Adept Observe
What the Adept Observe app and portal collect, why, and what you can ask us to do about it. Written to be read rather than survived.
Adept Space Ltd runs workplace utilisation studies. Adept Observe is the app our surveyors carry round a building and the portal where the results are read. If you have a question about anything here, email ollie@adeptspace.com.
Section 1
All of it, including the parts you can decline.
Required. Your initials are how the app knows which readings are yours, and your first name is what greets you when you tap them. Both are set up for you by Adept before you start — the app has no sign-up.
Optional. The app takes a single location fix when you start a survey walk and another when you finish it, so we can confirm the walk happened at the building it was booked for. It is never tracked in between, and never in the background: the app does not ask for background location and cannot read your position when it is closed.
Decline the permission and everything still works. The walk records without a fix, and nobody is blocked from surveying.
Optional, and only when you use it. That is the message you type, a photo if you attach one, and an email address if you ask us to copy someone in. We use them to answer the report; nothing else.
What was observed at each desk, room or space, on which date and in which time slot, recorded against the surveyor who observed it. This is the study: it describes the workplace, not you.
Section 2
Two different relationships, so two different answers.
We hold your details to engage you, allocate you to studies, pay your invoices and know who recorded what. The lawful basis is the contract between us, and our legitimate interest in running studies whose results can be relied on — which includes being able to show a client that the survey was carried out where and when it was meant to be.
We hold the study's results, and the account details of the people you ask us to give portal access to. The lawful basis is the contract for the study.
Section 3
The services we use to run the product, and nobody beyond them.
A client sees the results of their own study and the surveyors assigned to it. One client never sees another's. We do not sell data, and we do not pass it to anyone for advertising.
Section 4
Long enough to be useful, and not indefinitely by accident.
Study results are kept for as long as the client engagement needs them, and older studies are compressed into archive storage rather than deleted, because a client may ask us to compare against them years later. Surveyor records are kept while you are working with us and for a period afterwards, so we can answer questions about work already done and meet our own tax and accounting obligations.
Location fixes are attached to the walk they belong to and live and die with it. Photos and messages sent through "Report an issue" are kept with the ticket until it is closed and cleared.
Section 5
Under UK GDPR, and they apply whether or not you are still working with us.
You can ask us for a copy of what we hold about you, ask us to correct it, ask us to delete it, or object to us holding it. We answer within one month.
To ask for deletion, see Deleting your data, which sets out exactly what goes and what stays. For anything else, email ollie@adeptspace.com.
If you think we have got it wrong and we have not put it right, you can complain to the Information Commissioner's Office at ico.org.uk.