Last updated 25 February 2026
Custom Office Tools Ltd (company number 17047758) registered at 5 Brayford Square, London, E1 0SG (“COT“, “We“, “Us“) is a controller of your personal data. We respect your data and your privacy is important to us.
This Privacy Policy explains what personal data we collect and how it is used. This policy also explains what rights you have over your personal data and how you can use those rights.
You have a number of rights under data protection legislation which, in certain circumstances, you may be able to exercise in relation to the personal information we process about you. More information about your rights and how to exercise these is set out in the “Your rights” section of this notice.
We use your data to provide and improve our products and services, including for research, feedback/surveys and enquiries.
Where we rely on consent as the legal basis on which we process your personal information, you may also withdraw that consent at any time. To exercise any other data rights, such as obtaining a copy of your data, correcting, deleting or restricting how we use your data, please see “Your rights” for more information.
You can unsubscribe from marketing communications at any time. To opt out of direct marketing, including profiling for direct marketing purposes, you can request this via the ‘Contact us’ form.
If you are seeking to exercise any of these rights, please contact us at ben@customofficetools.com.
We collect personal information when you submit your information via one of our website forms, and/or when you supply information to the COT team via email or other file sharing methodology.
Our website does not use cookies or track location data.
When you install and use our add-in software, we collect your work email address and a device identifier (machine ID) from the device on which the software is loaded. This data is transmitted to our licensing server solely for the purpose of verifying that you are an authorised user of the software under your organisation's licence agreement.
This data is retained for the duration of your organisation's licence agreement and deleted within 30 days of licence termination or non-renewal.
This processing is conducted by Custom Office Tools Ltd acting as an independent Data Controller, separate from any data processing we carry out on behalf of your employer organisation.
We collect usage data from our software in the form of feature interaction counts (for example, how frequently particular functions are used). This data is associated with a pseudonymous identifier and does not directly identify you as stored. The purpose is to understand how our software is used in order to improve it and enhance training and enablement services we provide to you.
We are allowed to use your data only if we have a proper reason to do so such as:
A legitimate interest is when we have a business or commercial reason to use your data. This involves us making an assessment of when we can rely on our legitimate interests. For more information on this assessment please contact us.
We have set out below how and why we use your personal information and the legal basis we rely on:
Responding to enquiries and developing solutions for prospective clients
Providing our software products and services under contract
Sending marketing communications
Conducting market research and surveys
Keeping our business records up to date
Complying with legal and regulatory obligations
We do not carry out automated decision-making or profiling that produces legal or similarly significant effects.
In addition to using the companies as described above, we may use third party providers for the following services:
If our business is to be integrated with another business or sold, your details would be shared with our advisers and any prospective purchaser’s advisers. Your information could also be passed to the new owners (you will be notified if this happens).
Personal data may be shared with government authorities and/or law enforcement officials for the prevention or detection of crime, if required by law or if required for a legal or contractual claim.
We do not transfer your personal data outside the United Kingdom or European Economic Area.
We retain your personal data only for as long as necessary for the purpose for which it was collected, in accordance with data protection principles. Our specific retention periods are:
We may retain data beyond these periods where we are required to do so by law, regulation, or for the establishment, exercise or defence of legal claims. In all other cases we will delete or anonymise your data at the end of the applicable retention period.
You have rights over your personal data, and you can:
Some rights, however, may be limited. We may be obliged by law or regulation to keep information. We must respect other people’s privacy as well, which means we may need to redact or remove information where it includes personal data about someone else, even if it is connected to your data. On occasion there may be a compelling legitimate interest to keep processing data.
If you want to exercise your data subject rights, please do so via the ‘Contact us’ form. To process a request from you, we may need to confirm your identity to ensure we’re accessing the right data, this helps us to protect the personal information belonging to our customers against fraudulent requests.
If you are based in the UK, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk. If you are based in the EU, you may also have the right to complain to your local data protection authority.
Please remember that when you click a link to go from our website to another website, our Privacy Policy no longer applies. Any browsing and interaction on another website, is subject to that website's or third-party notices and policies which we recommend you read. This policy applies solely to data collected and processed by COT.
