Legal

Privacy Policy

Last updated 20 October 2026

1. Who we are

On-SamePage is a product of Workplace Software Solutions Limited, which is the data controller for this website.

• Company: Workplace Software Solutions Limited, registered in England and Wales
• Company number: 06494372
• Registered office: shown on the Companies House register
• Contact: the form on our home page, or by post to our registered office

2. What this policy covers

This policy covers the public website at www.on-samepage.com. It does not cover the On-SamePage platform itself or any customer's implementation of it. Those are governed by the agreement for that service, and the customer is the data controller for the information in their own implementation.

3. What we collect

Demo requests

The demo form asks for your name, your organisation, your role, your email address and the days or times that suit you, with an optional note about what you would like us to cover. We use these to arrange your demo and reply to your enquiry.

When you send the form, what you typed goes to Bizheart, our own business system, where it is recorded as an enquiry so the right person can reply and keep track of the conversation. Nothing is stored on this website itself. To stop automated spam, your IP address and the page you sent it from are recorded with the enquiry. If Bizheart cannot be reached at that moment, what you typed is kept on our server until it can, and is then recorded in the same way.

Analytics, only if you accept

If you accept, we use Microsoft Clarity to understand how the site is used. Clarity records your visit, which can include the pages you view, clicks, scrolling and mouse movement, and an approximate location derived from your IP address. It sets cookies in your browser. Anything typed into the demo form is masked and not recorded. If you decline, or ignore the banner, Clarity is never loaded and none of this happens.

We use this only to see which parts of the site people read and where they lose interest, so we know what to improve. We do not use it to identify individuals, and we do not combine it with anything else.

Server logs

Our web server keeps standard access logs, which record the IP address, the page requested, the time and the browser's user-agent string. This happens whatever you choose about cookies. We use the logs to keep the site running and secure: diagnosing faults and identifying abuse. We do not use them to identify individuals, build a profile of anyone or target advertising.

What we never collect

We do not ask for or store payment details, account credentials or any special category data on this website. There is no advertising, no tracking pixel and no third-party marketing tag.

4. Cookies and similar technologies

On a first visit this site sets no cookies. The banner asks whether you accept analytics cookies.

• If you accept, Microsoft Clarity sets its own cookies to recognise a returning visit. See Microsoft's privacy statement.
• If you decline, no analytics cookies are set and nothing is loaded from Clarity.

Either way, your choice is stored in your browser's local storage so the banner does not ask again. It stays on your device, is never sent to us, and exists only to honour your choice.

You can change your mind at any time: reopen the cookie choice, or clear this site's data in your browser settings.

5. Fonts

This site's typefaces are served from this site. Your browser does not request anything from a font service, so no third party learns that you visited.

6. Our legal basis for using your data

Under UK GDPR we rely on:

• Consent for analytics cookies and session recording. You give it by choosing Accept, and can withdraw it at any time using the link above.
• Legitimate interests for server logs, to keep the site available and secure.
• Legitimate interests for recording and replying to a demo request, because you contacted us and expect an answer.

7. Who we share it with

We do not sell your data, and we do not share it for anyone else's marketing. Data reaches a third party only as described above:

• Microsoft: Clarity analytics, and only if you accepted.

This website and our business system, where enquiries are kept, are hosted on self-managed servers in UK data centres. No one else has access to them.

We may also disclose information where the law requires it.

8. International transfers

Microsoft is a global provider and may process Clarity data outside the UK, including in the United States, under transfer mechanisms recognised by UK law, such as the UK extension to the EU-US Data Privacy Framework and standard contractual clauses.

9. How long we keep it

• Demo requests: kept while the conversation is live and for a reasonable period afterwards, then deleted. If you ask us to delete your enquiry sooner, we will.
• Clarity data: retained by Microsoft under its own schedule, currently around 30 days for recordings.
• Server logs: kept only as long as they are needed to keep the site secure and diagnose faults, and deleted on a routine rotation.

10. Your rights

Under UK GDPR you have the right to ask for a copy of the personal data we hold about you; to have it corrected or deleted; to restrict or object to how we use it; to receive it in a portable form; and to withdraw consent at any time, which does not affect anything done before you withdrew it.

To exercise any of these, use the form on our home page or write to our registered office. We will respond within one month. Unless you have sent us a demo request, we hold nothing about you.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

11. Children

This site is for businesses and organisations. It is not intended for children, and we do not knowingly collect data about them.

12. Changes to this policy

If we change how this site handles personal data, we will update this page and the date at the top.

13. Contact

Questions about this policy or about privacy generally: use the form on our home page.