Privacy Notice

Graham Luxford trading as Workforce Toolbox is the controller for personal information processed by Workforce Toolbox.

Privacy enquiries: sales@workforcetoolbox.co.uk.

The current application has no customer accounts, mailing list, analytics, advertising tracking or live checkout. It provides a custom workplace-software enquiry form and a Stripe Managed Payments sandbox checkout labelled for controlled pre-launch testing. Verified sandbox purchases create a minimal application order record, secure download entitlement and transactional delivery-email record for fulfilment testing. Sandbox refund tests also retain minimal refund, order-state and access-revocation evidence. Free static downloads do not require an email address and do not create a customer record merely because a file is downloaded.

The seven free utilities use transient browser state. Names, dates, notes and other entries are used in the browser to produce the result; the application does not submit those entries to Workforce Toolbox, call an external API with them, or retain them in localStorage or sessionStorage. Workforce Toolbox therefore has no application-held retention period for those entries.

Like most hosted websites, the hosting and security platform may process technical request information needed to deliver and protect the site, such as an IP address, request time, requested path, browser or device information and security events. Workforce Toolbox application code does not create a customer profile from this information.

The public pre-launch audit observed Cloudflare’s short-lived __cf_bm security cookie. The final hosting, processor and retention position must be rechecked before search indexing and live commerce are enabled.

Where technical information is processed to deliver, secure and troubleshoot the website, the purposes are service provision, security, abuse prevention and fault diagnosis. Depending on the circumstances, processing may be necessary for a contract, compliance with a legal obligation, or legitimate interests such as operating and protecting the service. The applicable basis will be documented against the completed public-hosting, payment and enquiry arrangements before they open.

Technical information is obtained from the visitor’s device and network when a page or file is requested. It may be handled by service providers that host, secure and deliver the website. No sale of personal information, advertising audience sharing or analytics disclosure is configured in the application.

These periods apply only to information Workforce Toolbox actually holds. Verified sandbox checkouts now create minimal order evidence for secure fulfilment testing; live customer commerce is not active. A submitted custom software enquiry is delivered to the Workforce Toolbox sales mailbox and becomes a business correspondence record.

Purchase, order and accounting records

6 years after the end of the tax year in which the relevant transaction occurred. Only information genuinely required for accounting, tax, transaction evidence, refunds or disputes, legal claims and business record keeping is retained. Relevant records may be kept longer while an HMRC enquiry, legal dispute or other legitimate requirement remains unresolved.

Routine support correspondence

Normally 2 years after the support matter is closed. Relevant correspondence that forms part of a purchase, refund, complaint, payment or contractual dispute, legal claim, or tax or accounting record follows the longer applicable retention period.

Custom enquiry not becoming a project

12 months after the last meaningful contact. Then delete or anonymise it unless a genuine reason justifies longer retention.

Failed or abandoned enquiry

6 months after the last activity. Then delete or anonymise it unless the person resumes the enquiry, a complaint or dispute remains unresolved, or another genuine legal or business reason requires retention. This applies only where an actual business record has been created. An unfinished form that is never submitted creates no record.

Free utility entries

No application-held retention period. Entries remain in transient browser state and are not transmitted to or retained by Workforce Toolbox.

Free static downloads

No customer record is created merely to download a free file. No email address or account is required by the application.

The website does not create a duplicate enquiry database. Mailbox records are managed against this schedule. Purchase and refund evidence genuinely needed for accounting, support, disputes or legal purposes follows the purchase-record period; short-lived download credentials do not. Active bearer tokens are stored only as cryptographic hashes, and temporary encrypted delivery material is removed after Resend accepts the message or cancelled when future hosted access is revoked. The final live Stripe, order-record and fulfilment implementation must be checked again before public commerce is activated.

Custom software enquiry information is sent through Resend, a service provided by Plus Five Five, Inc. in the United States. Resend processes the submitted contact details, message content and delivery information to transmit the enquiry email. Its data processing terms include safeguards for transfers from the United Kingdom, including the UK Addendum to the standard contractual clauses and the UK Extension to the EU–US Data Privacy Framework. Resend’s standard message and delivery-log retention is approximately 30 days on the applicable service tier. This provider retention is separate from Workforce Toolbox’s retention of the received business copy.

The final live-payment data flow, Stripe processing and transfer disclosures, and retention alignment must be revalidated before public commerce is activated.

Depending on the circumstances and applicable exemptions, people may have rights to be informed, access their data, correct inaccurate data, request erasure or restriction, object to certain processing and obtain portable data. They may also have rights relating to automated decision-making. Workforce Toolbox does not currently use customer profiling or automated employment decisions.

Email sales@workforcetoolbox.co.uk or write to the address above. People can also complain to the Information Commissioner’s Office.

Stripe Managed Payments is the selected commerce provider. The controlled public pre-launch sandbox flow sends the selected offer key and affirmative digital-content acknowledgement to Workforce Toolbox, which creates a server-controlled Stripe-hosted test Checkout Session. Stripe may collect test billing and payment information during that sandbox flow.

After a sandbox payment is verified server-side, Workforce Toolbox stores a minimal order record: an opaque order reference, Stripe Checkout Session and payment identifiers where available, the purchased offer and price snapshot, purchase email, payment and consent evidence, timestamps and fulfilment status. For refund testing, it also stores refund identifiers, amount, currency, status, limited reason information where supplied, related payment identifiers and access-revocation timestamps. Raw webhook bodies and full Stripe objects are not retained. Card numbers, CVCs and full payment credentials are not stored by Workforce Toolbox.

A private download entitlement is created with a short-lived secure credential. The delivery email is sent to the purchase email through Resend. The hosted link is configured for 30 days in sandbox; it can be replaced through the recovery route using the order reference and purchase email. Recovery responses do not reveal whether an order exists or has been refunded. A confirmed full refund withdraws future hosted access; it does not delete files already legitimately downloaded. No application cookie, localStorage or sessionStorage is used for the download token.

Live purchases remain unavailable. The notice must be revalidated before live commerce is activated.

The form collects the enquirer’s name, work or business email, organisation, chosen workplace-software area and project description. Role, current process, approximate users, timescale and additional project context are optional. The information is used only to understand and respond to the enquiry, discuss the requested system and prepare a proposal or quote where appropriate. It is not added to a mailing list or used for unrelated marketing.

Where an individual asks Workforce Toolbox to take steps before potentially entering a contract with that individual, processing necessary to respond or prepare a quote may rely on steps requested before entering a contract. Where a business contact enquires on behalf of an organisation, the basis is legitimate interests: the commercial interest in responding to and progressing a requested business enquiry, using limited business-contact information in a way the person would reasonably expect.

The submitted information is transmitted server-side to Resend solely for transactional email delivery to sales@workforcetoolbox.co.uk. Workforce Toolbox does not create a customer account, CRM entry or duplicate application database record, and no automated confirmation email is sent.

An enquiry that does not become a project will normally be retained for 12 months after the last meaningful contact, then deleted or anonymised unless a genuine reason justifies longer retention. If it becomes a customer or project, relevant information may transfer into the customer or project record and follow the appropriate contractual, accounting and legal period.

An unfinished form is not submitted or stored and does not create an abandoned-enquiry record. If unnecessary sensitive information is received, it should be removed when identified unless there is a genuine lawful reason to retain it.

The date at the top will be updated when this notice changes materially.

• ICO: How to write a privacy notice
• GOV.UK: How long a sole trader must keep business records
• GOV.UK: Data protection
• Data Protection Act 2018