Privacy Policy

This policy explains what personal information we collect, why, what we do with it and the rights you have over it. It covers this website, enquiries, discovery calls, and the people we work with or may work with. It applies wherever you are, and it is written with UK data protection law in mind: the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Who we are

Informing Minds Ltd is the controller of your personal information, which means it decides how and why that information is used. “We”, “us” and “our” in this policy mean Informing Minds Ltd.

• Company: Informing Minds Ltd, registered in England and Wales, company number 12792939
• Registered office: 3rd Floor, 86–90 Paul Street, London EC2A 4NE, United Kingdom
• ICO registration number: ZC244353
• Contact for anything in this policy: [email protected], +44 7464 816050

We are not required to appoint a Data Protection Officer and have not done so.

What we collect and where it comes from

Information you give us

• Contact form: your name, email address and message.
• Booking a discovery call: your name, email address, the time you choose and anything you add to the booking form.
• The free client agreement and data compliance checks: your answers and any email address you enter.
• Calls and working together: what you tell us about you and your business, your contact details, and billing and contract details if you become a client.
• Email and messages: whatever you send us directly, including through LinkedIn.

Information collected automatically

• Security and site operation: your IP address, browser and device details, and the pages requested. Our hosting and security providers process these to deliver the site and protect it.
• Analytics: if you accept statistics cookies, how you use the site, collected through Google Analytics. See the Cookie Policy for details and to change your choices.

Information from other sources

Before or after a call, or when we think we might be able to work together, we may look at public information about you and your business, such as your website, your LinkedIn profile, professional directories and Companies House. We may record your business contact details and what we find in our client records.

Sensitive information

We do not ask for health information or other special category data, and the site’s forms do not need it. Please do not include details about your own clients, or any information that could identify them, in forms or messages. If you tell us something sensitive about yourself, for instance about your own health in a conversation, we will only use it in the way you intended and with your explicit consent where the law requires it.

Why we use it and our lawful basis

The law requires us to have a lawful basis for each use of your information.

What we do	Lawful basis
Reply to enquiries and arrange and hold discovery calls	Legitimate interests (responding to people who contact us). If you are asking about becoming a client, also steps taken at your request before a contract
Show you the result of a free check, and follow up if you asked us to	Consent, or legitimate interests where you have asked for the result by email
Provide our services, manage the engagement and invoice	Contract
Keep accounting, tax and other legally required records	Legal obligation
Run our business: keep client records, prepare for calls, and improve and keep safe our website and services	Legitimate interests (running a well-organised, secure business)
Measure how the site is used through analytics cookies	Consent, which you can withdraw at any time
Email people about services likely to be relevant to their business, using contact details from previous contact or business email addresses they have published, including those of sole practitioners	Legitimate interests. Every email lets you opt out, and if you do we will stop
Deal with complaints and legal claims	Legitimate interests

Where we rely on legitimate interests, we have weighed those interests against yours. You have the right to object, as explained below.

Where we rely on consent, you can withdraw it at any time by contacting us or using the opt-out link or cookie settings. This does not affect anything we did before you withdrew it.

You do not have to give us any information. If you choose not to, we may not be able to reply to you or work with you.

Automated decisions and AI

We do not make decisions about you using solely automated means, and no one is turned down for anything by an algorithm.

We use AI tools to help with our work, for example to draft documents, summarise notes and prepare for meetings. A person reviews the output and makes the decisions. Providers that process your information for this are listed below, and we use settings or terms that stop that information being used to train their models.

If we want to record or transcribe a call, we will tell you first and you can say no.

Who we share it with

We do not sell your personal information. We share it only with:

Service providers who act on our instructions, under contract:

• website: built on WordPress, hosted by hosting.com and protected by Cloudflare
• website analytics: Google
• forms: Tally
• booking and calendar: Fantastical (Flexibits) and Google Calendar
• video calls: Zoom
• client records: Pipedrive
• email: Google Workspace
• outreach email: Woodpecker and Pipedrive
• call notes and AI tools: Wispr Flow and Anthropic (Claude)
• accounting: Sage Accounting

Others, where necessary: professional advisers, insurers, HMRC and other authorities where the law requires it, and a buyer or successor if the business is ever sold or restructured.

Transfers outside the UK

Some of these providers are based outside the UK or use staff or servers elsewhere, including in the European Economic Area and the United States. When your information goes outside the UK, we make sure it is protected as UK law requires, by relying on UK adequacy regulations (including the UK-US Data Bridge where the provider has signed up to it) or on the ICO’s International Data Transfer Agreement or Addendum. You can ask us for details.

How long we keep it

We keep information only as long as we need it, then delete or anonymise it.

Information	How long
Enquiries and discovery calls that do not lead to work	2 years from our last contact
Free check responses	2 years, unless you become a client
Client records, contracts and invoices	6 years after the end of the tax year in which the engagement ended
Public-source information about people we may approach	12 months if we have had no conversation
Contact details used for email outreach	Until you opt out, or as above. If you opt out, we keep your email on a suppression list so we do not contact you again
Analytics data	14 months
Server and security logs	Up to 90 days

How we keep it safe

We use access controls, multi-factor authentication where available, encryption in transit and reputable providers, and we give access only where it is needed. No system is completely secure. If a breach is likely to put your rights at high risk, we will tell you promptly, and we will report it to the ICO where the law requires.

Your rights

You have the right to:

• access the personal information we hold about you and receive a copy
• correct information that is wrong or incomplete
• delete your information in certain circumstances
• restrict how we use it in certain circumstances
• object to our use of it where we rely on legitimate interests. You have an absolute right to object to direct marketing
• move information you gave us to another organisation, where we rely on consent or contract and it is processed automatically
• withdraw consent where we rely on it
• ask for a person to review any solely automated decision with a significant effect on you, although we do not make any

To use any of these rights, contact us using the details above. It is free in most cases. We may need to check your identity, and we will normally respond within one month. Some rights have legal limits, and if one applies we will explain why.

Complaints

If you are unhappy with how we have used your information, please tell us first at [email protected], so we can try to put it right. You have the right to complain to us. We will acknowledge your complaint within 30 days and respond without undue delay.

You also have the right to complain to the UK regulator at any time:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline: 0303 123 1113. Website: ico.org.uk/make-a-complaint.

Children

This site and our services are for professionals and businesses, not for anyone under 18.

Links to other sites

This site links to other websites and embeds some third-party services, such as the booking page and Tally forms. Those organisations have their own privacy policies, and independent sites are responsible for their own use of your information.

Changes to this policy

If we change this policy we will update the date at the top. If a change significantly affects how we use information we already hold about you, we will tell you directly where we can.