Privacy policy

Last updated 13 November 2026

Who we are

This policy covers the RWH Dashboard, an internal management tool run by Rainwater Harvesting Limited, a company registered in England and Wales (company number 03967275), registered office Rutland House, Minerva Business Park, Lynch Wood, Peterborough, PE2 6PZ. We are the data controller for the personal data it holds. For any question about this policy or your data, email info@rainwaterharvesting.co.uk.

What the dashboard is

The dashboard brings together information from the business systems we already use, so our staff can plan sales, production, stock, finance and customer support in one place. Only named members of our staff can sign in. It is not open to the public, and it is not offered to other businesses.

What personal data it holds

• Our staff: name, work email address, job title and direct line, which areas of the dashboard they can use, their tasks and notes, time off, and sign-in records.
• Our customers and suppliers: names, contact details, delivery and billing addresses, orders, invoices, credit notes and payments. These are copied from our own accounts in our stock system (Unleashed) and our accounting system (QuickBooks Online).
• People who contact our support team: the emails they send us, any attachments, and the replies our staff send.

Data from QuickBooks

The dashboard connects to our own QuickBooks Online company only. It reads accounts, invoices, credit notes, payments, bills, purchases and bank transfers so that our staff can see sales, debtors and a cash flow forecast. It never changes anything in QuickBooks. We do not sell this data, share it with anyone outside the company, use it for advertising, or use it to train artificial intelligence.

Why we use it

We use this data to run our business: to fulfil customers' orders, answer their questions, keep our accounts and plan our work. Our lawful bases under UK data protection law are our legitimate interests in running the business, the performance of our contracts with customers and suppliers, and our legal duty to keep accounting records.

Where it is kept and who can see it

The dashboard runs on Cloudflare, with its database set to be stored in Western Europe. Every sign-in needs a code sent to the person's work email and a second check on their phone, and is limited to the people we have named. Within the dashboard, each person sees only the areas their role needs.

Services that handle data for us

These companies process data on our behalf, under their own data protection terms:

• Cloudflare: hosting, storage and sign-in.
• Intuit (QuickBooks Online): our accounting records.
• Unleashed Software: our stock and order records.
• BrightHR: staff time off, where used.
• Google: a spreadsheet of product returns, read only, where used.
• Amazon Web Services (London): sending replies to customers' support emails, where switched on.
• postcodes.io: looking up the area of a delivery postcode. Only the postcode is sent.

We will update this page before we switch on any other service that receives personal data.

How long we keep it

We keep accounting and order records for as long as the law requires, usually six years after the end of the financial year they belong to. Other data is kept for as long as it is needed to run the business, then deleted. If we disconnect QuickBooks, the dashboard stops reading it at once; on request we delete the QuickBooks data the dashboard has copied.

Your rights

You can ask us for a copy of your personal data, and ask us to correct it, delete it, or stop or limit how we use it. Email info@rainwaterharvesting.co.uk. If you are not happy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk.

Changes

We will post any changes to this policy on this page and update the date at the top.