Declaflow Terms and Conditions of Use


The Declaflow Platform (the Platform) is software-as-a-service (SaaS) provided by The Workflow Doctor Ltd, which is a company limited by shares incorporated in England and Wales (Company Registration Number 11456934).

The Platform allows Responsible Organisations (ROs) to capture, publish, and report the Declarations of Interest, Gifts and Hospitality made by their members (the Declarers) as required by legislation, regulation, policy, guidance, or procedure.

The Platform allows the RO to demonstrate, with minimal effort, the highest standards of openness, transparency, accountability, probity and governance demanded of Public Sector Bodies (PSBs) in the UK.

Website Use

The Platform uses a secure website (the Website) which is accessible in Web browsers.

RO Administrators manage access for Declarers to make their own declarations.

The website at https:// and any associated sub-domain is device-independent and requires no software or app installation.

Website traffic is secured from end-to-end with Secure Socket Layer (SSL) encryption.

Users of the Website agree to:

  1. use the Website solely as intended for the administration and making of declarations of Interest, Gifts, or Hospitality; and,
  2. make factually accurate, true, and full declarations.


The Declaflow Website does not use cookies to function and we do not track users.

The web server technology collects anonymous logs that include the type of browser used and when declarations are made (date and time) so that we can improve our service by writing software that works best in your preferred device and browser and device. These data will not be combined with data from other sources.

The live customer help function (Live Chat) is provided by Userlike which uses cookies to ensure continuity of service. Userlike’s use of cookies is described here: Declaflow has access to Userlike cookie data in aggregated usage reports. These data are not combined with Declarers’ identities.

Data Processing, Data Protection, and Privacy

Data Captured

Declaflow captures the data provided by each Declarer for each Declaration in accordance with the standards set out in Government guidance.

The following data are captured for each declaration made:

  1. Declarer First Name
  2. Declarer Last Name
  3. Declarer Also Known As
  4. Declaration Interest Type
  5. Declaration Description
  6. Declaration Company
  7. Declaration Effective From Date
  8. Declaration Effective To Date
  9. Declaration Value
  10. Declaration Type of Value
  11. Declaration Guidance Sought From
  12. Date and Time Declaration was Made

Each of these data fields is required for the RO’s Public Register of Interests, Gifts, and Hospitality to comply with Government requirements, and will appear in the Declarations report once it is published on the RO’s website. 

Data Processed

Declaflow does not process personal data. We capture the data listed in a) to m) above and provide that data in reports, including a Register for publication to the RO’s website.

Data Accuracy

In the interests of probity and good data governance, Declaflow may compare the data provided for Companies to official data listed elsewhere such as the Companies House register of companies.

This data-checking is to ensure declarations are correctly matched to existing legal entities and to prevent typographic errors from invalidating data entries.

Data Retention and Disposal

All data is retained for the periods required by applicable regulation or guidance. Typically, this will be seven years for UK-registered legal entities. After seven years, records will be made available to the RO for further retention or disposal and deleted from the Declaflow archive.

Data Protection, and Privacy

Declarations of Interest, Gifts, and Hospitality are a matter of public record for those working in Public Office.

Each RO will have contractual, policy, and/ or procedural requirements of their representatives.

All entries made on the Declaflow Platform will be published in the public domain per the RO’s requirements.

No other information about the Declarer is processed or stored on the Declaflow Platform.


The Declaflow website and associated material is provided ‘as is’, without any representation or endorsement made and without warranty of any kind whether express or implied, including but not limited to the implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy.

These terms of use and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and constructed in accordance with the law of England and Wales.