1. Information We Collect

We collect account and access data needed to run the portal, such as your name, email address, password hash for local sign-in, role and permission assignments, team visibility, terms acceptance, email verification status, security preferences, and active session records.

If you use Google sign-in, we receive the basic Google account data required to authenticate you and match you to an ASC Portal user, such as your Google account email address, display name, and Google account identifier. We do not request access to Google Drive, Gmail content, Google Calendar, or other Google data through the sign-in flow.

While you use the portal, we may store profile and operational data that you create or update, including profile pictures, project and site details, assignments, timesheet entries, approvals, unlock requests, support tickets, attachments, reports, and related audit or activity history.

Depending on which features your organisation has enabled, we may also collect: your date of birth (used for optional birthday recognition messages); a cached copy of your Slack profile photo and Slack member ID (used to display your avatar and deliver optional Slack notifications); employment and performance data such as skill ratings, skill assessments, responsibility assignments, and attendance/leave records; a record of which internal pages you have accessed and when; and, if you use the optional AI chatbox feature, your chat conversations (your questions and the answers you receive) and a log of your questions, which data categories they touched, and associated usage cost. See sections 4 and 5 below for how AI chat and Slack data specifically are handled.

Separately, if your organisation has connected Simpro, ASC Portal imports business data such as leads, quotes, jobs, and staff activity logs from Simpro into the portal for reporting. This is operational business data flowing into the portal, not personal data we send out to Simpro about you.

2. Employee Onboarding and Candidate Data

When ASC hires a new employee, the portal sends the candidate a secure, single-use, time-limited link by email to complete an onboarding form. Candidates do not need a portal account to use this link.

Through this form, we may collect the candidate's name, date of birth, contact details, gender, marital status, religion, national ID number, tax ID number, home address, bank account details, social-security numbers, government ID or contract documents, and a profile photo. A manager assigned to review the candidate may also submit related employment details as part of the same workflow.

This information is used to assess the candidate and, if approved, to create their employee account and HR record. Access to submitted onboarding data is restricted to administrators holding the onboarding-review permission and the specific manager assigned to that candidate.

Onboarding records and uploaded documents, including those for candidates who are not progressed, are retained as part of ASC's personnel records until deletion is specifically requested.

3. How We Use Information

We use collected information to authenticate users, manage accounts, enforce role-based access, operate task-management and timesheet workflows, render reports and dashboards, maintain notifications, and support normal business administration and troubleshooting.

We also use account and security data to send verification emails, password-reset messages, email one-time passcodes when enabled, live notification updates, and session-activity information such as logged-in devices.

Google account data obtained through sign-in is used only for authentication, account linking, secure access control, and related account administration. It is not used for advertising or sold to third parties.

Where enabled, we use your Slack member ID to send you automated Slack direct messages, such as timesheet reminders or an optional birthday greeting, to sync your Slack profile photo for display in the portal, and to recognise you when you ask Aschley in Slack (see section 5). We use page-access and handbook-article-read history to support accountability, security review, and content usage insight for administrators with the relevant permission.

4. Third-Party Services and Data Sharing

We do not sell personal data or Google sign-in data. We may use third-party services where needed to operate ASC Portal, including:

• Google for optional Google sign-in
• SMTP or email delivery providers for verification, OTP, reset, and backup emails
• OpenStreetMap, Nominatim, and Photon for site address lookup and map previews
• Google Drive when authorised administrators configure backup delivery to Google Drive
• Slack, for optional profile photo sync, for sending reminder/notification direct messages, and for Aschley's answers in Slack when your organisation enables those features
• Anthropic (the maker of Claude), when you use Aschley, the optional AI chat - see section 5 below
• Anthropic, when you connect your own Claude account (claude.ai or Claude Code) to the portal through the optional Claude connector - see section 5 below

Information is shared with those services only as needed to provide the relevant feature. We may also disclose information where required by law, to protect ASC Portal, or to investigate security or misuse issues.

Separately, if your organisation has connected Simpro, business data (leads, quotes, jobs, staff activity) flows into ASC Portal from Simpro for reporting purposes. We do not send your personal account data to Simpro as part of this integration.

5. Aschley, the AI Chat (Optional Feature)

ASC Portal includes an optional AI-assisted chat, Aschley, powered by Anthropic's Claude models. When you ask Aschley a question, that question, any screenshots you attach to it, and the specific business data needed to answer it are sent to Anthropic to generate a response.

Access is controlled by data category ("dataset"). An administrator must explicitly grant you access to a dataset before the chatbox can use it to answer your questions - by default, a dataset is not accessible to anyone until that grant exists. Datasets containing especially sensitive personal data, such as employee HR and performance records, are blocked from the chatbox entirely, for every user including administrators, until someone holding the required compliance permission has reviewed and documented the basis for enabling it. Certain individual data fields (for example, bank account details, national ID numbers, religion, and marital status) are excluded from the chatbox's reach at the database level regardless of dataset access.

