Privacy Policy

Last updated: August 2026

1. Who we are

Wallification ("the App", "we", "us", "our") is the data controller for the personal data processed through the App.

For any privacy-related queries, you can reach us at wallification.manager@gmail.com.

2. What data we collect

When you use the App, we collect and process the following data:

Account information

When you register, we collect your name and email address. This is used to create and manage your account.

Qualification data

When you add a qualification, we store the images you provide (photographs or uploaded files of your certificates), along with extracted details such as the holder name, provider name, issue date, expiry date, and any keywords you add.

The App is intended exclusively for work, business, and vocational qualifications (e.g. CSCS cards, working-at-height certificates, first-aid qualifications). You should not upload personal identity documents such as passports, driving licences, identity cards, national insurance numbers, or other sensitive personal data unrelated to professional qualifications. We accept no liability for the storage of such documents. For full details, see our Terms & Conditions.

Organisation data

If you use an organisation code, we record which organisation you are associated with for the purpose of managing your access level.

Usage data

We collect basic usage information such as the number of qualifications added per day (for rate limiting purposes) and your notification preferences.

3. How we use AI to process your data

When you add a qualification, the image of your certificate is sent to Google's Gemini Flash AI model for automated text extraction. This processing is used solely to read the holder name, provider name, issue date, and expiry date from your certificate image.

Key points about AI processing

  • The AI model (Gemini Flash) is hosted and runs entirely within the European Union.
  • Your certificate images are sent to the model for processing only. They are not used to train the model and are not retained by Google after processing is complete.
  • The extracted text is returned to the App for you to review and edit before it is saved to your account.
  • We do not use AI for profiling, automated decision-making, or any purpose other than extracting text from your certificate images.

4. How we store your data

Authentication

Your account is managed through Firebase Authentication, provided by Google. Your authentication data (email address and hashed password) is stored within the European Union.

Database

Your qualification records, images, and account data are stored in Google Cloud Firestore. All Firestore data is stored within the European Union.

Security

We use industry-standard security measures provided by Google Cloud Platform to protect your data, including encryption in transit and at rest. Access to your data requires authentication with your account credentials.

5. Who we share your data with

We do not sell, rent, or trade your personal data to any third parties.

Your data is shared only with the following service providers, who process it on our behalf and under our instructions:

  • Google (Firebase and Gemini Flash) — for authentication, data storage, push notifications, and AI-assisted text extraction. All processing occurs within the EU.
  • Apple / Google (App Store and Play Store) — for subscription billing. We do not receive or store your payment card details; billing is handled entirely by the relevant app store.

We may disclose your data if required to do so by law or in response to a valid legal request from a public authority.

6. Push notifications

If you grant the App permission to send push notifications, we use Firebase Cloud Messaging (FCM) to send you expiry reminders. You can control the reminder period (1 month, 3 months, 6 months, or never) in the App's Settings screen, and you can revoke notification permissions through your device settings at any time.

We do not guarantee delivery of push notifications.

7. Data sharing by you

The App allows you (with an active subscription) to share your qualification images with others via email, WhatsApp, or other sharing methods on your device. When you choose to share, the original images you uploaded are sent through your device's standard sharing mechanism. We have no control over what happens to your data once you share it with others.

8. Data retention

We retain your personal data for as long as your account is active. If you request account deletion (through the Settings screen in the App), we will delete your account and all associated data, including qualification images and records. This deletion is permanent and cannot be reversed.

We may retain anonymised, aggregated data (such as total user counts) that cannot be used to identify you.

9. Your rights under GDPR

If you are located in the United Kingdom or European Economic Area, you have the following rights regarding your personal data:

  • Right of access — You can request a copy of the personal data we hold about you.
  • Right to rectification — You can correct inaccurate or incomplete data. You can also edit your qualification records directly within the App.
  • Right to erasure — You can request deletion of your account and all associated data through the Settings screen.
  • Right to data portability — You can request your data in a structured, commonly used format.
  • Right to restrict processing — You can request that we limit how we process your data in certain circumstances.
  • Right to object — You can object to processing based on legitimate interests.

To exercise any of these rights, contact us at wallification.manager@gmail.com. We will respond within 30 days.

10. Legal basis for processing

We process your personal data on the following legal bases:

  • Contract — Processing your account information, qualification data, and subscription status is necessary to provide you with the App's services.
  • Consent — Push notifications are sent only with your consent, which you can withdraw at any time.
  • Legitimate interests — We use basic usage data (such as daily upload counts) to prevent misuse and maintain the quality of the service.

11. Children's privacy

The App is not intended for children under 16 years of age. We do not knowingly collect personal data from children under 16. If you believe a child under 16 has provided us with personal data, please contact us and we will take steps to delete it.

12. Cookies and tracking

The App does not use cookies. This website uses no third-party tracking or analytics cookies. We do not track your browsing activity across other websites or apps.

13. International transfers

All data processing and storage occurs within the European Union. We do not transfer your personal data outside the EU/UK.

14. Changes to this policy

We may update this privacy policy from time to time. The "last updated" date at the top of this page will reflect any changes. Continued use of the App after changes are published constitutes acceptance of the updated policy.

15. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

16. Contact

For any questions about this privacy policy or how we handle your data, please contact us at wallification.manager@gmail.com.