The short version: CareProTools does not collect, store or process personal data about the children or young people in your care. The tools on this site currently store data locally in your browser only — it never leaves your device. We collect your email address when you sign up, and we use it to send you information about CareProTools. That's it.
1. Who we are
CareProTools is operated as a sole trader business by its founder, based in England. Our website is careprotools.co.uk and our contact email is info@careprotools.co.uk.
For the purposes of UK data protection law, CareProTools is the data controller in respect of any personal data we collect from you.
2. What data we collect and why
Email address — when you sign up via our website forms (free tools list or Pro waitlist), we collect your email address. We use this to:
- Send you your Pro access link and onboarding information
- Notify you of new tools, updates and sector-relevant content
- Send transactional emails relating to your subscription
Legal basis: Legitimate interests (where you have actively signed up requesting information) and contract performance (where you are a paying subscriber).
Payment information — if you purchase a Pro subscription or the Registration Toolkit, payment is processed by Stripe. CareProTools does not see, store or process your card details. Stripe's privacy policy applies to payment data: stripe.com/gb/privacy
Email marketing — our email list is managed by Mailchimp (Intuit Inc.). When you sign up, your email address is stored on Mailchimp's servers. Mailchimp's privacy policy applies: mailchimp.com/legal/privacy
Tool usage data — the tools on CareProTools currently store all data locally in your browser using localStorage. This data — including any staff names, dates, rota information or compliance records you enter — never leaves your device and is not accessible to CareProTools. We do not collect, store or process this data in any way.
3. Data about children and young people
CareProTools does not collect, receive, store or process any personal data about children or young people in your care. Any information entered into our tools about children (names, dates of birth, placement details, incident records) is stored solely on your own device and is never transmitted to CareProTools or any third party.
You remain the data controller for any personal data about children that you enter into CareProTools tools. You are responsible for ensuring your use of these tools complies with your obligations under UK GDPR, your organisation's data protection policy, and any placement-specific confidentiality requirements.
4. AI tools — data processing statement
Current tools (non-AI): The tools currently available on CareProTools do not use AI and do not transmit any data to external AI systems. All data stays on your device.
Future AI tools: CareProTools intends to introduce AI-powered tools (such as an AI Policy Assistant, AI Incident Review Tool and AI Chronology Summariser). When these are introduced, this Privacy Policy will be updated to reflect the data processing involved. We commit to the following principles for any AI tools:
- We will use AI providers that offer zero data retention settings — meaning data you submit to AI tools is not stored, logged or used to train AI models
- We will never submit personal data about children to AI systems without explicit consent and appropriate safeguards
- We will publish a full AI Data Processing Statement before launching any AI features
- We will conduct a Data Protection Impact Assessment (DPIA) before processing special category data through AI systems
- Any AI processing of data relating to children or vulnerable adults will be subject to enhanced safeguards in line with ICO guidance
Users will be clearly informed before submitting any data to an AI-powered tool, and will have the option to use the tool without submitting personal data where possible.
5. Cookies
CareProTools uses the following cookies:
- cpt_pro_access — set when you enter the correct Pro access code. Stores a value indicating you have access. Expires after 30 days. No personal data is stored in this cookie.
- Mailchimp cookies — if you interact with our signup forms, Mailchimp may set cookies in accordance with their cookie policy.
We do not use advertising cookies, tracking cookies or analytics cookies. We do not use Google Analytics or any similar tracking service.
6. How long we keep your data
- Email address (Mailchimp) — retained until you unsubscribe or request deletion
- Payment records — retained by Stripe in accordance with their legal obligations and privacy policy
- Tool data (localStorage) — stored on your device until you clear your browser data or uninstall the browser
7. Your rights under UK GDPR
You have the following rights in relation to personal data we hold about you:
- Right of access — you can request a copy of the personal data we hold about you
- Right to rectification — you can ask us to correct inaccurate data
- Right to erasure — you can ask us to delete your personal data
- Right to object — you can object to us processing your data for marketing purposes
- Right to unsubscribe — every marketing email contains an unsubscribe link
To exercise any of these rights, email us at info@careprotools.co.uk. We will respond within 30 days.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been handled unlawfully.
8. Third party services
CareProTools uses the following third party services, each of which has its own privacy policy:
- Netlify — website hosting. netlify.com/privacy
- Mailchimp (Intuit Inc.) — email marketing. mailchimp.com/legal/privacy
- Stripe — payment processing. stripe.com/gb/privacy
- Google Workspace — business email. Google Workspace Privacy
9. Data security
CareProTools takes reasonable technical measures to protect any personal data we hold. Our website is served over HTTPS. Our email systems use industry-standard encryption. We do not store payment card data.
Because tool data is stored on your device rather than our servers, the security of that data is your responsibility. We recommend using a password-protected device and keeping your browser and operating system up to date.
10. Changes to this policy
We will update this Privacy Policy as CareProTools develops — particularly when AI features are introduced. The date at the top of this page shows when it was last updated. Significant changes will be communicated to subscribers by email.
11. Contact
For any data protection queries, requests or concerns:
Email: info@careprotools.co.uk
Website: careprotools.co.uk