Effective date: 17/09/2026
Last updated: 17/09/2026

This Privacy Policy explains how Kirby Industrial Ltd("we", "us", "our") handles information in connection with the ToolSentinel mobile application ("ToolSentinel", the "App").

We are committed to handling personal information responsibly and transparently.

ToolSentinel is primarily designed as an offline tool and equipment record-management application. In the current version, most information entered into ToolSentinel is stored locally on the user's device and is not transmitted to or stored on servers operated by Kirby Industrial Ltd.

ToolSentinel is developed and provided by:

Kirby Industrial Ltd
Company number: 17345846
Registered in: England and Wales
Registered office: 58B High Street | Stony Stratford | Milton Keynes | Bucks | England | MK11 1AQ
Privacy contact: privacy@kirbyindustrial.co.uk

Kirby Industrial Ltd is responsible for personal information that it receives and processes in connection with ToolSentinel, such as support and feedback communications.

ToolSentinel allows users to create and store information including:

• toolbox names and locations;
• tool and equipment records;
• manufacturer, model and serial-number information;
• purchase information and costs;
• notes;
• toolbox-check results and history;
• photographs of tools or equipment;
• photographs or files associated with receipts;
• receipt information;
• generated reports; and
• App preferences and settings.

Some of this information may contain personal or business information depending on what the user chooses to enter.

In the current version of ToolSentinel, this information is stored locally on the user's device.

Kirby Industrial Ltd does not routinely receive or have access to these locally stored ToolSentinel records.

Users should therefore avoid entering unnecessary personal, confidential or sensitive information into free-text fields or attachments.

ToolSentinel allows users to capture photographs using the device's camera application and to select photographs or files using the device's system file or media picker.

These features are used only when initiated by the user.

ToolSentinel does not request Android location permission and does not require general access to the user's photo library or device storage in order to perform these actions.

Photographs and files selected or captured for ToolSentinel are used to provide the relevant App functionality and are stored as part of the user's local ToolSentinel data.

ToolSentinel does not automatically upload these photographs or files to Kirby Industrial Ltd.

Permission to use the camera or other device features is controlled through the user's device and operating-system settings.

Photographs and files may retain metadata originally contained in them, such as capture date, camera information or location metadata. ToolSentinel does not use this metadata to track your location. If you choose to share or export a file, any metadata retained within that file may also be shared with the receiving application or service.  

ToolSentinel does not request Android location permission and does not use device location APIs to track the user or their tools.

The toolbox location field is entered manually by the user.

Photographs selected or captured by the user may independently contain embedded metadata, including location metadata such as GPS coordinates. ToolSentinel does not use this metadata to track your location. If you choose to share or export a photograph or file, any metadata retained within that file may also be shared with the receiving application or service, as described in section 3.

ToolSentinel includes functionality allowing users to provide feedback, report problems or contact us.

If you choose to send feedback or contact us, we may receive information including:

• your email address or other contact information;
• the content of your message;
• information you voluntarily include;
• screenshots or files you choose to attach; and
• technical information included with the feedback, such as the ToolSentinel version and build number, Android version, device manufacturer and model, and the area of the App from which the feedback was sent.  

ToolSentinel may prepare diagnostic information to assist with troubleshooting. ToolSentinel does not automatically transmit feedback or diagnostic information. Information is handed to another application or service only after you deliberately choose the Share feedback action. Once information has been handed to another application, that application's own privacy, synchronisation and transmission practices apply.  

The email, messaging or sharing service that you choose may process your information under its own privacy policy.

We use information submitted through feedback and support to:

• respond to enquiries;
• investigate bugs or technical problems;
• improve ToolSentinel;
• understand how reported problems occur; and
• maintain the security and reliability of the App.

ToolSentinel allows users to generate reports and may allow information to be shared or exported using other applications installed on the device.

Receipt images and PDF attachments can be viewed locally within ToolSentinel. Viewing an attachment does not automatically transmit it to another application or service. If you choose the Share action, the attachment is handed to your device’s system sharing interface and the privacy practices of the selected receiving application or service then apply.  

When you choose to share or export information, that information may be transferred to:

• another person;
• an employer or customer;
• an email provider;
• cloud-storage software;
• messaging software; or
• another application or service selected by you.

These transfers are initiated by the user.

Kirby Industrial Ltd does not control how a third party chosen by the user handles information after it has been shared with that third party.

You should check information before sharing it and ensure that you have permission to share information relating to other people or organisations.

The current Android version of ToolSentinel disables standard Android cloud backup and device-to-device transfer of its private application data.

This means ToolSentinel's private records, preferences and stored attachments are not intended to be included in standard Android backup or transfer services.

Files that originated outside ToolSentinel, files that you export or share, and copies held by other applications or services may still be subject to the backup, synchronisation or storage settings of those services.

Kirby Industrial Ltd does not have access to operating-system or third-party backups.

Kirby Industrial Ltd does not use the contents of your ToolSentinel tool records, toolbox checks, receipts or photographs for targeted advertising.

We do not sell your ToolSentinel records or personal information to advertisers.

Where Kirby Industrial Ltd receives personal information directly, for example through a support or feedback request, we may use it to:

• provide support;
• respond to communications;
• investigate faults;
• improve and develop ToolSentinel;
• protect the security and integrity of the App;
• maintain appropriate business records; and
• comply with legal obligations.

