Tools to Pay
Privacy notice
Pre-launch draft · Requires business and legal review before launch.
Status of this notice
Draft for pre-launch review, updated 14 October 2026. The operator identity is confirmed below. The retention schedule, lawful-basis assessment and provider transfer arrangements still need launch review. Contact: hello@toolstopay.com.
Legal operator
Tools to Pay is operated by DASHBOARD A.I LTD, registered in England and Wales, company number 17319299. Registered office: 61 Bridge Street, Kington, United Kingdom, HR5 3DJ. Contact: hello@toolstopay.com.
Who handles your information
Tools to Pay handles information used to operate its website, accounts, subscriptions and support. A trades company using the service determines how its own customers' job information is used; Tools to Pay processes that workspace information on the company's instructions. Contact that company about its job records, or contact us for help identifying the right route.
Information involved
Depending on the features used, records may include names, contact details, addresses, account and team details, quotes, contracts, signatures, invoices, appointment information, messages, delivery events, survey recordings, transcripts, photographs and technical security logs. Only upload information you are authorised to use.
Connecting Google email
Connecting a Gmail or Google Workspace mailbox is optional and requires the account owner's consent. We use your Google account email address to identify the connected sender and the Gmail send permission to send company-authorised messages and attachments, including quotes, contracts, invoices and enabled follow-ups. This connection does not request permission to read, search or modify your Gmail inbox. Replies to messages sent through the CRM use a separate reply address and inbound email service, and are saved in the relevant company's Client messages.
Connecting Google Calendar
Calendar access is separate from email access. We read your calendar list so you can select calendars, and free/busy time ranges to check booking conflicts. Busy-time checks do not read your personal appointment titles or descriptions. If you separately enable appointment creation, Tools to Pay can create, update and cancel its linked appointments on your owned calendar, add the intended attendee, request a Google Meet link and check their invitation response. Google receives the appointment time, company name, attendee email and, for phone appointments, the appointment phone number. Internal CRM notes are not included in those invitations. We save the linked event identifiers, meeting links and sync/response status with your company appointment.
Controlling connected accounts
Connection credentials are encrypted on the server and associated with the company and connecting user. Disconnect email in Client messages or disconnect your calendar in Manage connection to remove the saved connection used by Tools to Pay. You can also revoke Tools to Pay access in your Google Account's third-party connections settings. Disconnecting does not delete messages already sent, existing Google appointments or retained CRM records; contact hello@toolstopay.com about those records. Each company manages its own connections and authorised workspace access.
Leo, the in-app AI guide
When you ask Leo for help, your question and recent chat are sent to OpenAI together with the app guide, current page category, workspace role and package information. Leo does not automatically read customer records, form contents or files, and cannot change settings, send messages or make purchases. Do not enter passwords, payment details or sensitive customer information. Chat is held in the open page's memory, not saved as a conversation in our database, and clears when you refresh, leave the workspace or start a new chat. We keep private company/user request counters for abuse and cost controls; only the helper's position is saved in browser storage. Requests use OpenAI's store:false option, which does not remove any separate provider security or abuse-monitoring retention. Provider arrangements remain subject to the launch review described in this notice.
AI booking and Recovery replies
When your company enables AI booking or Recovery replies, Tools to Pay sends the client's latest message, limited recent conversation and your company's approved information to the configured AI service. Booking assistance also uses a shortlist of checked appointment times. These features help interpret scheduling requests and quote questions. Company rules control permitted replies; pricing negotiations and uncertain requests can be referred to your team. AI output can be wrong. Your company can pause the feature and take over the conversation. API requests use store:false; this does not itself eliminate provider security or abuse-monitoring retention.
Why it is used
Information is used to provide the requested service, manage accounts and billing, support users, maintain security and process company-authorised workflows. The final notice must document the applicable contractual, legal-obligation, legitimate-interest or consent basis for each purpose. Consent must not be assumed for optional marketing or recording.
Optional advertising measurement
If you accept advertising cookies, Meta Pixel measures visits to our public signup flow and completed, email-confirmed account registrations. Meta receives event, page, browser/device and network information and advertising-cookie identifiers, and may associate these with your Meta account under its own privacy policy. We do not supply your name, email, phone, password, payment information or customer-workspace contents to the Pixel. Automatic form matching and automatic event collection are disabled. We also save the advertisement source and campaign/ad identifiers with your new account so we can understand which advertising produces registrations. This uses your advertising-cookie consent, which you can withdraw using Cookie settings. Declining does not prevent using the service. A measured registration is not proof of a paid subscription. Meta's policy is available at https://www.facebook.com/privacy/policy/.
Providers and transfers
The service uses specialist hosting, database, payment and AI providers. Email and messaging providers process messages only when those channels are configured and used. See the provider page for current and planned integrations. Provider locations, contracts and any required international-transfer safeguards must be verified before launch.
Retention and your choices
Account records, job documents, messages, recordings and security logs serve different purposes and need different retention periods. Those periods and the deletion process are awaiting operator approval; this draft does not promise automatic deletion that has not been implemented. Contact us about access, correction, deletion, restriction, portability or objection requests. Rights depend on the circumstances and the relevant data controller.
Questions or complaints
Email hello@toolstopay.com with a privacy question. You can also raise concerns with the UK Information Commissioner's Office at ico.org.uk. Avoid including unnecessary sensitive details in an initial email.