Effective date: 4 September 2026
Last updated: 4 September 2026
This privacy policy explains how TomTech (UK) Ltd (“TomTech”, “we”, “us” or “our”) handles information when you use the TomTech Monitor mobile application (the “App”).
TomTech Monitor is a business application for authorised users of compatible TomTech environmental monitoring and control systems. It is not intended for children or for personal or household use.
1. Who we are
TomTech (UK) Ltd is responsible for the personal information described in this policy where we determine how and why it is used. For operational information that we process on behalf of a customer organisation, that organisation may be the data controller and TomTech may act as its service provider or data processor.
TomTech (UK) Ltd47 Chapelgate
Sutton St. James
Spalding
Lincolnshire
PE12 0EF
United Kingdom
Email: mail@tomtech.co.uk
Telephone: +44 (0)1945 700553
2. Information handled by the App
Pairing and device information
To connect the App to an authorised TomTech system, the App processes pairing information contained in a QR code. This can include the customer or company identifier and name, hub identifiers, a single-use pairing token and the address of the TomTech provisioning service.
During pairing, the App sends a randomly generated installation identifier and the name assigned to the mobile device to the TomTech provisioning service. The service assigns an application device identifier and security credential so that the App can communicate with the authorised system. Network connection information, such as an IP address and connection time, may also be processed by our cloud infrastructure.
Environmental system and operational information
When connected, the App receives and displays information from the authorised TomTech installation. This may include unit and equipment names, sensor readings, environmental measurements, alarms, warnings, weather information, equipment status, controller settings, programs, profiles and historical chart data.
If an authorised user changes a supported setting, program, profile or control, the App sends that instruction to the connected system. The App also sends connection and presence messages, including temporary session identifiers, timestamps and online, heartbeat or offline status, so that the system can manage the mobile connection.
Camera access and QR codes
The App uses the camera only when you open the QR-code scanner for pairing. Camera images are analysed on the device and are not saved or uploaded by the App. The decoded pairing information is sent securely to the TomTech provisioning service to authorise the connection.
Optional location access
The App accesses the device’s location only when you select Current Location and grant permission. The coordinates are rounded and stored securely on the device. They are used locally for location-dependent features such as sunrise and sunset calculations and time-zone-related settings.
The App does not send the device’s latitude or longitude to TomTech, Microsoft Azure, advertisers or other third parties. You can enter coordinates manually instead, deny the permission or withdraw location permission through the device settings.
Local settings, files and diagnostic logs
The App stores pairing credentials, application settings and location settings in protected storage on the device. It may also store user-created profile or configuration files and temporary chart data locally.
The App creates diagnostic logs on the device to help identify faults. Logs may include application events, error details, timestamps and relevant company, hub, unit or application-device identifiers. The App does not automatically upload these logs. Logs are retained on the device for up to seven days. They are sent to another person or organisation only if you deliberately use the App’s export function and choose a recipient using the device’s sharing controls.
Chart data exported to a CSV file is also shared only when you deliberately choose to export and send it. TomTech receives an exported file only if you choose to send it to TomTech.
Support communications
If you contact TomTech for support, we process your contact details, the content of your request and any diagnostic files or other information that you choose to provide.
3. How we use information
We use information handled through the App to:
- pair and authenticate authorised mobile devices;
- provide live monitoring, historical charts and supported environmental-control functions;
- deliver commands and settings selected by authorised users;
- maintain connection status, security and service reliability;
- diagnose faults and provide customer support;
- prevent unauthorised access, misuse and fraud; and
- meet legal, regulatory and contractual requirements.
TomTech Monitor does not contain advertising. We do not sell personal information, use App information for targeted advertising or use it to profile users for marketing.
4. Our lawful bases
Where UK data-protection law applies and TomTech acts as the data controller, we rely on one or more of the following lawful bases:
- Legitimate interests: providing and securing TomTech services for our business customers, authorising devices, maintaining reliable connections, preventing misuse and providing support.
