Privacy notice

Who we are

Decision Trees is an internal knowledge base and training site run by Harrap Computer Systems Ltd (trading as Libresoft) for our own staff. We are the data controller for the personal information described here. If you have a question about it, or want to use any of your rights below, speak to your manager or email the person who looks after data protection at Harrap.

What we record about you

• Your account: your name, work email address and Google profile picture (from your Google sign-in), your role, which parts of the site you can use, the teams you are in, and when you last signed in.
• Sign-in sessions: a sign-in cookie on each device, with the browser name and when it was last used, so you stay signed in and an admin can sign you out everywhere if a device is lost. Sessions end after 30 days.
• Changes you make: guides, trees, deals and courses you create, edit or publish are recorded in the change log with your name and the time, so changes can be checked and undone.
• Training: which slides you have reached, the courses you have finished, your quiz answers and scores, and when required courses are next due.
• Skills: the skills your teams need, the level your managers rate you at (with their notes and a history of past ratings), and your own view of your level if you give one.
• Onboarding: if you are given an onboarding plan, the steps you tick off, and who signed each stage off and when.
• Things you choose to add: feedback on guides, shout-outs, your votes in team polls (counted, never shown by name), your sticky note (private to you) and your goes at the daily games and their scores.
• Your home page: the widgets you choose and how they are laid out, the guides you pin, and which animal your Dewey is.

What we don’t record

• Which guides you open is not linked to you. We count how often guides and steps are used, anonymously, to find guides that need improving.
• Searches are counted without your name, so we can spot guides that are missing.
• We don’t use advertising or tracking cookies, and nothing is shared with advertisers. Some settings (like your tea round names or your best game time) are kept only in your own browser.

Why we use it

To run the site and keep it secure, to keep a record of changes to our working guides, and to help make sure everyone has the training they need for their job (including required health and safety training). This is part of our legitimate interests as your employer and, for required training, our legal obligations. The fun extras are optional.

Who can see it

• Admins can see your account, your training and onboarding progress, the guides you have changed, when you were last on, and simple counts of how you have used the site (such as daily games played and shout-outs given). They use this to support you and your team, not to monitor you minute by minute.
• Managers (admins and people who sign off onboarding) can see and rate everyone’s skills, and see onboarding progress, so they can plan training and support.
• Everyone can see shout-outs, your name on game leaderboards, and that you changed a guide.
• Your sticky note is private to you.

Where it is kept, and for how long

Everything is stored on our web host in the UK. A full backup is made each day and kept for 14 days. Your account and its records stay while you work here. When you leave, an admin removes your account, which deletes your training, onboarding and skills records, game scores, sticky note, votes, the shout-outs you gave and your team memberships. The change log, and any feedback you left on guides, keep your name, because they are part of the guides’ history.

If someone connects an AI assistant using a key they made on the site, the guides it reads or changes pass through that AI service under their account.

Your rights

You can ask for a copy of the information we hold about you, ask us to correct it, and in some cases ask us to delete or stop using it. You can also complain to the Information Commissioner’s Office (ico.org.uk) if you are unhappy with how we handle it, though we’d like the chance to put it right first.