Privacy Notice

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

Privacy enquiries: sales@workforcetoolbox.co.uk.

Workforce Toolbox offers paid digital products through Stripe Managed Payments, optional Google Analytics 4, a custom workplace-software enquiry form, free downloads and free browser utilities. It has no customer accounts, mailing list or advertising tracking. 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, Google Analytics or another external API, or retain them in localStorage or sessionStorage.

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-site audit observed Cloudflare’s short-lived __cf_bm security cookie.

If a visitor chooses Allow analytics, Workforce Toolbox loads Google Analytics 4 to understand which pages, free tools and resources are useful and to improve the service. Consent is the basis for this optional analytics storage and processing. Visitors can reject analytics without losing site functionality and can change their choice at any time through Analytics settings in the footer.

After consent, Google may process information such as page pathname, page title, broad device and browser information, approximate location derived from IP address, and controlled events showing that a named tool or download was used. Workforce Toolbox strips query strings and fragments and does not send free-tool entries or outputs, enquiry content, customer names or emails, download credentials, order references, or Stripe identifiers to Google Analytics.

Advertising storage, advertising user data and ad personalisation remain denied. Workforce Toolbox does not set a Google Analytics user ID, use enhanced conversions or deliberately enable Google Signals, demographics, remarketing or personalised advertising. Google Analytics property-level settings, including Enhanced Measurement and event-data retention, must also be verified by the owner in Google Analytics.

Choosing Reject analytics stops future application analytics transmission. Where technically possible, the site removes Google Analytics cookies accessible to it. Withdrawal does not delete information already sent to Google while consent was active. See the Cookie & Storage Notice for the preference and analytics cookies.

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. Optional Google Analytics runs only with consent.

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. If analytics is allowed, controlled usage information is disclosed to Google as analytics provider. Workforce Toolbox does not sell personal information or configure advertising audience sharing.

These periods apply only to information Workforce Toolbox actually holds. A verified purchase creates a minimal order, delivery and refund/revocation record. 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.

Purchase payment processing is provided through Stripe Managed Payments. Stripe receives the payment and checkout information needed to process the transaction. Workforce Toolbox does not store card numbers, CVCs or full payment credentials. Transactional delivery email is sent through Resend, a service provided by Plus Five Five, Inc. in the United States. Resend processes the purchase email and delivery message to transmit the secure link.

If analytics is allowed, Google may process analytics information on infrastructure outside the United Kingdom. Workforce Toolbox does not send the contents of workplace tools, enquiries, orders or secure-download credentials to Google Analytics.

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 commerce provider. The customer chooses a product and gives affirmative digital-content consent before Workforce Toolbox creates a server-controlled Stripe-hosted Checkout Session. Stripe handles card and payment information. After a 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. Raw webhook bodies and full Stripe objects are not retained.

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 available for 30 days and 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.

Rota Essential stores rota-working data locally. Normal licence activation does not upload employee names, departments, roles, rota assignments, shifts, contracted hours, planning costs, budgets, rota history or backup contents.

When the product is released, its initial activation will communicate with the Workforce Toolbox licensing service. The service processes only what is reasonably needed for entitlement verification, the two-PC installation allowance, activation or deactivation, recovery/support and misuse or security protection: the submitted licence key (used to create a one-way verification digest rather than stored in raw form), a pseudonymous installation identifier, the supplied workplace name, product and edition, application major version, internal licence, workplace and verified-order identifiers, device allowance and count, licence and activation state, and activation/deactivation timestamps. Licence records also contain the purchase email already described in this notice. Support and security records may include an event type, actor label, stated reason and a one-way rate-limit/request digest. The service also receives ordinary hosting and security request data. Update checks will use only necessary technical information. There is no behavioural telemetry by default and no automatic rota-data crash upload.

Licence records are retained while needed for the entitlement, support, accounting, disputes, fraud prevention or legal obligations. The desktop application sends no rota-working data to the licensing service.

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