Trust
How your data is handled, in one place.
Each line comes from our published pages.
- 1Your email and filesRead in your own Microsoft 365.
- 2Six functionsPrepare the work, with its context.
- 3You approveNothing goes out without you.
- 4Your recordsSaved in your own SharePoint.
What each OpsWork function works from and prepares
| Function | Works from | Prepares or records |
|---|
| EmmaEnquiries and quotes | - A summary of each enquiry from your connected mailboxes
| - Tender notices scanned and tracked
- Idle enquiries flagged to you after five days
|
|---|
| SarahDocuments, quality and safety | - An audit-readiness view built from the quality records you keep
| - Issue packs prepared, with recipient evidence recorded
- CDM and HSE registers held with their evidence
- Competency records kept
|
|---|
| JamesProjects and contracts | - Compensation event notice clocks start when you log the event
| - Contract, framework and compliance dates checked daily and flagged
- Project, risk, variation and contract registers held in one place
|
|---|
| RobertEngineering | - Calculation templates and imported study results organised for checking
| - Technical queries tracked and RFI responses drafted for engineer review
- Drawing registers, revisions and transmittals kept in order
|
|---|
| MichaelFees and finance | - An application for payment drafted from the schedule you supply
- VAT and CIS drafts built from the figures you record
| - Invoice drafts recorded for your approval, with overdue invoices flagged for chasing
- Purchase orders and expenses recorded
|
|---|
Letterbox and HVCO: see their specifications. OpsWork specificationLetterbox specificationHVCO specification
AI model provider and region
- Azure OpenAI AI processing hosted by Microsoft.
- UK South deployment requirement
- Customer prompts and completions are not used to train, fine-tune or evaluate any model — ours, Microsoft's or OpenAI's.
Where the data lives
- In your own Microsoft 365 and Azure. There is no central OpsWork copy of your project data.
- The wizard refuses to deploy outside UK South for customer environments.
- Optional OCR uses Microsoft-managed UK South temporary storage, logically isolated per customer, after explicit customer-MD acknowledgement.
- OCR processing and temporary storage are configured for UK South. This does not by itself establish the location of every Microsoft support or onward-access operation.
How long things are kept
- Your email, drawings and project records stay in your own Microsoft 365 and Azure, in the UK South region. They are yours, and they are still yours when the service ends.
- Website enquiry records, including demo bookings, information pack requests and their download records, and Send to my IT requests: retained 24 months from last meaningful contact, then deleted or anonymised.
- Customer contract records (including correspondence, contract documents, the record of your acceptance, and financial records): retained 7 years after termination of the subscription, in accordance with the Companies Act 2006 and HMRC record-keeping requirements.
- Privacy requests: retained 6 years after we answer them, so we can show how each was handled.
- Model storage and service-level retention are different: selected features and abuse-monitoring arrangements can involve service storage.
If you leave
- we will remove OpsWork's app registrations, agent identities, Logic Apps and any OpsWork-provisioned resources from the Customer's environment within 30 working days
- Customer source originals remain in the Customer's environment
- at the Customer's choice, delete or return all Customer Personal Data at the end of the engagement, except where retention is required by law
Who can get in
- Only with your approval, for a defined scope, and it can be revoked.
- Your own Microsoft sign-in rules, such as MFA and Conditional Access, apply.
Service providers
Microsoft Azure, Microsoft 365, Azure OpenAI, Cloudflare, Stripe Payments Europe, Ltd. What each one does, and the 30-day notice before any change, is on the Sub-processors page.
Security ↗ Data Processing Agreement ↗ Privacy ↗ Procurement pack ↗ Roadmap ↗ Integrations ↗
