Privacy Policy

Prompt Tool Factory is operated by Hodgkinson Publishing Ltd, a company based in the United Kingdom (“Prompt Tool Factory”, “we”, “us”, or “our”).  We provide membership access to proprietary GPT, AI, automation, prompt, workflow and related digital tools through a secure member portal.  

2. Scope of This Privacy Policy

This Privacy Policy explains how we collect, use, store, share, protect, and otherwise process personal information when you:

• visit https://prompttoolfactory.com;
• create or use a member account;
• purchase access to the Prompt Tool Factory membership;
• use our proprietary GPT, AI, prompt, workflow, or digital tools;
• contact our support desk;
• interact with our emails, forms, checkout pages, helpdesk, or member portal; or
• otherwise communicate with us.

This Privacy Policy applies to website visitors, prospective customers, members, authorised users, business contacts, affiliates, contractors, and other individuals whose information we process.

3. Business-to-Business Nature of the Service

Prompt Tool Factory is intended for business, commercial, professional, entrepreneurial, and organisational use. Our membership, tools, and materials are not primarily intended for personal, household, or consumer use.  If you purchase or access our membership on behalf of a company, organisation, partnership, client, team, or other legal entity, you confirm that you are authorised to do so and that your use of the service is for business or professional purposes.

4. Personal Information We Collect

We may collect and process the following categories of personal information.

4.1 Information You Provide Directly

This may include:

• name;
• business name;
• email address;
• billing details;
• account login details;
• support desk messages;
• purchase information;
• information submitted through forms;
• information you provide when requesting help;
• feedback, testimonials, comments, or survey responses;
• any files, prompts, instructions, business information, or content you choose to submit through the member portal or AI tools.

4.2 Account and Membership Information

When you purchase or access the Prompt Tool Factory membership, we may process:

• member account status;
• username or login identifier;
• membership access level;
• purchase date;
• transaction reference;
• billing status;
• duplicate purchase requests;
• support history;
• access logs;
• security and authentication records.

4.3 Payment Information

Payments may be processed by third-party payment processors. We do not intentionally store full card numbers on our own systems.  Depending on the payment method used, our payment processor may provide us with limited payment-related information such as:

• name;
• email address;
• billing address;
• transaction ID;
• payment status;
• payment method type;
• partial card details, such as last four digits;
• tax or VAT information;
• fraud screening information;
• refund or duplicate purchase records.

4.4 Technical and Usage Information

When you visit our website or use the member portal, we may automatically collect:

• IP address;
• browser type and version;
• device type;
• operating system;
• referring URL;
• pages visited;
• date and time of access;
• login activity;
• error logs;
• security logs;
• member portal usage activity;
• approximate location derived from IP address;
• information needed to protect the website, portal, tools, and users from abuse or unauthorised access.

4.5 AI Tool Inputs and Outputs

When you use our proprietary GPT, AI, prompt, automation, workflow, or related digital tools, we may process:

• prompts, instructions, queries, or inputs you submit;
• AI-generated outputs;
• uploaded files, text, or data if the tool allows uploads;
• tool usage logs;
• error reports;
• moderation, safety, or abuse-prevention signals;
• technical metadata required to operate, secure, and improve the tools.

You should not submit highly sensitive personal data, confidential client data, regulated data, financial account data, passwords, API keys, trade secrets, health data, children’s data, criminal offence data, biometric data, or other sensitive information unless you have a lawful basis, authority, and appropriate safeguards to do so.

5. How We Collect Personal Information

We collect personal information when:

• you provide it directly;
• you purchase membership access;
• you create or use an account;
• you use the member portal or tools;
• you contact the support desk;
• you submit forms, prompts, files, or requests;
• your browser or device provides technical data;
• our payment, hosting, security, support, or platform providers provide limited operational data;
• we receive information from fraud-prevention, analytics-free security, or compliance tools.

6. How We Use Personal Information

We use personal information for the following purposes:

6.1 To Provide the Website, Membership, and Tools

We process personal information to:

• create and manage member accounts;
• provide secure access to the member portal;
• deliver the proprietary GPT and AI tools;
• process prompts, inputs, and outputs;
• provide updates, fixes, and improvements;
• manage access permissions;
• authenticate users;
• troubleshoot technical issues;
• maintain service continuity.

6.2 To Process Purchases and Payments

We process personal information to:

• process one-time membership payments;
• confirm purchases;
• issue invoices, receipts, or transaction confirmations;
• manage duplicate purchase refund requests;
• detect and prevent fraud, chargebacks, abuse, and unauthorised transactions;
• comply with accounting, tax, bookkeeping, and legal obligations.

6.3 To Provide Support

We process personal information to:

• respond to support requests;
• investigate account, access, billing, or technical issues;
• provide helpdesk communications;
• maintain support records;
• improve support processes.

