Privacy statement
Effective date: 7 November 2026
KLO Pre-Con ("the app") and its sign-off web page ("the page") are made by KLO Technical Services Limited, trading as KLO Development Services, company number 16105032, registered office 23 Brook Road, Bomere Heath, Shrewsbury, Shropshire, SY4 3PU ("KLO", "we").
Your company uses KLO Pre-Con to run its pre-construction procedure: who signs off each step, the emails that follow, meetings, hold points and trackers. This statement explains where that information is kept and where it goes.
The short version
- We never receive your company's record. KLO hosts the sign-off page's code, but neither the app nor the page sends your company's information to KLO. The record is kept in your company's own Microsoft 365 (SharePoint), and reached with your own Microsoft sign-in.
- Emails and meeting invitations go from your own mailbox and calendar, through your company's Microsoft 365.
- No advertising, no analytics, no tracking. The app and the page collect no usage data, and don't track you across other apps or websites.
What the record holds, and where
| What | Where it's kept |
|---|---|
| The company's record: its people and their roles, administrators, deputies and cover, its procedures, its leads, and its company-wide meeting | In the folder your company chose on its SharePoint site (the company's Pre-Con folder) |
| Each scheme's record: every sign-off with its note and evidence, hold-point releases, meetings (when, where, who is invited and who is coming), tracker rows, and who did each thing and when | In the company's Pre-Con folder while the scheme is a lead, then in the scheme's project on SharePoint |
| Issued tracker PDFs | In the scheme's project on SharePoint, as registered documents |
| Deal terms sent from KLO Development Manager, if your company uses it | In the scheme's record, for reading |
| Copies of record files already read, so the app opens quickly and shows the record with no signal | On each device, in the app's own folders, until you sign out. Nothing is signed off or changed with no signal |
| A practice record, if you use one | On that device only. Nobody is emailed from it |
| Your Microsoft sign-in | In the device's keychain (Apple's encrypted store), on that device only |
| Which record the app opens, and an id for the device | In the app's settings on the device |
With KLO Document Control, the same project opens there too.
Nothing in the record is overwritten. Each change is a new file, so the history shows who did what and when.
Microsoft holds your company's SharePoint, mail and calendars under your company's own agreement with Microsoft. KLO can't see them.
What the app and the page ask Microsoft for
| Permission | Why |
|---|---|
| Sign you in and read your profile (User.Read, offline_access) | To know your name and email address, which the record uses for your sign-offs and the emails you send, and to keep you signed in |
| Read and write files and sites (Files.ReadWrite.All, Sites.ReadWrite.All) | To find your company's SharePoint site and its libraries, and to read and write the record and the tracker PDFs in the company's Pre-Con folder and each scheme's project |
| Send mail as you (Mail.Send) | To email the people a sign-off, a late step, a meeting or an issued tracker affects. The app asks for it at sign-in, together with the others. If it isn't allowed, the app tells you each time an email couldn't go |
| Read and write your calendars (Calendars.ReadWrite) | Used only for someone who sets up a meeting: to send its Outlook invitation, move it or call it off, and read who has accepted. The app asks for it at sign-in, together with the others, but uses it only for meetings you set. The page asks for it only when you set, move or call off a meeting, and reads answers only to meetings you sent, once you've allowed it |
Microsoft asks you to allow the app's permissions together: allowing them, or cancelling, is the choice it gives. Because the file and site permissions reach files across the organisation, your company's IT administrator may need to agree to KLO Pre-Con once, for everyone, before anyone can sign in. Once they have, nobody is asked.
Emails and invitations
- A sign-off emails the people it affects. That's the roles named in the procedure, sometimes including people outside your company, such as consultants, whose addresses your company has put in the record.
- Meetings: the Outlook invitation goes from the calendar of the person who sets the meeting up. Reminders and the minutes are emailed to everyone invited. Issued trackers are emailed with their PDF.
- An email goes from the mailbox of the person who did what it's about, with these exceptions, each sent from the mailbox of whoever opens the record first (on that scheme, or for a company meeting, in the company):
- a late step's email, the day it goes late and each Monday after;
- the minutes KLO Meetings issued, since KLO Meetings sends no email of its own. The email says whose mailbox it came from.
- Emails aren't kept in the sender's Sent Items.
- Someone signing off on the page from outside your company has no mailbox in it. Their emails wait in the record, and the next person on that scheme with a mailbox sends them, saying so.
- Each email sent is written in the scheme's record, as the record of what was sent.
The sign-off page
-
Where it is:
apps.klodevelopmentservices.co.uk/pre-con/, for people without an iPhone, iPad or Mac, and for guests. -
Guests: a guest is given the company's whole KLO Pre-Con folder, so they can read every lead and scheme in it, deal terms included, though they sign off only the steps of a role they've been added to.
-
Hosting: the page is hosted by Cloudflare. Like any web host, Cloudflare handles your IP address and browser details to deliver the page, under its own privacy policy.
-
Who it talks to: once loaded, the page talks only to Microsoft (to sign in, and to Microsoft Graph). KLO adds no analytics or tracking to it.
-
Kept in your browser:
- an id for that browser;
- the latest change it saw in each scheme;
- copies of record files it has read;
- what you've typed before signing off.
Your sign-in lasts for that browser tab only. To remove all of it, clear the site's data in your browser.
Links to other KLO apps
An "Open in KLO …" button opens another KLO app on the same device. It passes the scheme's id, code and name and the step. Nothing is sent over the internet.
Information about other people
Your company decides who and what goes into its record: names, email addresses, notes and documents. Your company is responsible for that information and for who it is emailed to. If your company has a data protection policy, use KLO Pre-Con in line with it.
Your rights
- KLO doesn't hold your company's record, so we can't see, change or delete anything in it.
- The record is your company's. Ask your company about anything about you in it. Its history is kept on purpose, so that every sign-off can be traced.
- What Microsoft holds is for your company's Microsoft 365 administrator.
Support emails. If you email us at [email protected], we use your email only to answer you.
- We keep it for as long as we need to deal with it, then delete it.
- If it leads to work for you, it becomes part of our business records for that work.
- You can ask us to see or delete it.
If your company buys a licence, we keep:
- the company's name;
- its Microsoft tenant ID (which identifies its Microsoft 365, not any person);
- the number of people licensed and the licence dates;
- the name and email address of the person we invoice.
We use these to issue the licence and to invoice for it, and keep them as business records for as long as UK law requires.
You can complain to the Information Commissioner's Office (ico.org.uk) if you think your information has been handled wrongly. We'd be grateful for the chance to put it right first.
Children
KLO Pre-Con is for companies and their staff. It isn't meant for children.
Changes
If this statement changes, the new version is put on this page with its date. If a change affects what leaves your device, it is described in the app's release notes too.
Contact
KLO Development Services, 23 Brook Road, Bomere Heath, Shrewsbury, Shropshire, SY4 3PU. Email: [email protected].