Privacy
Last updated 28 July 2026
Manifold is field software for UK trade engineers (gas, plumbing and heating among them), currently in early access. This privacy notice explains, in plain terms, what personal data we handle across this website and the Manifold product, why we handle it, who helps us run the service, and the rights you have. As an early-access product, this notice may evolve as the product does; we will update this page and the date above when it changes.
Who we are
Manifold is a product of Easy Insight Limited, a private limited company registered in England and Wales (Company No. 15217860). Registered office: 81 Milton Road, Portsmouth, Hampshire, PO3 6AL, United Kingdom. For anything in this notice, email privacy@getmanifold.co.uk.
The two roles we play
- For your account, this website and billing, Easy Insight Limited is the controller: we decide how that data is used.
- For the compliance records your business enters (landlords, agents, tenants, properties, appliances, checks and certificates), your business is the controller and we process that data on its behalf, to provide the service and for no other purpose. We do not sell personal data.
What we process
- Workspace and account data. Names and email addresses of the people in your business who use Manifold, their role, and workspace settings.
- Compliance records your business enters. Landlord, letting-agent and tenant names and contact details, property addresses, and the appliances, checks, defects and certificates recorded against them.
- Photos. Appliance, analyser and data-plate photos captured on site. These can show the inside of people's homes, so we treat them as personal data and store them privately.
- Signatures. The engineer's and, where captured, the tenant's signature on a record.
- Billing metadata. Your plan, seat count, invoices and payment status. Card details are entered with Stripe, our payment provider, and never touch Manifold's servers.
- Tax data, if you connect Manifold to HMRC. For Making Tax Digital for Income Tax, we store your National Insurance number, which identifies you to HMRC, the business income and expense records you enter, and the history of submissions made to HMRC on your behalf.
- Technical data. Request logs and error reports, including IP addresses and browser information, used to keep the service secure and working.
- Early-access enquiries. If you ask for early access through this website we collect the name, email address, company and team size, and any message you choose to send, to get in touch with you about Manifold.
Why we use it, and our lawful bases
- To provide the service (running your workspace, generating records, delivering certificates, billing): performance of a contract.
- To keep the service secure (request logs, rate limiting, abuse prevention, error reporting): our legitimate interest in running a safe, reliable service.
- To meet legal obligations where they apply to us, such as accounting and tax records.
- To respond to enquiries you send us: taking steps at your request before entering a contract, and our legitimate interest in talking to prospective customers about Manifold.
AI photo analysis and drafting
Photos you capture for a check (a flue-gas analyser screen or an appliance data plate) can be analysed by an AI model to pre-fill readings and appliance details, and Manifold's assistant features can draft messages and report summaries from your job data. An engineer confirms every value before it is saved; nothing unconfirmed reaches a record.
This analysis is performed by Anthropic, our AI provider, which processes the photo or text in the United States under contractual safeguards. We send only what the feature needs (the photo or the relevant job details), and the results come back to your workspace.
Our sub-processors
These are the services we use to run Manifold, and what each one does for you:
| Provider | What it does for Manifold |
|---|---|
| Supabase | Database, authentication and file storage (records, photos, signatures). |
| Vercel | Hosting and serving of the application and this website, plus Vercel Analytics and Speed Insights, which measure visits and page performance across both the app and this website. |
| Stripe | Subscription billing, and card payments taken by your business through its own Stripe account. Card details are entered with Stripe and never touch Manifold. |
| HMRC | The tax authority you file with if you connect Manifold to Making Tax Digital for Income Tax. Receives your National Insurance number, business income and expense figures, and every submission made to HMRC on your behalf. |
| Resend | Transactional email (record delivery, reminders, invites). |
| Upstash | Rate limiting, to protect the service from abuse. Sees request identifiers such as IP addresses, not your records. |
| Anthropic | AI analysis of appliance and analyser photos, and drafting assistance. Involves transfer to the United States with contractual safeguards. See the AI section above. |
| Expo, with Apple and Google push services | Delivery of mobile push notifications to the Manifold app. |
| Google Analytics | Visitor analytics on this public marketing website only (never the signed-in app), and only after you accept analytics cookies. Sees page views and coarse device and location signals. Involves transfer to the United States. |
| Sentry | Error and performance monitoring, so we can detect and fix faults. Receives technical request and error details, not your records. |
| Twilio | SMS delivery for reminders and notifications, where your workspace has SMS enabled. Receives the recipient phone number and message content. |
| OpenStreetMap | Map tiles and address lookup for location features. Receives approximate map coordinates and any address text typed into address search. |
Connected services you choose
If your organisation connects an outside service to its workspace (for example accounting software, a webhook destination, or an export destination you configure), we send data there on your instruction. Those services act for you, not for us, and are not our sub-processors: review their terms before connecting them.
Where your data goes
Some of these providers process data outside the UK. Where personal data leaves the UK, we rely on the UK's adequacy arrangements where they apply, or on contracts incorporating the UK's approved safeguards (such as the International Data Transfer Agreement or Addendum). The AI photo analysis described above involves transfer to the United States with contractual safeguards.
How long we keep things
- Workspace and account data is kept for the life of your workspace, and deleted when the workspace is closed or on a verified request.
- Issued compliance certificates are retained under our record-retention policy. For gas-safety certificates we currently keep records for 6 years, informed by HSE guidance and the periods over which a safety record may be needed. The product enforces this: an issued certificate, and the property and check it hangs off, cannot be deleted inside that window.
- Deletion requests are honoured subject to that retention policy and our legal and safety obligations: we delete what we can straight away, and the certificate records when their retention period ends.
- Technical logs are kept for a limited period for security and troubleshooting, then deleted.
How we protect it
Every organisation's data is isolated at the database with row-level security, so one business can never read another's records. Traffic is encrypted in transit (HTTPS). Photos and record links are served through scoped tokens and short-lived signed links rather than public URLs. Issued certificates are immutable, significant actions are written to an append-only audit trail, and sensitive settings such as integration tokens are encrypted at rest. The security page describes this in more detail.
If you connect Manifold to HMRC, your HMRC access and refresh tokens are encrypted at rest in the same way as our other integration tokens. Your National Insurance number is protected by row-level security and by the database's encryption at rest, but is not separately encrypted at the application layer.
Support access. Named Easy Insight staff can open a customer workspace to investigate a problem or provide support. That access is time-limited, recorded in the append-only audit trail, and used only when support requires it, never for marketing or profiling.
Cookies
Within the Manifold app, cookies keep you signed in and remember preferences like your theme; these are essential and always on. On our public marketing pages we also use Google Analytics to understand how visitors find and use the site, but only after you accept it in the cookie banner; declining is just as easy, and you can change your mind any time from the “Cookie preferences” link in the footer. We do not use advertising or profiling cookies.
Your privacy rights
Under UK data-protection law you can ask us for a copy of the personal data we hold about you, ask us to correct it, delete it (subject to the retention above), restrict or object to how we use it, or ask for it in a portable format. Email privacy@getmanifold.co.uk and we will respond within a month. If your data was entered by a business using Manifold (for example, you are a tenant or landlord on one of their records), that business is the controller: we will pass your request to them and help them answer it.
You also have the right to complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to help first, but you can go to them at any time.