Terms of service

Last updated 22 October 2026. Applies to the PinMap app at app.pinmapjobtracker.com and this website.

PinMap is operated by Alex Hewitt trading as AH AI Automation, a sole trader established in the United Kingdom ("we", "us"). Contact: [email protected]. Postal address: available on request by email.

These terms are a contract between us and the business that uses PinMap (the "Customer"). By creating a company on PinMap, or by using it under a company someone else created, you accept them on behalf of that business.

1. Business use only

PinMap is sold to businesses. You confirm you are using it for your trade or business, not as a consumer. Consumer cancellation rights under the Consumer Contracts Regulations 2013 do not apply.

2. Accounts

• The person who creates a company becomes its office admin and is responsible for who they add and what roles they give them.
• Keep passwords private. Tell us at once if you think an account has been compromised.
• Users must be 16 or over.
• A new self-serve company is inactive until we switch it on. If it is not activated within 48 hours it is deleted automatically, together with anything entered into it.

3. Fees and payment

• Pricing is per company and quoted by email. The quote states the price, the billing period and what is included.
• Invoices are payable within 14 days unless the quote says otherwise. Prices exclude VAT where VAT applies.
• If an invoice is more than 14 days overdue we may suspend the account after giving 7 days' notice by email. Data is not deleted during a suspension.
• Refunds are covered by the refund policy.

4. What PinMap is, and is not

• PinMap is a record-keeping tool. It stores what your crew records. It does not inspect, test or certify work, and it does not check that a NICEIC or other certificate is valid. A signed-off pin or QA check is your own attestation, not ours.
• Variation notice periods, RFI drafts, schedules of condition and printed packs are generated from your data. You are responsible for checking them before relying on them contractually.
• The Orders module proposes catalogue matches and reads wholesaler quotes using an AI model. It can be wrong. Nothing is ordered without a person confirming it, and you are responsible for the orders you confirm.
• PinClock records the time, a photo and one position when someone taps Clock in or Clock out. Site checks and live tracking, if you turn them on, work only while a worker is clocked in and inside the contracted-hours window you set, and record only off-site flags and leave or re-enter events; each one is shown to your office and the managers on that job in the app and in your activity log, and emailed to them once per worker per shift outside the quiet time you set. The live location map, if you turn it on and a worker agrees to it in the app, shows that worker's latest position while they are clocked in and inside the window, refreshed at the interval you choose; it stores no route or history and the position is deleted when the shift ends. PinClock never collects a location while a worker is clocked out, and it is not a substitute for a signed time sheet where your contract requires one.

5. Your content

Everything you upload stays yours. You give us a licence to store, process and display it only as needed to run the service. You must have the right to upload it. Drawings usually belong to the architect or client; you are responsible for having permission to use them in PinMap. You must not upload anything unlawful, or photographs of people taken without regard to their privacy.

6. Acceptable use

Do not try to access another company's data, probe or overload the service, upload malware, or use PinMap to send unsolicited email. We may suspend accounts that do.

7. Availability and support

We aim to keep PinMap available at all times but do not promise any particular uptime. There will be maintenance and there may be outages. The app can open and record new pins without signal, but anything else needs a connection. Support is by email at [email protected] on UK working days.

8. Data and export

You can print or export your records at any time. When an account closes we keep the data for 30 days so it can be exported, then delete it. Our privacy policy explains what we collect and who we share it with.

9. Ending the agreement

Either side can end it at the end of the current billing period by giving 30 days' notice by email. We may end it immediately for non-payment after suspension, or for a serious breach of these terms.

10. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
• Subject to that, we are not liable for loss of profit, loss of contract, loss of data that you could have exported, or any indirect loss.
• Subject to that, our total liability in any 12-month period is limited to the fees you paid us in that period.
• You remain responsible for the accuracy of the records your crew creates and for your obligations to your own clients, main contractors and employees.

