce is intended for workplace use and is not aimed at children. The service should not be used by anyone who is not authorised by their employer, contracting company or organisation.

Your choices

Users can contact their organisation administrator to request access to, correction of, export of, restriction of, or removal of personal information where legally and operationally appropriate. Users can also ask for an account to be disabled, for an incorrect profile detail to be corrected, or for a device notification token to be removed. Data deletion requests can also be made at https://www.vikings-fieldforms.co.uk/data-deletion.

Users may also have rights to request access, correction, deletion, restriction or objection under applicable data protection law. These rights may be limited where information must be retained for legal, audit, health and safety, insurance, contractual or operational reasons.

Changes to this policy

We may update this policy when the service changes, when new features are added, when service providers change, or where legal or operational requirements change. The latest version will be published on this page.

Contact

For privacy questions, contact: [email protected]