Privacy Policy.
This policy has been drafted from the current website build. A few items still need your confirmation before publishing – each is marked To confirm below. The main ones are: the legal business name and status, registered/postal address, telephone number (if any), ICO registration number, and hosting provider.
This policy covers the clientcomms.co.uk marketing website only – visitor data, the contact form, and cookies. It does not cover how clientcomms processes personal data on behalf of adviser firms when writing and sending their client newsletters. That relationship (where clientcomms acts as a data processor for a firm's own client data) needs a separate Data Processing Agreement with each firm, prepared with proper legal advice – it isn't something a website privacy policy can cover. Happy to help draft one if useful, but flagging it now so it isn't accidentally treated as "covered" by this document.
1. Who we are
To confirm is responsible for the personal information collected through this website. If you have any questions about this policy or how we use your information, please contact us at:
- Email: hello@clientcomms.co.uk
- Postal address: To confirm
- Telephone: To confirm, if applicable
2. The information we collect
We may collect and use the following types of personal information when you interact with this website:
- Contact details you give us through the enquiry form – your name, firm name, email address, firm type and message.
- Technical information such as your IP address, browser type, device information, pages visited and the date and time of your visit.
- Communication records, including any enquiries or correspondence you send us by email.
3. How we use your information
We use personal information to:
- Respond to enquiries submitted through the contact form or by email.
- Provide information about clientcomms where you've asked us to.
- Maintain the security and performance of the website.
- Keep appropriate business records and meet legal or regulatory obligations.
We do not currently use your information for marketing communications unless you've directly asked us a question or requested information, and we do not sell personal information to third parties.
4. Our lawful bases for using your information
Under UK data protection law, we rely on the following lawful bases, depending on the circumstances:
- Contract: where processing is necessary to take steps at your request before entering into a contract with us, or to perform one.
- Legitimate interests: where we respond to enquiries or maintain the security of the website, provided this doesn't override your rights and interests.
- Legal obligation: where we need to use your information to comply with the law.
5. Cookies and similar technologies
This website does not currently use analytics or marketing cookies. The site uses only the technical functionality needed for it to work correctly (for example, remembering that the mobile menu is open).
The website loads typefaces from Google Fonts. When a page loads, your browser makes a request directly to Google's servers to fetch these fonts, which means your IP address is shared with Google as part of that request. This isn't a cookie set by clientcomms, but it is a form of data sharing with a third party, so we're disclosing it here. Google's use of this information is governed by Google's own privacy policy.
If analytics (e.g. Google Analytics), a cookie consent banner, or any marketing pixels are added to the site in future, this section – and a cookie consent mechanism – will need to be updated before those tools go live.
6. Who we share information with
We do not sell personal information. We may share it with:
- Our website hosting provider – To confirm – who processes technical/server data as part of normal hosting operation.
- Google, in relation to font loading as described in section 5.
- FormSubmit, the service that receives and forwards contact-form submissions to our inbox by email.
- Professional advisers (such as our accountant or legal adviser), or regulators and law enforcement, where required by law.
7. International transfers
Where personal information is transferred outside the UK (for example, if a hosting or font provider processes data on servers located abroad), we rely on the safeguards required by UK data protection law, such as an adequacy decision or approved contractual protections.
8. How long we keep information
We keep personal information only for as long as necessary – typically for the duration of our conversation with you, and for a reasonable period afterwards in case you get back in touch, or as required to meet our legal, accounting or reporting obligations. When it's no longer needed, we delete it securely.
9. Your rights
You have rights in relation to your personal information, including the right to ask us to:
- Give you access to the information we hold about you.
- Correct inaccurate or incomplete information.
- Delete your information, in certain circumstances.
- Restrict or object to certain types of processing.
- Provide a copy of your information in a portable format.
To exercise any of these rights, contact us using the details in section 1. We may need to verify your identity before responding.
10. Complaints
If you have concerns about how we handle your personal information, please contact us first so we can try to put it right. You also have the right to complain to the UK Information Commissioner's Office (ICO), the regulator for data protection in the UK, at ico.org.uk.
11. Changes to this policy
We may update this policy from time to time to reflect changes to the website or our legal obligations. The latest version will always be available on this page.