ToolSphere

Privacy Policy

Your privacy is not a feature — it is a fundamental right. Read how ToolSphere Ltd protects your data, your files, and your identity.

Effective Date: 1 January 2025  |  Last Updated: 1 September 2025

Company: ToolSphere Ltd, 20–22 Wenlock Road, London, N1 7GU, United Kingdom

1. Introduction

ToolSphere Ltd ("we", "us", "our") operates the website https://toolsphere.co.uk (the "Service"). This Privacy Policy explains what information we collect, how we use it, your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and how to contact us with any concerns.

By using ToolSphere, you agree to the practices described in this Policy. If you do not agree, please discontinue use of the Service.

2. Data Controller

ToolSphere Ltd
20–22 Wenlock Road, London, N1 7GU, United Kingdom
Email: privacy@toolsphere.co.uk

3. Information We Collect

3.1 Information You Provide

  • Account Registration: Your name, email address, and a securely hashed password. We do not store plaintext passwords under any circumstances.
  • Contact Forms: Your name, email address, and message content, retained solely to respond to your enquiry.
  • Newsletter Subscriptions: Your email address for communications, where you have explicitly consented.

3.2 Automatically Collected Information

  • Usage Analytics: Anonymised, aggregated data on which tools are used and how frequently, to improve performance. This data cannot identify you personally.
  • Log Data: Standard HTTP data including IP addresses, browser type, and referring URLs for security purposes. Logs are retained for a maximum of 30 days.
  • Cookies and Local Storage: Minimal browser preferences storage. See our Cookie Policy for full details.

3.3 Files and Tool Inputs

The majority of ToolSphere's tools operate entirely within your browser (client-side). Files, text, or data you input into these tools are never transmitted to our servers. For tools requiring server-side processing (clearly labelled on each tool), files are processed transiently and are not stored, logged, or shared after the operation is complete.

4. How We Use Your Information

  • To provide, operate, and maintain the ToolSphere platform
  • To manage user accounts and authenticate logins securely
  • To respond to support enquiries and user feedback
  • To send transactional emails (password resets, account confirmations)
  • To send newsletters and platform updates, where you have consented
  • To analyse and improve tool performance and quality
  • To protect the security and integrity of our platform
  • To comply with our legal obligations under UK law

5. Legal Basis for Processing (UK GDPR)

  • Contract: Processing necessary to provide the Service you have requested.
  • Legitimate Interests: Improving our services, ensuring security, and analysing aggregate usage patterns.
  • Consent: Marketing emails and optional cookies, where you have provided explicit consent.
  • Legal Obligation: Compliance with applicable UK law.

6. Data Sharing

We do not sell, rent, or trade your personal data. We may share data only with:

  • Hosting Providers: Infrastructure providers processing data on our behalf under strict data processing agreements.
  • Analytics Services: We use Google Analytics 4 to measure aggregated usage (such as pages viewed, device type and approximate country). We do not send names, email addresses or tool inputs to it.
  • Advertising Partners: Google AdSense shows ads on some pages. Google and its partners may use cookies to show ads based on your previous visits to this and other websites. You can turn off personalised ads at adssettings.google.com.
  • Legal Authorities: Where required by law, court order, or regulatory requirement in the UK.

7. Data Retention

  • Account data: retained until you delete your account, plus 30 days for recovery.
  • Support correspondence: retained for up to 2 years.
  • Server logs: deleted after 30 days.
  • Anonymised analytics: retained indefinitely as they cannot identify individuals.

8. Your Rights Under UK GDPR

  • Right of Access: Request a copy of the personal data we hold about you.
  • Right to Rectification: Request correction of inaccurate or incomplete data.
  • Right to Erasure: Request deletion of your personal data ("right to be forgotten").
  • Right to Restrict Processing: Request limitation of how we use your data.
  • Right to Data Portability: Receive your data in a structured, machine-readable format.
  • Right to Object: Object to processing based on legitimate interests or for direct marketing.
  • Right to Withdraw Consent: Withdraw consent at any time where processing is consent-based.

To exercise any of these rights, contact us at privacy@toolsphere.co.uk. We will respond within 30 calendar days.

9. Complaints

You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority:
Website: https://ico.org.uk  |  Telephone: 0303 123 1113

10. Changes to This Policy

We may update this Privacy Policy from time to time. Continued use of the Service following any changes constitutes acceptance of the updated Policy.

11. Contact Us

ToolSphere Ltd
20–22 Wenlock Road, London, N1 7GU, United Kingdom
Email: privacy@toolsphere.co.uk