1. Who we are
This website is run by Cloutt Agency Limited, trading as Cloutt. We are the data controller for the personal information described in this policy, which means we decide how and why it is used.
If you have any question about this policy or your information, email us at the address above.
2. What we collect
When you get in touch
If you email, call, message us on social media or fill in a form, we collect what you give us. That is usually your name, email address, phone number, company name and details of what you need.
When you book a call
Our booking calendar is run through Google Calendar. When you book, we receive your name, email address, the time you chose and anything you add in the notes.
When we work together
We keep the business contact details of the people we work with, project information, emails, contracts, invoices and payment records.
When you visit this website
Our website host keeps standard technical logs, such as your IP address, browser type, the pages you visit and the time of your visit. These are used to run the site and keep it secure. We do not currently use analytics or advertising tracking on this site.
If you join the game leaderboard
If you beat Haris's score on our homepage game and choose to join the leaderboard, we store the name you enter and your score, and show them publicly on the website. Use a nickname if you prefer. To limit repeat entries, we briefly keep a scrambled code made from your connection, not your IP address itself. Email us any time to have your entry removed.
Information we don't want
We don't need sensitive information, such as health details, to do our work. Please don't send it to us unless we have specifically asked for it.
3. How we use it, and why we're allowed to
Data protection law says we need a lawful basis for each way we use personal information. Here is what we do and the basis we rely on.
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry or booking | Legitimate interests (responding to people who contact us), or taking steps at your request before a contract |
| Deliver our services and manage your account | Contract |
| Send invoices and keep accounting and tax records | Legal obligation |
| Keep the website running and secure | Legitimate interests |
| Send occasional updates about our services | Legitimate interests for business contacts and existing clients, or your consent where the law requires it. Every email has an unsubscribe option. |
We never sell your personal information, and we don't use it to make automated decisions about you.
4. Who we share it with
We only share personal information where we need to, with providers who help us run the business:
- Google, for email, calendar, booking and document storage through Google Workspace.
- Namecheap, which hosts this website and our domain.
- Our accountant and accounting software, for invoices, bookkeeping and tax.
- Professional advisers, such as lawyers or insurers, where needed.
- Platforms and suppliers we use for client work, such as advertising or social media platforms, only as needed to deliver the work you asked for.
- Authorities, such as HMRC, where the law requires it.
5. AI tools
Practical AI is part of how we work. We use business AI tools to help with tasks such as drafting, research and planning. We don't put personal information into AI tools.
6. Data outside the UK
Some of our providers, including Google and Namecheap, may store or process information outside the UK, including in the USA. Where this happens, we rely on the safeguards UK law requires, such as UK adequacy regulations (including the UK-US data bridge) or the UK's approved data transfer contracts.
7. How long we keep it
| Information | How long |
|---|---|
| Enquiries and bookings that don't lead to work | Up to 2 years after we last spoke |
| Client records, contracts and project files | 6 years after our work together ends |
| Invoices and financial records | 6 years from the end of the financial year they relate to, as the law requires |
| Marketing email list | Until you unsubscribe |
| Website technical logs | As set by our host, usually a short period |
8. Keeping it safe
We use secure, reputable business tools, two-step sign-in on our accounts and access limited to the people who need it. No system is perfectly secure, but if something ever goes wrong we will act quickly and tell you and the Information Commissioner's Office where the law requires it.
9. Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct anything that's wrong
- ask us to delete your information
- ask us to restrict how we use it
- object to how we use it, including stopping marketing at any time
- ask us to transfer it to you or another organisation
- withdraw your consent, where we rely on consent
To use any of these rights, email info@clouttagency.co.uk. It's free, and we will reply within one month. Some rights have legal limits, for example where we must keep financial records, and we will explain if one applies.
10. Complaints
If you're unhappy with how we've handled your information, please tell us first at info@clouttagency.co.uk. We will acknowledge your complaint within 30 days, look into it without delay and keep you updated until it's resolved.
You can also complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
11. Cookies
Our cookie policy explains what this website stores on your device and how to control it.
12. Changes to this policy
We will update this policy when the way we use personal information changes. The date at the top shows when it was last updated.