Privacy-conscious planning and minimal records

Start with the purpose, then the minimum data

The ICO’s data-minimisation guidance says personal data should be adequate, relevant and limited to what is necessary for the specified purpose. That means first identifying the purpose rather than collecting information just in case it becomes useful. A hypothetical budget usually needs a count, not a list of people. Use anonymous figures wherever they answer the planning question.

For example, “twelve hypothetical contributors at £5 each” is enough to calculate £60. Adding twelve names would not improve that multiplication. Do not add home addresses, dates of birth, bank details or identity documents to an arithmetic draft. If a later reviewed activity has a genuine need for particular information, assess that separately with appropriate privacy advice and clear responsibilities.

• Keep planning figures separate from contact records.
• Do not collect participant information through this website.

Understand what this worksheet keeps

The local tool holds its current figures in page memory. It does not deliberately write those figures to cookies, local storage or a remote database. Reloading returns the default example. A requested TXT export saves a file on the user’s device containing entered figures, calculated allocations and questions. That file can still be copied or shared, so keep it free of personal details.

Hosting infrastructure may process ordinary request and security information, which is different from transmitting the worksheet answers. Source links take users to external websites with their own policies. Any production deployment should be checked for additional scripts or hosting changes before broad privacy statements are published. A claim about the local tool should not silently become a promise about every third party.

Separate enquiries from participation

The information-enquiry form is a different function from the anonymous worksheet. It requests a phone number and offers optional name, email and area fields, with a consent statement linked to privacy information. It is not an entry route and does not reserve anything. In this staging version, delivery is not connected and visitors should not submit real personal details.

Before production enquiries are enabled, the operator must supply accurate information about controller identity, purpose, recipients, retention, international handling and available rights. Those details should reflect the real backend and access arrangements. This guide does not invent a retention period or promise that a checkbox alone supplies every necessary legal basis. Contact permission is not permission for unrelated marketing.

Plan access, retention and correction together

If a permitted activity later needs records, decide who can see them, why they need access and how mistakes can be corrected. Avoid publicly shared spreadsheets or unnecessary copies in group chats. Give records meaningful draft or final labels and define a review or deletion process appropriate to their purpose. Do not keep information indefinitely merely because deleting it has not been assigned to anyone.

The ICO advises periodic review and removal of data no longer needed, and notes that its guidance is under review following legislative changes. Check the current material rather than treating this article as a fixed compliance standard. Before an actual promotion launches, resolve its data handling and gambling classification with appropriate qualified review. This website offers planning information, not legal advice, security certification or outsourced record management.