- Contract: where processing is necessary to provide services under a contract with you or to take steps at your request before entering into a contract.
- Legal obligation: where we must process or retain information to comply with applicable law.
Optional camera and location permissions remain under your control. You may refuse or withdraw them in the device settings, although QR pairing will not work without temporary camera access.
5. Who receives information
Information may be made available to:
- the customer organisation that owns or administers the connected TomTech installation and its authorised system administrators;
- TomTech staff and contractors who need access to operate, secure or support the service;
- Microsoft Azure, which provides cloud hosting, device communication, storage and related technical services on our behalf; and
- regulators, courts, law-enforcement bodies or professional advisers where disclosure is legally required or necessary to protect legal rights.
We require service providers acting on our behalf to protect information and use it only for the services they provide to us.
6. International transfers
Our service providers may process information in the United Kingdom, the European Economic Area and other countries. Where personal information is transferred internationally, we use applicable legal safeguards, such as adequacy regulations or approved contractual protections. You may contact us for more information about the safeguards relevant to your information.
7. How long information is kept
- On-device diagnostic logs: up to seven days, unless you export a copy.
- On-device settings and credentials: until they are replaced or removed, you clear the App’s storage, or you uninstall the App.
- Pairing and mobile-device records: while the device remains authorised, until a system administrator or TomTech removes it, or until the relevant customer service ends.
- Operational and historical system data: according to the connected customer’s service agreement, system configuration, business requirements and applicable legal obligations.
- Support records: for as long as reasonably necessary to resolve the request, maintain an appropriate service record and meet legal obligations.
When information is no longer required, we delete it, anonymise it or securely restrict further use, unless the law requires it to be retained.
8. Security
We use technical and organisational measures intended to protect information. These include authenticated device pairing, encrypted HTTPS and TLS communications, protected on-device credential storage, access controls and limited log retention. No system can be guaranteed completely secure, but we review and improve our safeguards as appropriate.
9. Removing a device and requesting deletion
TomTech Monitor does not create a conventional consumer account. A system administrator can remove an authorised mobile device from the connected TomTech system, which revokes that device’s access. Clearing the App’s storage or uninstalling it removes locally stored App information from the mobile device.
To request deletion of a TomTech mobile-device record or other personal information controlled by TomTech, email mail@tomtech.co.uk. Please identify the relevant customer organisation and device where possible. We may need to verify your identity or authority before acting. Where the customer organisation controls the information, we may refer the request to that organisation.
10. Your data-protection rights
Depending on the circumstances and the applicable lawful basis, you may have rights to:
- ask for access to your personal information;
- have inaccurate information corrected;
- ask for information to be deleted;
- ask us to restrict how information is used;
- receive certain information in a portable format; and
- withdraw consent where processing is based on consent.
Your right to object: where we rely on legitimate interests, you have the right to object to our processing of your personal information. We will stop unless we have compelling legitimate grounds to continue or the processing is needed for legal claims.
Some rights are subject to legal limitations. To exercise a right, contact mail@tomtech.co.uk. If your access is provided by your employer or another customer organisation, you may also need to contact that organisation.
11. Complaints
Please contact us first if you have a privacy concern so that we can try to resolve it. You also have the right to complain to the UK Information Commissioner’s Office (ICO). Information about making a complaint is available at ico.org.uk/make-a-complaint.
12. Automated decisions
We do not use personal information from TomTech Monitor to make solely automated decisions that have legal or similarly significant effects on individuals.
13. Changes to this policy
We may update this policy when the App, our services or legal requirements change. We will publish the updated policy at this address and revise the “Last updated” date above. Significant changes may also be communicated through the App or appropriate customer channels.
14. Contact us
Questions, privacy requests and complaints concerning TomTech Monitor can be sent to:
TomTech (UK) Ltd47 Chapelgate, Sutton St. James
Spalding, Lincolnshire, PE12 0EF
United Kingdom
Email: mail@tomtech.co.uk
Telephone: +44 (0)1945 700553