Privacy notice

PUBTOOLS – PRIVACY NOTICE Effective date: 9 October 2026 1. INTRODUCTION PubTools respects the privacy of its customers, website visitors, registered users and individuals whose information is processed through its services. This Privacy Notice explains how personal information is collected, used, stored, protected and shared. PubTools is operated by [LEGAL COMPANY NAME], of [REGISTERED OR BUSINESS ADDRESS]. This Notice applies to the PubTools website, business registration, subscription administration, account management, support services and other activities where PubTools determines how and why personal information is processed. 2. WHO IS RESPONSIBLE FOR YOUR INFORMATION? PubTools generally acts as the data controller for personal information collected directly for website enquiries, business registration, account administration, subscription management, security and its own business communications. Where a subscribing business uses PubTools to manage information about its customers, employees, guests or members, that business will normally act as the data controller and PubTools as its data processor. In those circumstances, the relevant business determines why the information is collected and how it should be used. Its own privacy notice should explain that processing. 3. INFORMATION WE MAY COLLECT Depending on how you interact with PubTools, we may collect: - Your name and business name. - Business address and contact information. - Email address and telephone number. - Account registration and login information. - Subscription plan and billing details. - Payment status and transaction references. - Website contact form enquiries. - Support messages and technical enquiries. - IP address, browser type and device information. - Login activity and relevant security logs. - Communications and account preferences. - Information you voluntarily provide when contacting us. Where relevant modules are enabled, PubTools may also process information entered by subscribing businesses concerning staff, guests, members, bookings, events and other operational activities. 4. HOW WE USE PERSONAL INFORMATION Personal information may be used to: - Respond to enquiries. - Process business registration requests. - Create and manage accounts. - Provide subscribed services. - Manage payments, invoices and subscriptions. - Deliver essential service notifications. - Authenticate users and protect account security. - Provide technical and customer support. - Investigate suspected misuse. - Maintain system reliability. - Meet legal and regulatory obligations. - Improve platform functionality. - Send optional marketing communications where lawful. We will not use personal information for purposes incompatible with those described in this Notice without an appropriate legal basis. 5. LEGAL BASES FOR PROCESSING We rely on one or more of the following lawful bases, as appropriate: Contract: Where processing is necessary to enter into or perform a contract with an individual, including relevant account or subscription arrangements. Legitimate interests: Where processing is necessary for legitimate business interests, including responding to business enquiries, maintaining security, preventing fraud, providing support and improving services, provided those interests are not overridden by individuals' rights and freedoms. Legal obligation: Where information must be retained or disclosed to comply with applicable laws. Consent: Where consent is legally required, including for certain optional cookies or marketing communications. Where processing is carried out on behalf of a subscribing business, that business is responsible for identifying the lawful basis applicable to its own activities. 6. PAYMENT INFORMATION Subscription payments may be processed using authorised third-party payment providers. Payment providers may collect and process payment card or bank information under their own privacy notices and security arrangements. PubTools may receive information such as payment confirmation, subscription status, transaction identifiers and billing references. 7. INFORMATION SHARING PubTools may share personal information where reasonably necessary with: - Website and cloud hosting providers. - Payment processors. - Email and communication providers. - Technical infrastructure and security providers. - Professional advisers. - Service providers acting under appropriate contractual obligations. - Regulators, law enforcement agencies or public authorities where legally required. We do not sell personal information to data brokers. Where external providers process personal information on our behalf, we require appropriate contractual and security protections. 8. INTERNATIONAL DATA TRANSFERS Some authorised service providers may operate outside the United Kingdom. Where personal information is transferred internationally, PubTools will use an appropriate lawful transfer mechanism, such as applicable adequacy regulations or approved contractual safeguards, where required. Information about the relevant safeguards may be requested using the contact details below. 9. DATA SECURITY PubTools implements technical and organisational measures appropriate to the nature of the information and the risks involved. These may include access controls, authentication, encrypted connections, account permissions, monitoring, security updates and controlled access to operational systems. No internet-based service can guarantee absolute security. Although we take reasonable measures to protect information, we cannot promise that every potential cyberattack, technical fault or unauthorised access attempt will always be prevented. 10. DATA RETENTION Personal information is retained only for as long as reasonably necessary for the purpose for which it was collected, or where required for legal, regulatory, contractual or legitimate business reasons. Retention periods depend on factors including: - Whether an account or subscription remains active. - Applicable financial and tax record obligations. - Outstanding enquiries or support requests. - Security and fraud prevention requirements. - Legal claims or disputes. - Contractual obligations. - Backup and technical deletion cycles. When personal information is no longer required, we will delete, anonymise or securely retain it only where another lawful basis permits continued retention. For personal information held on behalf of subscribing businesses, retention and deletion are governed by applicable processing instructions, contractual requirements and the relevant business's responsibilities. 11. YOUR DATA PROTECTION RIGHTS Subject to applicable legal conditions and exemptions, individuals may have rights to: - Request access to their personal information. - Request correction of inaccurate information. - Request deletion of information. - Request restriction of processing. - Object to particular processing activities. - Request transfer of certain information. - Withdraw consent where processing relies on consent. Requests can be made using the contact details below. Where PubTools processes information on behalf of another business, relevant requests may need to be directed to that business as the data controller. You have the right to object to processing based on legitimate interests, subject to applicable law. You also have the right to object at any time to the use of your personal information for direct marketing. 12. MARKETING COMMUNICATIONS PubTools may send product news, service information, offers or promotional communications where legally permitted. Where consent is required, promotional communications will be sent only with the appropriate consent. Recipients can opt out of marketing communications using the unsubscribe instructions provided or by contacting PubTools. Opting out of marketing does not prevent us from sending essential account, billing, security or service messages. 13. COOKIES AND WEBSITE TECHNOLOGY The PubTools website may use cookies or similar technologies to support essential website functions, security, authentication and user preferences. Optional analytics or marketing technologies will be subject to consent where required by law. Visitors may manage cookies through the controls provided by the website or their browser settings. Disabling essential cookies may affect website functionality. 14. THIRD-PARTY WEBSITES AND SERVICES PubTools may contain links to or integrations with external websites, applications and services. These external services may operate under their own privacy notices. PubTools is not responsible for the privacy practices of independently operated third-party websites. 15. CHILDREN'S INFORMATION PubTools business registration and subscription services are intended for adults acting on behalf of businesses or organisations. They are not intended for children to register independently as business subscribers. Where subscribing businesses process information relating to children through customer-facing features, those businesses are responsible for ensuring appropriate lawful processing and safeguards. 16. AUTOMATED PROCESSING PubTools may use automated processes for routine service operation, authentication, security checks and administrative tasks. Where any solely automated decision-making would have legal or similarly significant effects on an individual, we will comply with the additional transparency and safeguards required by applicable law. 17. DATA BREACHES If a personal data breach occurs, PubTools will investigate and take appropriate steps to contain and address the incident. Where required by law, relevant regulators, affected individuals or subscribing business controllers will be notified. 18. CHANGES TO THIS NOTICE PubTools may update this Privacy Notice to reflect changes in legal requirements, technology, security practices or service functionality. The latest version will be published on the PubTools website. Material changes will be communicated where required by law. 19. COMPLAINTS If you have concerns about how your personal information is processed, please contact PubTools first so we can investigate. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK data protection regulator. ICO website: https://ico.org.uk 20. CONTACT DETAILS For privacy enquiries, data protection requests or complaints, contact: PubTools [LEGAL COMPANY NAME] [REGISTERED OR BUSINESS ADDRESS] [PRIVACY EMAIL] Website: https://pubtools.co.uk END OF PRIVACY NOTICE