All support should be requested through the support desk.

6.4 To Protect Our Website, Portal, Tools, and Business

We process personal information to:

• protect against unauthorised access;
• detect abuse, scraping, credential sharing, prompt extraction, system misuse, fraud, malicious activity, or security threats;
• enforce our Terms & Conditions;
• preserve evidence where required;
• protect our legal rights and intellectual property;
• prevent misuse of AI tools.

6.5 To Communicate With You

We may use your contact details to send:

• purchase confirmations;
• access instructions;
• account notices;
• security alerts;
• important service updates;
• support responses;
• policy updates;
• operational messages;
• business or marketing communications where permitted by law.

You may opt out of non-essential marketing communications where legally required or where we provide an unsubscribe mechanism. Operational, legal, security, billing, and account-related communications are not marketing and may still be sent.

6.6 To Improve Our Services

We may use limited account, support, technical, and usage information to:

• improve website performance;
• maintain tool quality;
• identify bugs;
• improve documentation;
• develop new features;
• monitor aggregate service usage;
• improve security;
• understand business demand.

We do not use third-party tracking cookies on the site.

6.7 For Legal, Tax, Compliance, and Record-Keeping Purposes

We process personal information where needed to:

• comply with laws and regulations;
• maintain business records;
• handle disputes;
• enforce agreements;
• respond to lawful requests;
• protect our legal rights;
• comply with accounting, tax, audit, and reporting obligations.

7. Lawful Bases for Processing

Where UK GDPR, EU GDPR, or similar data protection laws apply, we rely on one or more of the following lawful bases.

7.1 Contract

We process personal information where necessary to provide membership access, operate your account, process purchases, deliver tools, and provide support.

7.2 Legitimate Interests

We process personal information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. These interests may include:

• operating and improving the website, portal, and tools;
• preventing fraud and misuse;
• protecting accounts and intellectual property;
• enforcing our Terms & Conditions;
• securing our systems;
• maintaining business records;
• responding to business enquiries;
• communicating with business contacts;
• improving service reliability.

7.3 Legal Obligation

We process personal information where necessary to comply with legal, tax, accounting, regulatory, or law enforcement obligations.

7.4 Consent

We rely on consent where required by law, such as for certain optional communications, optional cookies or similar technologies, or other processing that legally requires consent.  You may withdraw consent where consent is the lawful basis for processing, but withdrawal will not affect processing that occurred before withdrawal.

8. Cookies and Similar Technologies

We do not use third-party tracking cookies on https://prompttoolfactory.com.

We may use strictly necessary cookies, local storage, session storage, scripts, or similar technologies where required to:

• operate the website;
• keep users logged in;
• maintain secure member sessions;
• process checkout flow;
• remember essential security preferences;
• prevent fraud or abuse;
• load the member portal;
• protect accounts and systems;
• provide requested functionality.

These technologies are used for essential operational, security, authentication, and service-delivery purposes.  If we later add non-essential cookies, analytics cookies, advertising cookies, tracking pixels, behavioural advertising, retargeting, or similar tracking technologies, we will update this Privacy Policy and, where legally required, request consent before using them.

9. Third-Party Service Providers

We may share personal information with trusted third-party service providers that help us operate the website, business, member portal, payment systems, AI tools, support desk, security systems, email systems, and hosting infrastructure.

These providers may include:

• website hosting providers;
• US-based hosting and infrastructure providers;
• payment processors;
• checkout providers;
• fraud-prevention providers;
• support desk or helpdesk systems;
• email service providers;
• cloud storage providers;
• authentication providers;
• AI model, API, automation, or processing providers;
• professional advisers, including accountants, lawyers, insurers, and compliance advisers;
• IT, security, maintenance, and technical support providers.

We require service providers to process personal information only as necessary to provide services to us and subject to appropriate contractual, confidentiality, security, and data protection obligations.

10. AI Providers and Tool Processing

Some Prompt Tool Factory tools may use third-party AI, automation, language model, API, hosting, or processing providers to generate outputs, run workflows, or deliver member functionality.  When you submit prompts, files, instructions, or other content to a tool, that content may be processed by our systems and, where necessary, by relevant service providers to generate the requested output.  You are responsible for ensuring that you have the right, permission, authority, and lawful basis to submit any information, data, files, or prompts to our tools.  Unless we state otherwise in writing, you should assume that AI outputs may be inaccurate, incomplete, outdated, unsuitable, or inappropriate for your specific circumstances and must be reviewed by a qualified human before use.

11. International Hosting and Data Transfers

Our sites and services are hosted in the United States.  As a UK-based business using US-hosted services, personal information may be transferred to, stored in, or processed in countries outside the United Kingdom, European Economic Area, or your country of residence.  Where required by applicable data protection law, we use appropriate safeguards for international transfers, which may include:

• contracts with service providers;
• data processing agreements;
• UK International Data Transfer Agreements;
• UK Addenda to EU Standard Contractual Clauses;
• EU Standard Contractual Clauses;
• adequacy decisions where applicable;
• technical and organisational security measures.