We will not use information for a materially different purpose without considering whether further notice or another lawful basis is required.

Where UK data-protection law applies, Kirby Industrial Ltd processes personal information only where there is an appropriate lawful basis.

Depending on the circumstances, this may include:

Legitimate interests – where processing is reasonably necessary to operate, support, secure and improve ToolSentinel and to respond to feedback, provided those interests are not overridden by the individual's rights and interests.

Contract – where processing is necessary to provide a service or respond to a request connected with the use of ToolSentinel.

Legal obligation – where we are required to process or retain information to comply with applicable law.

Where consent is specifically requested for a particular use, consent may also provide the lawful basis for that processing.

Kirby Industrial Ltd does not sell personal information.

We may disclose personal information that we actually receive where reasonably necessary to:

• service providers assisting us with business communications, hosting or technical services;
• professional advisers such as accountants, legal advisers or insurers where appropriate;
• regulators, law-enforcement bodies or courts where disclosure is required or permitted by law; or
• another organisation in connection with a legitimate corporate transaction, subject to appropriate protections.

Service providers may only use information for the purpose for which it has been provided and subject to applicable legal and contractual requirements.

Information that remains solely within ToolSentinel on the user's device is not routinely available to Kirby Industrial Ltd to share.

ToolSentinel operates on platforms and devices provided by third parties, such as Android and Google Play.

Those organisations may independently process information relating to use of their services in accordance with their own privacy policies.

ToolSentinel may also interact with applications chosen by the user for purposes such as email, file sharing or document storage.

Kirby Industrial Ltd is not responsible for the privacy practices of independent third-party services.

Some service providers used for communications, infrastructure or technical services may process information in countries outside the United Kingdom.

Where Kirby Industrial Ltd is responsible for an international transfer of personal information, we will take appropriate steps required by applicable data-protection law to protect that information.

We take reasonable technical and organisational measures to protect personal information for which Kirby Industrial Ltd is responsible.

ToolSentinel primarily stores its operational records within application storage on the user's device and relies in part on security protections provided by the device and operating system.

Users are responsible for maintaining appropriate security on their device, including measures such as screen locking, device updates and controlling access to the device.

No method of electronic storage or transmission can be guaranteed to be completely secure.

Information deliberately exported or shared from ToolSentinel is subject to the security of the destination selected by the user.

Locally stored ToolSentinel records remain on the user's device until they are:

• edited or deleted by the user;
• removed using ToolSentinel's Delete all ToolSentinel data function;
• removed when the App or its data is deleted; or
• otherwise removed through device or operating-system controls.

Kirby Industrial Ltd cannot normally retrieve or delete locally stored ToolSentinel records remotely because those records are not stored on our servers.

Copies that have previously been exported, shared, independently copied or stored by another application or service may remain outside ToolSentinel and must be managed separately.  

Personal information received through support or feedback communications will normally be retained for up to 12 months after the last substantive communication, unless a longer period is reasonably required to:

• resolve an ongoing issue;
• meet legal or regulatory requirements;
• maintain necessary business records; or
• establish, exercise or defend legal claims.

Information that is no longer required will be securely deleted or anonymised where appropriate.

ToolSentinel provides a Delete all ToolSentinel datafunction within the App.

Using this function permanently removes ToolSentinel's locally stored application records, saved attachments, preferences and ToolSentinel-owned temporary files from the App's active local storage, where deletion completes successfully.  

Users may also be able to remove App data using their device's operating-system controls or by uninstalling ToolSentinel.

Deleting local ToolSentinel data does not automatically delete:

• reports or files previously exported from the App;
• information previously shared with another person or service;
• files or copies stored independently by another application, platform, backup provider or service; or  
• support or feedback communications previously sent to Kirby Industrial Ltd.

Requests concerning personal information held directly by Kirby Industrial Ltd can be made using the contact information in this Privacy Policy.

Where applicable data-protection law gives you these rights, you may have the right to request:

• access to personal information we hold about you;
• correction of inaccurate information;
• deletion of information;
• restriction of processing;
• transfer of certain information;
• information about how your data is used; or
• objection to certain processing.

The exact rights available depend on the circumstances and the lawful basis for processing.

Where information exists only locally within ToolSentinel and Kirby Industrial Ltd does not possess or have access to it, these rights will normally need to be exercised directly using the App or your device.

To exercise rights concerning information held by Kirby Industrial Ltd, contact:

privacy@kirbyindustrial.co.uk

We may need to verify your identity before responding to certain requests.

If you have concerns about how Kirby Industrial Ltd handles your personal information, please contact us first so that we can investigate.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.

Information about making a complaint is available from the ICO.

We may update this Privacy Policy when ToolSentinel changes, when our data practices change or when legal or regulatory requirements change.

The latest version will state its effective date and last-updated date.

Where a change materially affects how personal information is handled, we will take reasonable steps to bring the change to users' attention.

You should review this Privacy Policy periodically.

For privacy enquiries relating to ToolSentinel, contact:

Kirby Industrial Ltd
Company number: 17345846
Registered office: 58B High Street | Stony Stratford | Milton Keynes | Bucks | England | MK11 1AQ
Email: privacy@kirbyindustrial.co.uk