Privacy Policy

Terms of Use & Privacy Notice

West Yorkshire Toolkit

1. Introduction

Welcome to the West Yorkshire Toolkit (“the Toolkit”). By accessing and using the Toolkit, you agree to comply with and be bound by the following Terms of Use and Privacy Notice.

If you do not agree with these terms, you must not use or access the Toolkit.

Terms of Use

2. Access and Eligibility

  • Access to the Toolkit is granted on an individual basis.
  • Users must not share login credentials or allow others to access the Toolkit using their account.
  • You are responsible for keeping your login details secure and confidential.
  • Unauthorised access or sharing of login details may result in suspension or termination of access.

3. Permitted Use

  • The Toolkit is provided for reference, learning and work-related use.
  • You may use content within the Toolkit to support your work.
  • You may not copy, reproduce, distribute or publish substantial parts of the Toolkit without prior written permission.
  • Content specifically marked for sharing (such as “cut and paste” sections within programmes) may be copied and used within your organisation.

4. Acceptable Use

All users are expected to use the Toolkit in a respectful and professional manner.

You must not:

  • engage in harassment, discrimination or abusive behaviour
  • disrupt the use of the platform for others
  • misuse the noticeboard or any interactive features

5. Changes to the Toolkit

We may update or modify the Toolkit, including its content and functionality, at any time.

6. Changes to These Terms

These Terms of Use may be updated from time to time. Continued use of the Toolkit following any changes constitutes acceptance of those changes.

7. Suspension and Termination

We reserve the right to suspend or terminate access to the Toolkit where these Terms are breached, with or without notice.

8. Contact

For any questions regarding the Toolkit or these Terms, please contact:
business@westyorksca.gov.uk

Privacy Notice

9. Overview

We are committed to protecting your personal data and handling it responsibly in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This section explains how we collect, use and protect your information when you use the Toolkit.

10. Information We Collect

As a registered-user platform, we may collect and process:

  • Account information (e.g. name, email address, organisation)
  • Usage data (e.g. pages accessed, interactions within the Toolkit)
  • Login and security data (e.g. login activity, IP address, device/browser information)

11. How We Use Your Information

We process your data to:

  • provide and manage access to the Toolkit
  • maintain platform security and prevent unauthorised access
  • monitor usage and identify inactive accounts
  • improve the Toolkit’s content and usability
  • provide support and respond to enquiries

Lawful basis

We rely on legitimate interests to operate and improve the Toolkit, ensuring it remains secure, effective and relevant for users.

12. Analytics

We use Fathom Analytics, a privacy-focused analytics service.

  • No cookies are used
  • No personally identifiable information is collected
  • All data is anonymised and aggregated

This allows us to understand how the Toolkit is used without compromising user privacy.

13. Activity Monitoring

We use an internal tool to monitor activity within the Toolkit, including:

  • login history
  • page access
  • general usage behaviour

This is necessary to:

  • maintain platform security
  • detect misuse or unauthorised access
  • identify inactive users

Monitoring is limited to what is necessary and proportionate for these purposes.

14. Data Sharing

We do not sell or share your personal data with third parties.

Your data may only be disclosed where necessary:

  • to comply with legal obligations, or
  • to protect the security and integrity of the Toolkit

15. Data Storage and Security

We take appropriate technical and organisational measures to protect your data, including:

  • secure authentication systems
  • restricted access to data
  • monitoring for unauthorised activity

16. Data Retention

We retain personal data only for as long as necessary to:

  • maintain active user accounts
  • support the operation and security of the Toolkit

Inactive accounts may be reviewed and removed periodically.

17. Your Rights

Under UK data protection law, you have the right to:

  • access the personal data we hold about you
  • request correction of inaccurate data
  • request deletion of your data (where applicable)
  • object to processing in certain circumstances

To exercise your rights, please contact us using the details below.

18. Contact

For any questions about this Privacy Notice or how your data is handled, please contact:
business@westyorksca.gov.uk