1. Who is responsible for your information?
Place & Proof is operated by Callum Waterman in Sutton Valence, Kent, United Kingdom. Callum Waterman is the data controller for the personal information described in this notice.
For privacy questions or requests, email callum@placeandproof.co.uk. Postal contact details will be added when the business correspondence address is activated.
2. Information we may collect
- Enquiry details: your name, business name, work email address, website or Google profile link, and anything you include in a message.
- Client records: contact, contract, billing, approval, access, work-log and service-delivery information.
- Public business information: professional contact details and observations from public websites, directories and Google Business Profiles when researching suitable business customers or preparing an audit.
- Website information: device, browser, approximate location, pages visited and interactions where you have accepted optional Google Analytics cookies.
- Correspondence: emails and other communications exchanged with Place & Proof.
Please do not send passwords, payment-card details, special-category personal data or other confidential information through the website form.
3. Why we use it and our lawful bases
| Purpose | Usual lawful basis |
|---|---|
| Replying to enquiries, preparing a free profile check and discussing a possible service | Steps requested before a contract and legitimate interests |
| Providing agreed services, managing approvals and communicating with clients | Contract and legitimate interests |
| Keeping invoices, tax information and essential business records | Legal obligation and legitimate interests |
| Researching and contacting relevant UK business prospects using professional details | Legitimate interests in responsible business-to-business marketing |
| Protecting the website, preventing misuse and maintaining reliable records | Legitimate interests |
| Using optional Google Analytics to understand website use | Consent |
Where legitimate interests are used, Place & Proof considers the purpose, necessity and likely effect on the people involved. You can object to direct marketing at any time.
4. Where information comes from
Most information comes directly from you. Public business information may also come from company websites, Google Business Profiles, Companies House, professional directories and other sources that make business contact information available.
5. Who may receive it?
Information is shared only where reasonably needed. Service providers currently or potentially used include:
- Formspree, which securely delivers website enquiries;
- Google Workspace for business email and files, and Google Analytics only after cookie consent;
- OpenAI Sites and its infrastructure providers for website hosting and security;
- Google Business Profile when a client has authorised Place & Proof to manage its profile;
- accountants, insurers, legal advisers, regulators or authorities where necessary.
Place & Proof does not sell personal information.
6. International processing
Some technology providers may process information outside the United Kingdom. Where this occurs, Place & Proof relies on the provider’s applicable safeguards, such as UK adequacy regulations or approved contractual protections.
7. How long information is kept
- Unsuccessful enquiries are normally removed within 12 months of the last meaningful contact.
- Business prospect research is normally reviewed or removed within 12 months. A minimal suppression record may be retained to honour an opt-out.
- Core client, contract, invoice and accounting records are normally kept for up to six years after the relationship ends where needed for legal, tax or dispute purposes.
- Working files and access permissions are removed or returned during offboarding. Google Business Profile access will be relinquished within seven business days of a client’s notice to end access.
- Google Analytics information is kept according to the retention period configured in the Analytics property and is periodically reviewed.
Information may be kept for longer where required by law or to establish, exercise or defend legal claims.
8. AI-assisted work
AI tools may help organise public business research, screen opportunities or prepare drafts. Callum Waterman reviews the work and makes the decisions. Place & Proof does not use solely automated decision-making that produces legal or similarly significant effects on individuals.
9. Your rights
Depending on the circumstances, you may have rights to access, correct, erase, restrict or receive your personal information, and to object to certain uses. Where processing relies on consent, you can withdraw it at any time without affecting earlier lawful use.
To exercise a right, email callum@placeandproof.co.uk. You can also complain to the Information Commissioner’s Office.
10. Cookies and updates
See the cookie notice for details of the website’s optional analytics. This notice may be updated when the service, suppliers or legal identity changes. The date at the top shows the latest version.