10A. PinClock settings and worker monitoring

1. PinClock, site checks, live tracking and the live location map operate only within the settings you configure (on or off, contracted-hours window, site circle and the fallback distance from the clock-in spot, check interval, the quiet time for away-from-site emails, map interval, which managers can see the map, and whether the PinMap store apps may keep sending to the map while in the background) and, for the map and separately for background sending, only for workers who have agreed to each in the app and not withdrawn. They are technically disabled whenever a worker is clocked out or outside that window. You acknowledge that these controls are yours and that we have no way to monitor a worker outside them.
2. You are solely responsible for choosing settings that match your workers' contracted or working hours, for keeping them accurate, for choosing which managers can see the live location map and limiting that to people who need it, for having a lawful basis, for completing the impact assessment the law requires and reviewing it before turning on background sending, for telling your workers, for the battery and data cost of background sending on any phone your workers own, and for making sure a worker who declines or withdraws from the map or from background sending suffers no detriment. Any monitoring of a worker outside their actual contracted hours that results from the window, circle or interval you set, or from a worker not clocking out, is your responsibility as controller, not ours.
3. You will indemnify us against claims, regulatory fines, costs and losses arising from (a) the settings you choose or fail to update, (b) use of PinClock data for any purpose other than those stated in the privacy policy (attendance and time sheets, and, for the live location map, safety and coordinating work), (c) a failure to inform workers or to have a lawful basis, or (d) any breach by you of the data processing terms, except to the extent caused by our breach of those terms or by our failure to enforce the limits described in them.
4. As between you and us, we are liable for PinClock location data only if we process it outside the limits in the data processing terms, and then subject to section 10.

11. Changes to the service and these terms

We improve PinMap often and may add, change or remove features. We will give 30 days' notice by email of any change to these terms that reduces your rights, and you may end the agreement before it takes effect.

12. Law

These terms are governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction.

Schedule: data processing terms

This schedule applies where we process personal data on your behalf under UK GDPR Article 28.

1. Roles. You are the controller of the personal data of your staff, subcontractors and anyone appearing in your records. We are your processor.
2. Subject matter and duration. Storing and processing job records, photos, time and location data, staff contact details (name, work email, phone number) and orders for the length of the agreement plus the 30-day export period.
3. Your instructions. We process personal data only to provide PinMap as described in these terms and the privacy policy, and on your documented instructions. Using the app is your instruction.
4. PinClock location settings. Where you switch on PinClock, site checks, live tracking or the live location map, the following apply: (a) You alone decide whether these features are on, the contracted-hours window, the site circle, the check interval, the map interval, which managers can see the map, and whether the PinMap store apps may keep sending to the map while in the background. Those settings are your documented instructions to us. You warrant that the window reflects the contracted or working hours of the workers it applies to, and you will correct it promptly when hours change. (b) You are responsible for the lawful basis, legitimate interests assessment, data protection impact assessment, worker information and any consultation that the law requires before you use these features; for using the resulting data only for the purposes stated in the privacy policy (attendance and time sheets, and, for the live location map, safety and coordinating work); and, for the map, for relying only on the agreement the app records from each worker and for honouring a worker who declines or withdraws. (c) We process location data only inside the technical limits described in the privacy policy: one position at clock in and clock out; off-site flags only, during site checks; leave and re-enter events only, in live tracking; for the live location map, only the latest position of a current shift from a worker who has agreed, replaced each time it is refreshed and deleted when the shift ends or the worker switches off, received in the background only from a worker who has separately agreed to that and only while the phone shows its location indicator or a PinMap notification, and authenticated by a one-shift code that we issue at clock-in and that stops working when any of those conditions ends; nothing while a worker is clocked out or outside your window; automatic deletion of flags and events, and of the activity log line and in-app alert that record them, after 90 days. For each off-site flag or leave event we notify your office and the managers on that job in the app and, once per worker per shift and outside the quiet time you set, by email through the sub-processor named in the privacy policy; the notice carries the worker's name, the site, the time and the distance, never coordinates or a map. We will not extend those limits without notice under section 11 (Changes). (d) We provide no means for you, your users or us to request a worker's location outside those limits, to see a map position of a worker who has not agreed, or to recover a map position once the shift has ended, and we will refuse any instruction to do so.
5. Confidentiality. Anyone we authorise to access personal data is bound by confidentiality.
6. Administrator access. Our administrator may access your company's data only to provide the service, give you support, investigate faults, carry out maintenance and keep the service secure, and on your documented instructions. Administrator access is limited to people we authorise, who are bound by confidentiality, and it is not used for any other purpose.
7. Security. We maintain the measures described in the privacy policy: encryption in transit and at rest, per-company access rules, signed links for files, approved-email sign-in, and administrator access limited to authorised people as set out above.
8. Sub-processors. Those listed in the privacy policy. We will give 30 days' notice by email before adding one, and you may object in writing; if we cannot resolve the objection you may end the agreement.
9. International transfers. Only as described in the privacy policy, under UK-approved transfer terms.
10. Assistance. We will help you respond to data subject requests and, where relevant, with data protection impact assessments and breach reporting. We will tell you without undue delay, and within 48 hours of becoming aware, of any personal data breach affecting your data.
11. Deletion. At the end of the agreement we delete your personal data after the 30-day export period, unless the law requires us to keep it.
12. Audit. We will provide the information reasonably needed to show compliance, and allow audits by you or an auditor you appoint, on reasonable notice and no more than once a year unless required by a regulator.