Privacy Policy
Last updated: 3 June 2026
This policy explains how Toolsdown, a product operated by Lynx Real Estate Ltd ("we", "us"), collects and uses information when you or your workforce use our service. We are the data controller for the purposes of UK data protection law.
What we collect
To provide site coordination, we process:
- Messages, photos and voice notes sent to our WhatsApp number by site workers and managers.
- Names, phone numbers and company or site details needed to associate messages with the right job.
- Materials, quantities, dates and related information extracted from those messages.
- Clock-in and clock-out records imported from your time and attendance system, where you use that feature.
How we use it
- To turn site messages into structured materials orders and records for your office.
- To produce dashboards, summaries and reports for the businesses we work with.
- To operate, secure and improve the service.
We process this information to perform our contract with the business that engages us, and in our legitimate interest in running the service. We do not sell personal data, and we do not use it for advertising.
Toolsdown uses the WhatsApp Business Platform to send and receive messages. Your use of WhatsApp is also governed by WhatsApp's own terms and privacy policy.
Sharing and processors
We use trusted service providers to host data and provide message transcription and information-extraction features. These providers process data only on our instructions. We may disclose information where required by law.
Storage and retention
Data is stored securely and retained for as long as needed to provide the service to the relevant business, after which it is deleted or anonymised. Files synced to a customer's own storage remain under that customer's control.
Your rights
Subject to UK data protection law, you may request access to, correction of, or deletion of your personal data, and you may object to certain processing. To make a request, contact us using the details below.
Contact
Questions or requests about this policy can be sent to joe@toolsdown.online.
This policy is provided for transparency and is not legal advice. We recommend reviewing it with a qualified adviser before relying on it for compliance.