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 personal information submitted through this service.
Contact us about your information at team@eselements.co.uk, with “Staff Training Matrix UK privacy” in the subject, or write to the registered office.
Using the free checker
Your business details, contact name, role totals and answers are stored in your browser’s session storage to keep progress when you refresh the page. The matrix is calculated in your browser. These form details are not sent to our database unless you submit a quote request.
Session storage is specific to this browser tab. Use the checker’s reset option to clear it. A browser may restore a session after reopening, so clear your progress on a shared device. Do not enter individual employees’ names, health details or other sensitive HR information.
Email enquiries
You can also choose to open an enquiry in your own email application. You review and send that message yourself; it is not submitted to the website database. The information you send is handled by our business mailbox and email providers so we can respond to your enquiry. The same contact, purpose and rights information in this notice applies.
Requesting a quote
When the quote service is available, we collect your name, business name and type, business postcode, UK nation, email address, optional phone number, preferred contact method, employee count, role totals, assessment answers and generated matrix. A phone number is needed if you ask us to telephone you.
We use this information to assess your enquiry, respond with suitable options and keep a record of the request. The quote checkbox asks us to contact you about that enquiry. It does not subscribe you to a newsletter or authorise supplier marketing.
Our reasons for using information
We rely on our legitimate interests in answering business enquiries and administering the service, balanced against your rights and expectations. Where you are enquiring personally about entering a contract with us, taking steps at your request before a contract may also be relevant. We use security information to protect the service against abuse.
The rule engine provides general topic guidance. It does not make decisions with legal or similarly significant effects about an individual.
Service providers and transfers
Vercel hosts the website and processes technical requests. When quote collection is enabled, our configured PostgreSQL hosting provider stores the enquiry and Resend processes confirmation and internal notification emails on our behalf. Access is restricted to authorised people handling the enquiry and necessary service providers. We do not sell contact information.
Some providers may process information outside the UK. Before enabling a provider we review its processing terms, locations and any required transfer safeguards, including adequacy arrangements or appropriate contractual safeguards. We do not claim that all service data stays in the UK.
How long we keep it
Our policy is to review quote enquiries after 12 months and delete or anonymise them when no longer needed, unless an active enquiry, a legal obligation or the establishment or defence of a claim requires longer retention. A service administrator must carry out this review. Automated retention deletion is not enabled in this version.
Security rate-limit records use short time windows. An administrator must remove expired counters as part of routine maintenance; automatic deletion is not enabled. Hosting and email providers may keep their own operational logs under their processing terms. Data in backups is removed through the applicable backup rotation rather than by immediate deletion.
Cookies and analytics
The public checker does not load advertising, GA4 or session-recording scripts. It uses session storage to preserve the steps you requested. The restricted admin area uses a necessary sign-in cookie. No cookie banner is needed for optional trackers because none are enabled.
The software has an analytics integration point for basic funnel events, such as starting the checker or submitting a request. It currently makes no analytics network requests and includes no form contents or user identifiers. Any future measurement tools will require a review of this notice and the applicable storage, access and consent requirements before activation.
Your rights
Depending on the circumstances, you may ask to access, correct, erase or restrict use of your personal information, object to processing, or request portability. Contact us using the details above. We may need enough information to verify and locate the request.
You may also complain to the Information Commissioner’s Office. Please contact us first if you would like us to address a concern.
Changes to this notice
We will update this page as the service develops, including before adding supplier enrolment, payments, individual employee records or optional tracking. The date above identifies the current version.