Privacy and terms

Who is responsible

Universal Spraying Ltd, trading as Uniboards is the controller responsible for personal data used to operate Uniboards.

Company number 08357403, VAT number 157363006. Registered office: Unit 27, Seax Court, Basildon SS15 6SL, United Kingdom. Privacy enquiries: sales@uniboards.co.uk.

The short version

• You can calculate a cut list without an account and without an account cookie.
• Manual calculation does not create a saved project. A project is stored only when you choose to save it.
• A saved project is retained for 90 days from its last activity. Anyone holding its link can open, change and delete it.
• A file you import — a cut-list spreadsheet, a machine program, a drawing, a photo or a PDF — is kept on our server for 90 days, so that a wrong result can be checked against the file it came from. It is not included in a shared project link.
• Copies kept beside your current cut list in this browser stay in this browser profile.
• AI-assisted file reading and assistant messages are sent to a contracted AI provider to produce the answer.
• You should not submit personal data that is not needed for the cutting job.

Data we use

• Account data: your email address, sign-in records and the session needed to keep you signed in.
• Project data: part lists, boards, settings, machining, project names and changes you choose to save.
• AI data: prompts, relevant project state, assistant responses and files you deliberately send for AI-assisted reading.
• Imported files: each file you import or send to the reader or assistant, with when it arrived, which site and project it went to, and a summary of what was read from it.
• Support data: messages and examples you send when asking for help, reporting a problem or requesting deletion.
• Security and usage data: IP-derived rate-limit records, request logs, daily paid-feature counters and technical error information.

The standard optimiser does not need your name, postal address, telephone number or customer documents. Please leave them out of cut lists and prompts.

Why we use it and our legal basis

• Provide the feature you requested: calculate, save or reopen a project, sign you in, read a file or answer an assistant message. This is necessary to provide the service under these terms or take the steps you request.
• Keep the service reliable and secure: rate limiting, logs, abuse prevention, diagnosis and support. We rely on our legitimate interests in operating and protecting the service and its users.
• Meet legal obligations and establish legal claims: where records must be retained or disclosed by law.

Uniboards does not use this data for behavioural advertising. It currently runs no third-party advertising or analytics tracker.

Files in your browser

A file retained beside the current cut list is stored in this browser profile so you can review the source and keep it with your local work.

• It is not added to a saved-project link.
• It leaves the browser when you import it or send it to the file reader or assistant; a copy is then kept on our server, as described under “Imported files”.
• On the workshop version of the service, it may also leave when you deliberately attach it to a quote request.
• The interface limits retained files and can discard older items when the local allowance is reached.
• Forget them all removes the retained browser copies.

Anyone using the same browser profile can see locally retained work. Remove it before leaving a shared computer.

Imported files

When you import a file — a spreadsheet read in the browser, a machine program opened in the editor, or a drawing, photo or PDF sent to the reader or assistant — a copy is kept on our server for 90 days and then deleted.

• It is kept so that, when parts come out wrong, we can check whether the cause was the file or how we read it.
• Alongside it we record when it arrived, which site it came through, which project it was loaded into, and what was read from it. The project is recorded by a fingerprint of its link, not the link itself.
• Only authorised staff can open these copies. They are not part of a shared project link.
• You can ask us to delete a file sooner by email, as described under “Your rights”.

Saved projects and shared links

Saving creates a server-side project containing the cut list, boards, settings and related project data. Projects untouched for 90 days are deleted.

The project URL is a bearer link rather than a password. Whoever has it can open, change and delete that project. Share it only with people who should have that access.

AI-assisted features

When you use file reading or the assistant, the submitted file, prompt and relevant cut-list context are sent to our contracted AI service provider to generate a response. AI may misread a document or infer the wrong unit; compare the result with the original before relying on it.

Assistant conversations are available to authorised support staff so we can investigate a reported bad response and maintain the service. You may ask us to delete a conversation by contacting us with enough information to identify it.

Cookies and browser storage

• Essential session cookie: created only when you sign in. It is Secure, HttpOnly and SameSite=Lax, lasts for up to one year and is renewed while you use the calculator. You can end it by signing out.
• Browser storage: remembers the current cut list, settings, locally retained source files and the project links known to this browser.

These are used to provide requested functionality, not advertising. Because there are no non-essential tracking cookies, Uniboards does not show a marketing-cookie banner.

Who receives data

Data is shared only where needed to operate the selected feature:

• hosting, infrastructure and email providers;
• the contracted AI provider when you use an AI-assisted feature;
• authorised staff who operate and support Uniboards;
• professional advisers, regulators or authorities where required by law.

Some suppliers may process data outside the United Kingdom. Where UK data-protection law requires safeguards, we use an applicable adequacy regulation or contractual protection.

Retention

• Saved projects: 90 days from their last activity.
• Imported files: 90 days from the day they arrived.
• Sign-in cookie: up to one year from your last use, or until you sign out.
• Daily allowance counters: organised by day and containing counts rather than cut-list content.
• Browser files and drafts: until you remove them, browser storage is cleared, or the local limit replaces older items.
• Support and AI conversation records: retained only while reasonably needed for support, safety, abuse prevention and service maintenance, then deleted or anonymised.

A legal obligation, dispute or security investigation may require a relevant record to be kept longer.

Quote requests and orders

A quote request goes to a person on our team, with your list, your machining and any files you attached. An order raises a draft order in our shop for someone to check and confirm. Both are actions you take on purpose, with a button.

Prices shown here are for the boards themselves. Machining is not priced automatically — a groove, a hinge or a drilled row is quoted by a person, because how long it takes depends on the part. This optimiser is run by the workshop whose shop it links to.

Your rights

Depending on the circumstances, UK data-protection law may give you rights to access, correct, erase or restrict personal data, object to processing, and receive portable data. You may also complain to the UK Information Commissioner’s Office.

Email sales@uniboards.co.uk with “Uniboards privacy request” in the subject. We may need to verify that the email address or project belongs to you before acting.

Children and changes

Uniboards is a workshop tool and is not directed at children. Do not submit information about a child.

We will update this notice when the service or its data handling changes. The date at the top identifies the current version.

Terms of use

• The optimiser is free to use, as it is, with no promise that it will always be available.
• The plan is an estimate. Sheet counts, offcuts and costs depend on the numbers you entered and on the cut width you chose. Check them before cutting.
• Machine files (BPP, DXF, MPR) are produced from what you enter. They have not been proven on your machine. Run the first program on scrap, with the drawing in front of you, and check that the holes are on the edge you meant before you cut a real panel.
• We are not able to take responsibility for material cut wrong from a plan or a machine file that was not checked first.
• Acceptable use: use it for your own work. Do not use it to attack the service, to scrape it in bulk, or to send us anything unlawful.
• We may change what the free service does, and these terms with it. The date at the top says when it last changed.
• These terms are governed by the law of England and Wales.