Accident Book

    Privacy Policy

    Last updated: February 2026

    Accident Book ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our digital incident management platform.

    1. Information We Collect

    1.1 Personal Information

    We collect information that you provide directly to us, including:

    • Name, email address, and contact details
    • Organisation name and address
    • Account credentials
    • Incident reports and related documentation
    • Payment information (processed securely via Stripe)

    1.2 Incident Data

    When incidents are reported through our platform, we collect:

    • Details of the incident (date, time, location, description)
    • Information about affected persons
    • Witness information
    • Photographs and supporting documentation
    • Follow-up actions and notes

    1.3 Automatically Collected Information

    We automatically collect certain information when you use our service:

    • Device information (browser type, operating system)
    • IP address and approximate location
    • Usage patterns and feature interactions
    • Cookies and similar tracking technologies

    2. How We Use Your Information

    We use the information we collect to:

    • Provide, maintain, and improve our services
    • Process incident reports and generate compliance documentation
    • Send notifications about incidents, RIDDOR deadlines, and account activity
    • Process payments and manage subscriptions
    • Respond to your enquiries and provide customer support
    • Ensure the security of our platform
    • Comply with legal obligations, including RIDDOR reporting requirements

    3. Legal Basis for Processing (UK GDPR)

    We process your personal data under the following legal bases:

    • Contract: Processing necessary to provide our services to you
    • Legal obligation: Processing required to comply with health and safety legislation
    • Legitimate interests: Processing for security, fraud prevention, and service improvement
    • Consent: Where you have given explicit consent for specific processing activities

    4. Data Sharing and Disclosure

    We may share your information with:

    • Service providers: Third parties who help us operate our platform (hosting, email, payment processing)
    • Regulatory authorities: When required by law or for RIDDOR reporting
    • Your organisation: Other authorised users within your organisation

    We do not sell your personal data to third parties.

    5. Data Retention

    We retain incident records for a minimum of 3 years from the date of the incident, in accordance with UK health and safety regulations. For incidents involving persons under 18, records are retained until they reach 21 years of age, or for 3 years from the incident date, whichever is longer.

    Account information is retained for the duration of your subscription and for a reasonable period thereafter for legal and business purposes.

    6. Data Security

    We implement appropriate technical and organisational measures to protect your data, including:

    • Encryption of data in transit and at rest
    • Access controls and authentication requirements
    • Regular security assessments and updates
    • Secure hosting infrastructure

    7. Your Rights

    Under UK GDPR, you have the right to:

    • Access: Request a copy of your personal data
    • Rectification: Request correction of inaccurate data
    • Erasure: Request deletion of your data (subject to legal retention requirements)
    • Restriction: Request limitation of processing
    • Portability: Receive your data in a portable format
    • Objection: Object to certain types of processing

    To exercise these rights, please contact us at privacy@useaccidentbook.co.uk.

    8. International Transfers

    Your data is primarily stored and processed within the United Kingdom and European Economic Area. Where transfers to third countries are necessary, we ensure appropriate safeguards are in place.

    9. Cookies

    We use essential cookies to enable core functionality of our platform. We also use analytics cookies to understand how users interact with our service. You can manage your cookie preferences through your browser settings.

    10. Children's Privacy

    Our services are not directed at children under 16. Where incident reports involve minors, such data is processed in accordance with applicable data protection and health and safety legislation.

    11. Changes to This Policy

    We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

    12. Contact Us

    If you have any questions about this Privacy Policy or our data practices, please contact us:

    • Email: privacy@useaccidentbook.co.uk
    • Address: Accident Book Ltd, United Kingdom

    You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated.