Privacy Policy
Cipher Leads customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: contact@cipherleads.com
What information we collect, use, and why
We collect or use the following information to provide services and goods: names and contact details; purchase or account history; website user information, including user journeys and cookie tracking.
We collect or use the following information for service updates or marketing purposes: names and contact details; marketing preferences; purchase or viewing history; records of consent, where appropriate.
We collect or use the following information to comply with legal requirements: name; contact information; financial transaction information; any other personal information required to comply with legal obligations.
We collect or use the following information for dealing with queries, complaints or claims: names and contact details; purchase or service history; customer or client accounts and records; financial transaction information; correspondence.
Lawful bases and data protection rights
Under UK data protection law, we must have a lawful basis for collecting and using your personal information. The lawful basis we rely on may affect your data protection rights.
You have the following rights: right of access — you can ask for copies of your personal information; right to rectification — you can ask us to correct inaccurate or incomplete information; right to erasure — you can ask us to delete your personal information; right to restriction of processing — you can ask us to limit how we use your information; right to object — you can object to certain processing of your information; right to data portability — you can ask us to transfer personal information you provided to another organisation or to you; right to withdraw consent — where we rely on consent, you can withdraw it at any time.
If you make a request, we must respond without undue delay and, in any event, within one month. To make a data protection rights request, please contact us at contact@cipherleads.com.
Our lawful bases for using your information
For providing services and goods, our lawful bases are Contract, Legal obligation, and Legitimate interests. We have a legitimate interest in using personal information to provide and manage our services, communicate with customers and respond to enquiries. This allows us to deliver our services effectively, maintain customer relationships and operate our business. We only use information that is relevant and necessary for these purposes and do not use it in ways that are unexpected or likely to cause significant harm to individuals.
For service updates or marketing purposes, our lawful bases are Consent and Legitimate interests. We have a legitimate interest in keeping customers informed about relevant service updates, improvements and information relating to our services. We only use relevant personal information for these purposes and do not send communications that are unnecessary or excessive. Individuals can opt out of marketing communications where applicable.
For legal requirements, our lawful basis is Legal obligation.
For dealing with queries, complaints or claims, our lawful bases are Contract and Legitimate interests. We have a legitimate interest in responding to enquiries, investigating and resolving complaints, and dealing with claims effectively. We only use information that is relevant and necessary to address the matter.
Where we get personal information from
We may obtain personal information directly from you, from publicly available sources, and from suppliers and service providers.
How long we keep information
We only keep personal information for as long as it is necessary for the purposes for which it was collected, taking into account our legal, contractual and business requirements. Website enquiries that do not become customers are generally kept for up to 12 months after our last interaction. Customer and client information is generally kept for the duration of our relationship and for up to 6 years afterwards where necessary for contractual, accounting, legal or dispute-resolution purposes. Booking and transaction information is generally kept for up to 6 years where necessary for accounting, tax, contractual or legal purposes. Marketing information is kept while there is an ongoing relationship or until you ask us to stop receiving marketing communications. Website and technical information is kept for as long as reasonably necessary for the purposes for which it was collected. We regularly review the personal information we hold and delete or anonymise information when we no longer need it, unless we are legally required or otherwise permitted to keep it for longer.
Who we share information with
We may share personal information with data processors that provide services to us, including Voiceflow, Inc. for our AI receptionist and chatbot; Make (Celonis) for automation and integration between our chatbot, booking, email and calendar systems; Google LLC / Google Workspace for email, calendar and spreadsheet services; Framer B.V. for website hosting and infrastructure; and Stripe for customer payments and related transaction information. We may also share personal information with organisations where we are legally obliged to do so.
Sharing information outside the UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR and ensure appropriate safeguards are in place.
Stripe — Payment processing provider — United States — The country or sector has been assessed as providing adequate protection to data subjects, also known as Adequacy Regulations or UK data bridge.
Make (Celonis) — Automation and integration service provider — United States — The country or sector has been assessed as providing adequate protection to data subjects, also known as Adequacy Regulations or UK data bridge.
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR and ensure appropriate safeguards are in place.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us at contact@cipherleads.com. If you remain unhappy after raising a complaint with us, you can also complain to the Information Commissioner's Office (ICO).
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint