Privacy Policy

Last updated 5 November 2026

KHOC Manager ("the service") is run by Yard8 Limited ("we", "us"). This policy explains what personal data we hold when you use the website at khocmanager.com and the KHOC Manager mobile app, why we hold it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who is responsible for your data

Yard8 Limited is the data controller for your account and for the running of the service. Your Kingdom Hall Operating Committee (KHOC) decides what it records about jobs, volunteers and accounts in its own area of the service, and the committee is responsible for that content.

Yard8 Limited, company number 14677042, registered in England and Wales, registered office: Ground Floor, Nautica House Waters Meeting Road Bolton BL1 8SW England to 5 Canon Court Institute Street Bolton BL1 1P. Email: hello@yard8.co.uk.

What we collect

  • Account details: your name, email address, mobile number, congregation, role and a securely hashed password. Coordinators may add these on your behalf when they invite you.
  • Jobs: which jobs are assigned to you, when they are due, when you mark them done, any note you add, and the IP address of the device used to mark a job done (so the committee can see the record is genuine).
  • Messages: a log of the text messages and emails the service sends you, including the date, the content and whether they were delivered.
  • Accounts: if your committee uses the accounts features, the transactions, bills, receipts and documents its accounts servant records. These may include names of people paid or reimbursed.
  • Technical data: sign-in tokens for the mobile app and the name of the device they were created on, the session cookie for the website, and standard web server logs (IP address, browser, pages requested) kept for security.

We do not collect payment card details, and we do not use analytics or advertising trackers.

Why we use it and our lawful basis

  • To run the service (performance of a contract, Article 6(1)(b)): creating your account, assigning jobs, texting and emailing you about them, and keeping the committee's records.
  • To keep the service secure (legitimate interests, Article 6(1)(f)): sign-in tokens, server logs, rate limits and the record of who marked a job done.
  • To meet legal duties (legal obligation, Article 6(1)(c)): keeping accounting records your committee is required to retain.

Text messages are part of the service, not marketing: we only text you about jobs you have been given, reminders for them, and a gentle nudge if one is overdue. We never send marketing messages.

Who we share it with

We use a small number of suppliers to run the service. They act on our instructions and may only use your data to provide their service to us:

  • a hosting provider for the website, database and uploaded documents;
  • an SMS provider (ClickSend) to send text messages, and Twilio where WhatsApp messages are enabled;
  • an email provider (Resend) for account emails such as password resets and the monthly summary;
  • Google Fonts, which serves the typeface used on the website. Your browser requests it directly from Google.

Within the service, your name and job details are visible to the coordinators of your congregation and hall, and your name appears to fellow volunteers when a job is passed to them. We do not sell personal data and we do not share it with any other organisation.

International transfers

Some of our suppliers process data outside the UK. Where they do, we rely on the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, or on a UK adequacy decision, so your data has protection equivalent to UK law.

How long we keep it

  • Your account, while it is active. If a coordinator deactivates you or you ask us to close it, we delete your account details; your name stays on past job records so the committee's history is accurate.
  • Links in text messages work for 24 hours and are deleted a week after they expire.
  • The message log is kept for as long as the job it relates to.
  • Accounts records are kept for as long as your committee needs them, normally at least six years to meet accounting rules.
  • Server logs are kept for no more than 90 days.

Security

Passwords are stored hashed, never in plain text. Connections to the website and the app use HTTPS. Uploaded documents are stored outside the public web folder and are only served to signed-in people with the right role. Access to the live systems is limited to the people at Yard8 Limited who need it.

Your rights

You have the right to ask for a copy of the personal data we hold about you, to have inaccurate data corrected, to have your data erased, to restrict or object to how we use it, and to receive your data in a portable form. You can update your own name, email, mobile number and password from your profile at any time. For anything else, contact us using the details above. We will reply within one month.

If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. Our ICO registration number is 00016229372.

Children

The service is for adult members of a congregation. We do not knowingly create accounts for anyone under 18; if one has been created, tell us and we will remove it.

Changes

If we change this policy we will update the date at the top. If a change is significant we will tell signed-in users on the website.