We log each chatbox question, the data categories it touched, and associated token/cost usage, for monitoring, audit, and cost-control purposes. This usage log is retained for 90 days and then automatically deleted. Your chat conversations are kept until you delete them from the chat's history.

Screenshots you attach to a question are stored with your conversation for a number of days your administrator sets (30 by default) and then automatically deleted; the conversation then shows them as expired. Deleting a conversation deletes its screenshots straight away. Only you, and the administrators described below, can open them.

Aschley in Slack

Where your organisation enables it, you can ask Aschley in Slack: in a direct message, or by mentioning Aschley in a Slack channel it has been added to. Aschley recognises you by the Slack member ID on your portal profile and answers with the same access you have in the portal. Your Slack message, its attached images and, in a thread, the earlier messages Aschley answered in it are processed the same way as a question asked in the portal, and the conversation is kept in your chat history. In a channel, everyone in the channel can read the answer, so Aschley answers there only from the portal's usage guides, the handbook articles everyone may read, and any screenshot; a question that needs your own portal data is answered in a direct message to you instead. Slack keeps its own copy of the messages under your organisation's agreement with Slack.

Authorised administrators can review AI chat conversations (the questions asked, their screenshots, and the answers given) to check answer quality, investigate problems, and manage costs. Because an answer can include data from the datasets a user is allowed to use, only administrators who hold a separate review permission can open a conversation or a screenshot, and each time they do so it is recorded in the audit log.

Claude connector

If your administrator gives you access, you can connect your own Claude account (claude.ai or Claude Code) to the portal. Claude then asks the portal for the data it needs to answer your questions. The portal only returns what you could already see in the portal yourself, and your permissions are checked on every request. Data returned this way is sent to Anthropic and handled under your organisation's agreement with Anthropic for your Claude account, including its retention settings.

If your administrator allows it and you choose to, Claude can also prepare changes in the portal for you, such as updating a task or recording attendance. Claude never changes anything by itself. It shows you a preview of each change first, and the change is made only after you confirm it. You can only change what you could change in the portal yourself. Administrators choose which areas can be changed at all, and some, such as portal administration and timesheet approvals, can never be changed through Claude. Claude can't send email to people outside your organisation unless an administrator allows it. Changes made this way are recorded in the portal's audit log as made through the Claude connector. You can turn changes off for a connection at any time.

Claude can also prepare a report or a list as a file (Excel, PDF or CSV) for you to download from the portal. Only you can download it, while signed in. The link stops working after one hour, and the file is deleted within a day.

You choose to connect on a consent page that shows which app is asking and where you'll be sent back to. You can disconnect at any time from System Config > Claude Connector. A connection stops straight away if your access is removed or your account is deactivated. Data blocked from the AI chatbox until someone completes a compliance review, such as Talenta attendance and HR records, is blocked from the connector too.

We log each request the connector makes for monitoring and audit: who made it, which tool, what was asked for, how many records came back, and any error. For each change we also keep what was previewed, whether it was applied, and the result. You can see your own requests on the connector page, and authorised administrators can see everyone's. These records are kept for 90 days and then automatically deleted. Sign-in tokens are stored only in a protected, hashed form.

6. Cookies, Sessions, and Security Controls

ASC Portal uses essential cookies and server-side session storage to keep users signed in, secure the authentication flow, and prevent misuse of the service. These cookies are required for the portal to function correctly and are not used as advertising trackers. When you connect Claude, a short-lived cookie remembers the pending sign-in while you log in.

The application also uses security controls such as role-based permissions, CSRF protections, rate limits on sensitive auth flows, and security headers. Session activity may be shown to users so they can review and revoke active sessions.

Credentials and secrets that the portal manages on your organisation's behalf, such as the Slack bot token and the Anthropic API key used by the optional AI chatbox, are encrypted at rest. Other personal and HR data is protected through authentication, role-based access control, and audit logging rather than field-level encryption. Technical and audit logs may also capture IP address and browser/device (user-agent) information for security and troubleshooting purposes.

7. Files, Backups, and Retention

Profile pictures, support-ticket attachments, and site attachments are stored on the server and served through authenticated routes. Direct public access to protected upload locations is blocked.

Authorised administrators may generate backup exports in SQL, CSV, or XLSX format and deliver them by download, email, or Google Drive depending on the configured backup workflow. Backup history and related administrative activity may also be retained.

Account, operational, audit, notification, and backup-related data may be retained for business, administrative, legal, and security reasons. Retention periods can vary depending on operational needs and administrator actions.

8. Your Choices

Users can review or update certain account details from the portal, including profile name, profile picture, password, email OTP preference, and active sessions. Some account data, such as email address, role assignments, or access scope, may only be changed by administrators or related security workflows.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected on this page and the "Last updated" date above. When you are logged in and a material change has not yet been acknowledged for your account, ASC Portal shows a brief notice linking to the updated Privacy Policy and Terms of Service. Continuing to use ASC Portal after that notice constitutes agreement to the updated terms.

10. Contact

If you have questions about this Privacy Policy or data handling in ASC Portal, please contact your system administrator.