PRIVACY POLICY

Privacy shouldn’t
require a
translator

We work with people and businesses, which means we inevitably handle personal information.

We believe you should be able to understand what happens to that information without needing to decipher pages of legal language.

This policy explains what information CALLCUT may collect, why we use it, where it may be stored or shared, how long we keep it and the choices you have about it.

WHO WE ARE

CALLCUT is the name we use throughout this website for Callcut Consultancy.

For the purposes of UK data protection law, Callcut Consultancy is responsible for the personal information described in this policy.

Callcut Consultancy Limited is registered in England & Wales, company number 11116222. Our registered office is The Gallery, 1 New Cottages, Off Petworth Road, Wormley, Surrey, England, GU8 5SN.

Website: callcutconsultancy.com
Email: hello@callcutconsultancy.com
Phone: 07899 735291

WHAT INFORMATION WE MAY COLLECT

The information we hold depends on how you interact with us.

If you contact us through the website, by email, telephone or another route, we may collect information such as your name, email address, telephone number and whatever information you choose to include in your message.

If you become a client, we may also hold information connected with the work we do together. This can include agreements, correspondence, meeting or session notes, goals, actions, project documents, invoices and other records necessary to provide our services and manage the relationship.

We may also hold information about people working for or connected with organisations we work with, such as employees, directors, suppliers or professional advisers.

We don’t deliberately ask you to provide personal information we don’t need.

COACHING AND MENTORING

Coaching and mentoring conversations are confidential, subject to the terms agreed at the beginning of the relationship and any legal or safeguarding obligations that may apply.

Because people need to be able to talk openly, information shared during coaching or mentoring may occasionally include information that data protection law regards as particularly sensitive or special category data.

We don’t ask clients to provide this type of information as a matter of course. If it is relevant to the work and you choose to share it, we will treat it with particular care and only process it where we have an appropriate lawful basis and, where required, an additional condition for processing special category data.

Where an organisation pays for someone’s coaching or mentoring, we may share agreed objectives or appropriate information about the engagement with that organisation. We do not routinely disclose the content of confidential coaching or mentoring conversations to the organisation funding them.

WHY WE USE PERSONAL INFORMATION

We use personal information where it is necessary to:

• respond to enquiries and communicate with you;
• provide coaching, mentoring, consultancy, responsible-business, communications or other services you have asked us to provide;
• manage our relationship with clients and prospective clients;
• prepare proposals, agreements and other business documentation;
• arrange and manage meetings;
• invoice clients, maintain financial records and meet accounting, tax and other legal obligations;
• operate, secure and improve our website and business systems;
• establish, exercise or defend legal rights; and
• comply with obligations placed on us by law.

The lawful basis we rely on will depend on why we are using the information. This will usually be because it is necessary to perform a contract or take steps at your request before entering one, because we have a legal obligation, because we have a legitimate business interest that does not override your rights, or because you have given consent where consent is appropriate.

Where we rely on consent, you can withdraw it.

INFORMATION YOU SEND THROUGH OUR WEBSITE

Our Contact form currently asks for:

Name
Email
Phone — optional
What’s on your mind?

The form is there so that you can start a conversation with us. We don’t use it to automatically add you to a marketing list.

The website’s contact form sends your enquiry to CALLCUT by email. The form itself is not currently configured to retain a separate database of submissions within WordPress.

Please remember that you decide what you put in the message box. You don’t need to send confidential or sensitive information through the initial website enquiry form.

EMAIL, DOCUMENTS AND CLIENT RECORDS

CALLCUT uses electronic systems to communicate with clients and maintain business records.

Records may include emails, agreements, working documents, typed coaching or mentoring notes, meeting records, project information and related correspondence.

Information may be held on password-protected computers, secure cloud-storage services and email systems. Some records may also be held securely in physical files where there is a legitimate business or legal reason for doing so.

Enquiries sent through the website’s contact forms are emailed to CALLCUT. The forms do not store submissions within WordPress. CALLCUT’s email is provided through a hosted email service.

Business records and client documents may be stored using Apple iCloud. Where clients, collaborators or other third parties share documents with us through Microsoft OneDrive, Dropbox or Google Drive, we may also access or keep those documents using the service concerned.

