Who is responsible
Staff Training Matrix UK is operated by ES ELEMENTS LLP, registered in England and Wales under number OC457704. Our registered office is 128 City Road, London, United Kingdom, EC1V 2NX. We are the controller for information handled through this service.
Contact team@eselements.co.uk with “Staff Training Matrix UK privacy” in the subject, or write to our registered office.
Using the free checker
No contact name, email address or postcode is needed to create a matrix. You may add a business name for your own printed overview. Business type, UK nation, team totals, responsibilities and optional business name are kept in this browser tab’s session storage so you can refresh or go back. The matrix is calculated in your browser. Your full answers are not uploaded unless you submit an online quote request when that service is available.
Use “Clear this check” to remove your locally saved answers. Browsers may restore tabs after reopening, so clear progress on a shared device. Do not enter individual employees’ names, health information or sensitive HR details.
Optional pilot research
You can use the checker without participating. Before step measurement starts, we ask you to choose “Allow research measurement” or “Continue without measurement”. We rely on your consent for this optional measurement. Refusing has no effect on your matrix or access to the service.
If you agree, we save which checker steps you complete, whether you generate a matrix, open the print dialogue or click a training-enquiry button. For your first completed matrix we also save business type, UK nation, a team-size band and whether you report holding training certificates. A sector cohort from a pilot link may be included. We do not send business names, contact details, full postcodes, individual role counts or your full responsibility answers with these events.
A random research reference connects events within this browser check. A separate random key lets this browser request removal; only a hash of that key is stored on the server. Your preference and reference remain in this tab’s session storage. These records are treated as pseudonymous information, not as guaranteed anonymous data. They are not linked to advertising, another website, an individual employee or the enquiry database.
You can separately submit optional feedback about usefulness, ease, your current training-record method, your intended next step and what needs improving. The feedback form asks for its own agreement before submission. It does not enable step measurement, subscribe you to marketing or request a quote.
Use “Stop measurement and remove this check’s research data” in the checker to withdraw consent and remove its event and feedback records. If a connection problem prevents removal, measurement still stops locally and the screen tells you removal is unconfirmed. Retry or contact us with your research reference. Keep that reference if you close the tab and want to ask about your records later. Withdrawing consent does not affect processing that was lawful before withdrawal.
We retain research records for up to 90 days. A daily maintenance job removes expired records; deletion can occur at the next daily run. A minimal withdrawn-session marker remains until that deadline to prevent delayed requests from restoring removed answers. We review research in a private workspace to improve the checker and assess demand. It does not determine anyone’s legal duties, training competence, eligibility or employment prospects.
Email enquiries and online quotes
The email-enquiry link opens a draft in your own mail application. You review and send it yourself; clicking the link does not send or save an enquiry on this website. Our business mailbox and email providers handle information you choose to send so we can reply.
Online quote collection remains closed until its email service has been configured and tested. When enabled, it collects the name, company, email, optional phone number, preferred contact method and team matrix you submit. A phone number is required if you ask us to call. Requesting a quote authorises a response to that enquiry, not a newsletter or supplier marketing.
We rely on legitimate interests in responding to relevant business enquiries and administering the service, balanced against your rights. Steps at your request before a contract may also apply where you enquire personally. Enquiries are reviewed after 12 months and deleted or anonymised when no longer needed, unless an active matter or a legal obligation justifies longer retention. This review is carried out by an administrator.
Business pilot invitations
We may research a small number of relevant incorporated UK hospitality businesses using their own public websites and Companies House. We record the business, corporate entity, publicly advertised business contact route, source and date, invitation status and necessary business feedback. We use this to invite suitable teams to try the product and learn whether it is useful.
Where that research or a reply includes personal information, our basis is legitimate interests in a limited, relevant business pilot, subject to a documented necessity and balancing assessment. The first message explains who we are and links to this notice. We do not buy personal contact lists, guess addresses, track email opens or add recipients to an automated mailing list.
You can object at any time by replying “no thanks” or contacting us. We stop further pilot messages and keep only a minimal suppression record to respect that request. Unused prospect information is reviewed after 90 days; a necessary suppression record is retained while we conduct relevant outreach. This notice describes the process; it does not mean an invitation has already been sent.
Service providers, security and international transfers
Vercel hosts the website and runs the server functions. Neon PostgreSQL, provisioned through Vercel Marketplace with a London region selected, stores the private pilot database. Only authorised administrators and the necessary service providers can access it. Server credentials are kept out of browser code. Resend is prepared for a future online quote service but is not used to send pilot invitations or research feedback.
Hosting requests may involve IP addresses, request times and security logs. Our abuse controls store a keyed hash of the request address in short-lived counters, not the raw address in the research tables. We use these necessary security controls on the basis of legitimate interests in protecting the service. Expired counters are removed by daily maintenance after a short operational buffer.
Selecting a London database does not mean all support, account, logging or subprocessor data remains in the UK. Providers may process data internationally under their processing terms and applicable safeguards, including adequacy decisions, standard contractual clauses and UK transfer provisions where relevant. Provider information is available in Vercel’s Data Processing Addendum and Neon’s Data Processing Addendum.
Provider recovery copies and operational logs follow their applicable retention cycles. Deletion from the live database does not instantly remove an older recovery copy; a restored copy must have subsequent withdrawals and expiry rules reapplied before use. We do not sell contact or research information.
Cookies and browser storage
The requested checker progress uses session storage. Optional research storage and measurement follow the choice described above. The restricted admin area uses a necessary secure sign-in cookie. We do not load GA4, advertising pixels or session recordings. There is no cross-site tracking or email-open tracking.
Your rights
Depending on the circumstances, you may ask to access, correct, erase or restrict use of your information, object to processing, withdraw consent or request portability. Contact us using the details above. We may need information to verify and locate your request. For research, provide your reference rather than sending employee details.
You can also complain to the Information Commissioner’s Office. Please contact us first if you would like us to address a concern.
Changes
We update this notice when the service changes, including before adding supplier enrolment, payments, individual employee records or other measurement services.