1. Who We Are
Prompt Tool Factory is operated by Hodgkinson Publishing Ltd ("Prompt Tool Factory", "we", "us", or "our"), a company based in the United Kingdom.
2. Scope of This Privacy Policy
This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit PromptToolFactory.com, purchase or use the Prompt ToolFactory membership, access the member portal, contact support, subscribe to or receive our emails, or otherwise communicate with us.
It applies to website visitors, prospective customers, members, authorised business users, affiliates, contractors and other individuals whose personal information we process.
3. Business-to-Business Nature of the Service
Prompt ToolFactory is intended for business, commercial, professional, entrepreneurial, educational and organisational use. It is not primarily intended for personal, household or consumer use. If you purchase or access the membership for a company, organisation, partnership, client, team or other entity, you confirm that you are authorised to do so.
4. Personal Information We Collect
4.1 Information you provide directly
- name, business name and email address;
- billing and transaction information supplied through checkout;
- account or member-access information;
- support desk messages and information you choose to send us;
- feedback, testimonials, comments or survey responses;
- information submitted through our own forms, where applicable.
4.2 Membership and account information
- membership status and access level;
- purchase date and transaction reference;
- billing status and duplicate-purchase records;
- support history;
- security, authentication and access records made available to us by our member-platform providers.
4.3 Payment information
Payments are processed through third-party checkout and payment providers. We do not intentionally store full payment-card numbers on our own website. We may receive limited transaction information such as purchaser name, email address, billing address, transaction ID, payment status, payment method type, partial card details, tax/VAT information, fraud-screening information and chargeback or duplicate-purchase records.
4.4 Technical information
Even though the public site currently uses no third-party analytics or advertising trackers, ordinary web hosting, security systems and service providers may create limited technical logs such as IP address, browser/device information, access time, requested page and security/error information. The checkout and member portal may also process technical data under their own systems and privacy terms.
5. ChatGPT, Prompt ToolFactory GPT and Your Build Data
Your interaction with ChatGPT is processed by OpenAI under the terms, privacy settings and account controls that apply to your own ChatGPT account. We do not receive a copy of your ChatGPT conversation history or the content you build there unless you separately choose to send that information to us, for example in a support request.
Likewise, many standalone HTML tools supplied through or created with PTF are designed to process information locally in your browser. Unless a specific tool clearly tells you that information is being transmitted to an external service, we do not receive local form data, saved project data or local browser-storage content from your use of that tool.
6. How We Collect Personal Information
We collect personal information when you provide it directly, purchase membership access, create or use a member account, contact support, subscribe to email, interact with checkout or member-portal systems, or when limited operational/security information is provided by our hosting, checkout, member-platform, email or security providers.
7. How We Use Personal Information
- to provision and manage membership access;
- to process purchases, receipts, duplicate-purchase requests, accounting and tax records;
- to provide support and investigate account, access, billing or technical issues;
- to protect accounts, systems, intellectual property and the membership from abuse, fraud or unauthorised access;
- to send purchase, access, security, legal and operational communications;
- to send marketing emails where permitted by law and subject to unsubscribe controls;
- to improve documentation, support processes, website reliability and membership resources using information we actually receive;
- to comply with legal, regulatory, tax, accounting and dispute-resolution obligations.
8. Lawful Bases for Processing
Where UK GDPR, EU GDPR or similar laws apply, we rely on one or more of: contract (to provide paid access and support), legitimate interests (to operate, secure and improve our business and communicate with business contacts), legal obligation (for tax, accounting, regulatory and lawful requests), and consent where a particular activity legally requires it.
10. Third-Party Service Providers
We use third-party providers to operate parts of the service. Depending on how you interact with us, these may include:
- ThriveCart for checkout and purchase processing;
- ProductDyno for member access and portal delivery;
- AWeber for email marketing and related subscriber communications;
- OpenAI / ChatGPT where you choose to use the Prompt ToolFactory GPT in your own ChatGPT account;
- payment processors used by checkout;
- website hosting, infrastructure, security and backup providers;
- our support/helpdesk systems;
- professional advisers such as accountants, legal advisers, insurers and compliance advisers where necessary.
Each provider processes information according to the services it supplies, the contracts in place and its own privacy terms. We only share personal information where reasonably necessary for the relevant purpose.
11. Email Communications
AWeber is used for marketing email relating to Prompt ToolFactory and, where appropriate, related offers or training. You can unsubscribe from non-essential marketing emails using the unsubscribe mechanism in the message. We may still send non-marketing messages relating to purchase, access, account administration, security, support or legal matters where appropriate.
12. International Data Transfers
We are a UK business and use service providers that may host or process data in the United States or other countries. Where applicable data-protection law requires safeguards for international transfers, we rely on appropriate contractual or legal mechanisms made available by the relevant providers, which may include adequacy regulations, data-processing agreements, Standard Contractual Clauses, UK Addenda or International Data Transfer Agreements.
13. How Long We Keep Personal Information
We keep personal information only for as long as reasonably necessary for the purposes described in this policy. Typical examples include:
- membership/account records: while the membership account remains active and for a reasonable period afterwards;
- payment, invoice, tax and accounting records: generally up to 6 or 7 years where required for accounting or tax purposes;
- support records: as reasonably needed for support history, disputes, security and legal risk;
- security/access logs: for a limited operational period unless required for an investigation or legal claim;
- email subscriber records: while subscribed and as needed to maintain suppression/unsubscribe records.
We do not set a retention period for your ChatGPT prompts or PTF build conversations because those are not received or stored by us merely through your use of our GPT.
14. Data Security
We use reasonable technical and organisational measures appropriate to the information and services we operate, which may include access controls, authentication, restricted administrative access, provider due diligence, backups and incident-response procedures. No internet service is completely secure. You are responsible for keeping member and third-party account credentials confidential and notifying support if you believe your PTF member access has been compromised.
15. Your Data Protection Rights
Depending on your location and applicable law, you may have rights to access, correct, delete or restrict certain personal information; object to certain processing; request portability; withdraw consent where consent is the lawful basis; and object to direct marketing.
Submit privacy requests through ProductSupportDesk.com. We may need to verify your identity. UK users may also have the right to complain to the Information Commissioner's Office.
16. California and Other US State Privacy Rights
We do not sell personal information for money and, at the date of this policy, we do not use our public site to share personal information for cross-context behavioural advertising. If an applicable US state privacy law grants you rights to access, correct, delete, obtain a copy of or opt out of specified processing, you may submit a request through our support desk.
17. Children
The website, membership and services are intended for business and professional users aged 18 or over and are not directed to children. We do not knowingly collect personal information from children.
18. Third-Party Links
Our website, member portal, tools, training or emails may link to third-party websites and services. We are not responsible for their privacy, security, content or policies. Review their terms and privacy notices before using them.
19. Automated Decision-Making
We do not intend to make legally significant decisions about you solely by automated processing. Automated systems may be used by us or our providers for security, fraud prevention, payment processing, spam prevention, authentication or technical operation.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The current version will be posted at prompttoolfactory.com/privacy.html with an updated date. Material changes may also be communicated through the website, member portal, email or support desk where appropriate.