We periodically review what we hold and aim to avoid retaining unnecessary copies of personal information across multiple systems.

ACCOUNTING AND PROFESSIONAL SERVICES

We use Xero for accounting and invoicing and work with an accountant.

Where necessary, relevant personal and financial information may therefore be processed by Xero or shared with our accountant for bookkeeping, accounting, tax, statutory reporting or related professional purposes.

We may also share information with other professional advisers where reasonably necessary, for example legal advisers, insurers or IT/security specialists.

We only share the information reasonably required for the purpose concerned.

OUR WEBSITE, ANALYTICS AND COOKIES

We use analytics to understand how people use the CALLCUT website — for example, which pages are visited and how visitors find us.

The website uses Google Analytics 4 through MonsterInsights.

When you first visit, a cookie banner asks whether you accept or reject analytics. Google Analytics is not loaded, and no analytics cookies are set, unless you choose to accept it. If you reject analytics or do not make a choice, it is not used.

The website also sets one essential cookie to remember the choice you make in the cookie banner.

The Preferences option in the cookie banner lists the cookies the website uses, what they are for and how long they last. To change your choice later, you can clear this website’s cookies in your browser and the banner will appear again.

The website also loads its fonts from Google Fonts. When a page loads, your browser connects to Google to retrieve them, which means technical information such as your IP address may be transmitted to Google.

WEBSITE SECURITY

Like most websites, ours uses technical services designed to keep the site secure and functioning.

These may process technical information such as an IP address where necessary to identify malicious activity, prevent unauthorised access, manage login attempts or filter spam.

Our current WordPress security arrangements include Wordfence and Limit Login Attempts Reloaded, which may process information such as IP addresses as part of their security functions.

We also use Akismet, which is WordPress’s standard spam-filtering service for blog comments. It is not applied to our contact form.

We don’t use this security information for marketing.

WHO WE MAY SHARE INFORMATION WITH

We don’t sell personal information.

Where necessary for the purposes described in this policy, information may be processed by or shared with organisations that help us operate CALLCUT, such as:

• email and cloud-storage providers;
• website hosting, maintenance and security providers;
• Xero and our accountant;
• analytics providers where you have made the relevant cookie choice;
• professional advisers where required; and
• public authorities, regulators or other organisations where disclosure is required by law.

Some of these organisations act as processors on our behalf; others may have their own responsibilities under data protection law.

INFORMATION OUTSIDE THE UK

Some technology providers may process or store information outside the UK.

Where personal information is transferred internationally, we take reasonable steps to ensure an appropriate legal mechanism and safeguards are in place where required by UK data protection law.

HOW LONG WE KEEP INFORMATION

We don’t keep personal information indefinitely simply because we have it.

How long we retain something depends on why we collected it, whether we still need it, our professional and contractual responsibilities, and any legal, accounting or tax requirements that apply.

For example, financial and transaction records may need to be retained for statutory purposes after our work together has ended. Client and project records will be reviewed and retained only for as long as there is a reasonable business, contractual, legal or professional reason for keeping them.

Information that is no longer required will be deleted, securely destroyed or anonymised as appropriate.

MARKETING

CALLCUT does not currently operate an active email newsletter or use the website Contact form to automatically subscribe people to marketing.

If we introduce email marketing in future, we will make the choice clear, explain how information will be used and provide a straightforward way to unsubscribe.

YOUR RIGHTS

Data protection law gives you rights over your personal information. Depending on the circumstances, these can include the right to:

• ask for a copy of personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information in certain circumstances;
• ask us to restrict how information is used;
• object to certain uses of your information;
• receive certain information in a portable format; and
• withdraw consent where we rely on consent.

Not every right applies in every circumstance, but if you contact us about your information we’ll explain what applies.

IF YOU HAVE A CONCERN

If you have a question or concern about how CALLCUT has handled your personal information, please contact us first at:

hello@callcutconsultancy.com

We will take your concern seriously, acknowledge a data-protection complaint within 30 days and respond without undue delay.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

CHANGES TO THIS POLICY

Our business and the technology we use will change.

We will review this policy when our services, systems or legal obligations change and update it where necessary.

Last updated: 30 September 2026