12. How Long We Keep Personal Information

We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the membership, operate the portal, maintain records, comply with legal obligations, resolve disputes, and enforce our agreements.

Typical retention periods include:

• account and membership records: for the life of the account and a reasonable period afterwards;
• payment, invoice, tax, and accounting records: usually up to 6 or 7 years, depending on applicable law;
• support records: for as long as needed to manage support history, disputes, quality control, and legal risk;
• security logs: for a limited period unless needed for investigation or enforcement;
• AI prompts, outputs, files, and tool usage logs: for as long as needed to operate, secure, troubleshoot, audit, and improve the tools, unless a different retention period is stated for a specific tool;
• legal dispute records: for as long as needed to establish, exercise, or defend legal claims.

We may delete, anonymise, aggregate, or de-identify information when it is no longer needed.

13. Data Security

We use reasonable technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access, misuse, or compromise.

These measures may include:

• secure hosting;
• access controls;
• password-protected accounts;
• authentication systems;
• encryption where appropriate;
• logging and monitoring;
• security reviews;
• restricted administrative access;
• provider due diligence;
• backups;
• incident response procedures.

No website, portal, AI system, or internet transmission is completely secure. You are responsible for keeping your login credentials confidential and for promptly notifying us through the support desk if you suspect unauthorised account access.

14. Your Responsibilities When Using AI Tools

When using our GPT, AI, prompt, automation, workflow, or related tools, you agree not to submit information that you are not authorised to process, disclose, or transmit.

You should not submit:

• passwords;
• API keys;
• secret tokens;
• bank account information;
• card details;
• health information;
• biometric information;
• criminal offence data;
• children’s data;
• confidential client information;
• regulated data;
• privileged legal material;
• non-public financial information;
• trade secrets;
• sensitive personal information;
• third-party data where you lack permission or lawful basis.

You are responsible for reviewing all outputs before relying on them or using them externally.

15. Your Data Protection Rights

Depending on where you are located and which laws apply, you may have rights to:

• access personal information we hold about you;
• request correction of inaccurate information;
• request deletion of personal information;
• restrict processing;
• object to processing;
• request portability of certain information;
• withdraw consent where processing is based on consent;
• object to direct marketing;
• complain to a data protection authority.

To exercise rights, contact us through:  https://productsupportdesk.com

We may need to verify your identity before responding. We may refuse, limit, or charge for requests where permitted by law, including where requests are manifestly unfounded, excessive, repetitive, unlawful, or affect the rights of others.  If you are in the UK and are unhappy with how we handle your personal information, you may have the right to complain to the UK Information Commissioner’s Office. We ask that you contact us first so we can try to resolve the issue.

16. California and US State Privacy Notices

We do not sell personal information for money.

We do not use third-party tracking cookies on the site.

We do not knowingly share personal information for cross-context behavioural advertising.

If a US state privacy law applies to you, you may have rights to access, correct, delete, obtain a copy of, or opt out of certain uses of personal information. You may submit privacy requests through:  https://productsupportdesk.com

We will respond as required by applicable law.

17. Children

Our website, membership, tools, and services are intended for business and professional users. They are not directed at children or anyone under 18.  We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, contact us through the support desk and we will take appropriate steps to delete it where required.

18. Marketing Communications

Where permitted by law, we may send marketing or business communications about our tools, updates, offers, training, or related services.  You can unsubscribe from marketing emails using the unsubscribe link provided in the email, where available, or by contacting us through the support desk.  We may still send non-marketing messages relating to purchases, account access, legal terms, security, support, and service administration.

19. Third-Party Links

Our website, portal, tools, or materials may link to third-party websites, platforms, AI providers, payment processors, communities, software, or resources.  We are not responsible for the privacy practices, security, content, accuracy, or policies of third parties. You should review their privacy policies before using third-party services.

20. Automated Decision-Making

We do not intend to make legally significant decisions about you based solely on automated processing.  We may use automated tools for security, fraud prevention, account protection, service operation, spam prevention, abuse detection, or technical monitoring. Human review may be used where appropriate.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.  The updated version will be posted on this page with a revised “Last updated” date. Material changes may also be notified through the website, member portal, email, or support desk where appropriate.  Your continued use of the website, membership, portal, or tools after an updated Privacy Policy is posted means you acknowledge the updated policy.

22. Contact Us

For privacy, data protection, account, billing, or support enquiries, contact us through:  

Support Desk: https://productsupportdesk.com

© 2026 Prompt Tool Factory / Hodgkinson Publishing Ltd. All rights reserved.