Data processing terms

In force from 8 November 2026

When your business puts personal data about its own people into Lineplate (operators' names and sign-offs, build records, training, problem reports, your members' details), you are the controller of it and we process it for you. These terms are what UK GDPR Article 28 requires between us. They are part of the Terms (clause 23), so there is nothing to sign; if your purchasing team needs a signed copy, print this page and email it to us, and we will sign and return it.

1. Who is who

The controller is the business that holds the workspace (“you”). The processor is Galaxy Technology, a Scottish partnership of Lesley McCoy and Michael McCoy, 31 Priorwood Road, Newton Mearns, Glasgow G77 6ZZ, Scotland (“we”), ICO registration ZC212441. For the account itself (your email address to sign in, billing) we are a controller in our own right, as the privacy notice says; these terms cover what is in the workspace.

2. What we process

• People: your members (owners, editors, reviewers), your operators, and anyone who reports a problem at a station.
• Data: names and email addresses of members; operators' names, a hash of each 4-digit PIN (never the PIN), sign-offs, build records with the values recorded and serial numbers, training records and their expiry dates; problem reports and any name given with one; the event log of who did what in the workspace; projects saved to the workspace; API keys (as a hash) and webhook deliveries.
• No special category data is needed, and you agree not to put any in (health, for example, in a problem report).
• Purpose: to run the service you have bought: publishing your instructions, recording sign-offs and builds, enforcing training, and showing them back to you. Nothing else: we don't use your workspace data to market to your people, sell it, or train AI models on it.
• Duration: while you have the workspace, then the deletion in section 8.

3. Your instructions

We process the data only on your documented instructions: these terms, the Terms, and what your owners and editors do in the workspace. If we are ever required by law to process it otherwise, we will tell you first unless the law forbids it. If we think an instruction breaks data protection law, we will say so.

4. Confidentiality

Production systems are administered through one named administrator account, protected by multi-factor authentication and used only by Michael McCoy, a partner of Galaxy Technology. Anyone we ever authorise to help will be bound by confidentiality in writing first.

5. Security (Article 32)

• Hosting in Microsoft Azure UK South; data encrypted at rest by Azure and in transit by TLS.
• Row-level security in the database keeps every workspace's rows apart, enforced by the database itself rather than only by the application.
• The application connects as a role that cannot bypass those rules; schema changes run as separate jobs with their own credential.
• Secrets live in Azure Key Vault and are read by the app's managed identity; no one types them.
• Database backups are kept 14 days, so deleted data leaves the backups within that time.
• Your CAD files are not part of this: the studio works on them in your browser and never uploads them, unless an owner turns on keeping geometry in the cloud workspace.

The full detail, including what we haven't done (no certifications, no independent penetration test), is on the security page and in the security questionnaire answers.

6. Sub-processors

You authorise us to use the sub-processors below. Each provider's own data processing terms apply before any workspace data reaches it. We will tell account owners by email at least 30 days before adding or replacing one, and you may object; if we can't resolve the objection, you may cancel and get a pro-rata refund of what you have paid for the time left.

• Cloudflare (a global network, including the US)

  DNS, TLS and protection from abuse for every request to the site, and forwarding of email sent to our addresses

• Microsoft Azure (the UK (UK South region))

  hosting of the website, the account database and the projects a Shop Floor workspace saves

• Microsoft Azure Communication Services (stored in the UK; delivered by Microsoft's mail servers, which may be outside the UK)

  sending email: sign-in links, invitations, quote requests, and the drawings you ask us to email

• Resend (the US)

  a standby email sender, used only if we switch back to it from Azure Communication Services

• Anthropic (the US)

  Claude, for a Shop Floor workspace whose owner has turned it on: drafting step captions, suggesting readable part names, translating captions and summarising the week's problem reports

Where a sub-processor is outside the UK, the transfer is made under the UK's adequacy regulations or the UK International Data Transfer Addendum to the EU standard contractual clauses, as that provider offers.

7. Helping you

• People's rights: your owners can export the workspace's records as CSV (sign-offs, build records, training, the event log) and remove operators and members themselves. If a request reaches us directly, we will pass it to you and not answer it ourselves.
• Breaches: we will tell your account owners without undue delay, and in any case within 48 hours of becoming aware of a personal data breach affecting your workspace, with what we know, and keep you updated.
• Impact assessments: we will give you the information you need about our processing for a DPIA or a consultation with the ICO.

8. Deletion at the end

When a subscription ends, the workspace's published instructions stop being shown, and projects saved to the cloud workspace are deleted after 90 days (so a lapse in payment doesn't lose them at once). An owner can delete the workspace's data before then, or ask us to. Sign-off, build and training records are deleted with the workspace unless you export them first; take the CSVs if you need to keep them. Backups age out within 14 days. We keep only what the law needs us to keep about the purchase itself (invoices, for about six years), which isn't workspace data.

9. Audits

We will make available the information needed to show we meet Article 28, answer a reasonable written questionnaire once a year at no charge, and allow an audit by you or an auditor you choose, on reasonable notice, bound by confidentiality, at your cost. The security questionnaire answers are the starting point.

10. Liability

Liability under these terms is as set out in the Terms, including the limits there. Nothing here limits what data protection law doesn't allow to be limited.

Contact

Data protection questions and signed copies: privacy@lineplate.com.