Privacy Policy – GK Tools Ltd

1. Who We Are

GK Tools Ltd is a UK-registered company providing software tools and services for small businesses and tradespeople.

Company Name: GK Tools Ltd
Registered Office: 483 Green Lanes, London, N13 4BS
Company Number: 16434833
ICO Registration: ZB899192
Contact: support@gk.tools

For the purposes of UK GDPR, we are the "data controller" - meaning we decide how and why your personal data is processed.

2. What Data We Collect

The data we collect depends on how you interact with us:

When you contact us (email, contact form):

Your name and email address
The content of your messages

When you use Invoicer (our invoicing application):

Account details: name, email, password (encrypted), business name, address
Client/customer information you add (names, addresses, contact details)
Invoice and quote data you create
Payment information (processed securely by Stripe - we don't store card details)
Session data to keep you logged in

When you use our hosting services:

Account and billing information
Technical data needed to provide the service

What we don't do: We don't use tracking cookies, analytics, or advertising on gk.tools. We're not interested in tracking you around the internet.

3. Why We Collect Your Data

We only collect data when we have a good reason:

To provide our services: We need your account info to let you use Invoicer, and your client data to generate invoices for you.
To communicate with you: Responding to support requests, sending important service updates.
To process payments: If you have a paid subscription, we need billing details.
Legal obligations: We're required to keep certain financial records for HMRC.

4. Legal Basis for Processing

Under UK GDPR, we process your data based on:

Contract: Processing necessary to provide services you've signed up for.
Consent: Where you've explicitly agreed (e.g., contacting us).
Legal obligation: Where we're required by law (e.g., tax records).
Legitimate interests: Where we have a genuine business need that doesn't override your rights (e.g., improving our services, preventing fraud).

5. Who We Share Data With

We don't sell your data. Ever. We only share data with:

Stripe: Our payment processor. They handle card payments securely. Stripe's Privacy Policy
Microsoft 365: We use Microsoft for email. Messages you send us are stored in their systems. Microsoft's Privacy Statement
Our hosting provider: Your data is stored on servers they manage in the UK.
HMRC: We're legally required to share certain financial information for tax purposes.

All our service providers are either UK-based or comply with UK data protection requirements.

6. Where Your Data Is Stored

Your data is stored on secure servers in the United Kingdom. We use encryption (SSL/TLS) to protect data in transit, and access to our systems is restricted to authorised personnel only.

Email is processed through Microsoft 365, which may store data in Microsoft's UK or EU data centres.

7. How Long We Keep Data

Account data: For as long as your account is active, plus a reasonable period after closure to allow for reactivation or handle any disputes.
Invoice/financial records: 7 years (as required by HMRC).
Support correspondence: 3 years from last contact.
Marketing enquiries: Until you ask us to delete it.

We don't keep data longer than necessary. When data is no longer needed, we securely delete it.

8. Your Rights

Under UK GDPR, you have the right to:

Access: Request a copy of the personal data we hold about you.
Rectification: Ask us to correct inaccurate data.
Erasure: Ask us to delete your data (where we don't have a legal reason to keep it).
Restriction: Ask us to limit how we use your data.
Portability: Request your data in a machine-readable format.
Object: Object to certain types of processing.
Withdraw consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, email support@gk.tools. We'll respond within 30 days (usually much sooner).

9. Security

We take security seriously:

SSL/TLS encryption on all our sites and applications
Passwords are hashed (we can't see them)
Regular security updates and patching
Access controls and logging
Regular backups stored securely

No system is 100% secure, but we do our best to protect your data.

10. Cookies

GK Tools Website (gk.tools)
We use Matomo, a self-hosted, open-source analytics platform, to understand how visitors use our website. Matomo runs entirely on our own infrastructure in the United Kingdom — your data is never shared with third parties or sent abroad. We do not set any analytics cookies on gk.tools, and we honour your browser’s “Do Not Track” setting. The last two octets of your IP address are discarded before storage.

Other GK Tools products
Each product in the GK Tools family runs as a separate site with its own privacy policy describing the cookies and tracking specific to that product:
• Invoicer — invoicer.gk.tools/privacy-policy
• Gravity Host — gravityhost.co.uk
All GK Tools products that use analytics use the same self-hosted Matomo described above — no third-party analytics tools, no cross-product profiling.

Payment Processing
When you make a payment, Stripe (our payment processor) may set cookies to process the transaction securely. These are set by Stripe, not by us. See Stripe's Cookie Policy.

Opting out
You can opt out of Matomo analytics on gk.tools by ticking the box below. We’ll store that preference locally in your browser and stop tracking you on future visits. (Untick to re-enable.)

Tick to opt out of Matomo on this device

Tracking is on for this browser. Tick to opt out.

11. Children's Privacy

Our services are designed for businesses and are not intended for anyone under 18. We don't knowingly collect data from children.

12. Changes to This Policy

We may update this policy from time to time. The "Last Updated" date at the top will reflect any changes. For significant changes, we'll notify you via email or a notice on our website.

13. Complaints

If you're unhappy with how we've handled your data, please contact us first at support@gk.tools - we'll do our best to sort it out.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Website: ico.org.uk
Phone: 0303 123 1113