Privacy Policy

Last updated: April 2026

1. Introduction

Client Cadence Ltd ("we", "our", "us") is a business automation agency registered in Aberdeen and Birmingham, United Kingdom. We are committed to protecting your privacy and handling your personal data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, and protect personal information when you visit our website at clientcadence.co.uk (the "Website") or engage with our services, which include business automation, AI chatbot development, CRM integration, and workflow orchestration.

For the purposes of data protection law, Client Cadence Ltd is the data controller responsible for your personal data.

2. Information We Collect

2.1 Information You Provide Directly

Contact form submissions: When you complete our contact form, we collect your name, email address, area of interest, and any message you include.
Newsletter subscriptions: When you subscribe to our newsletter, we collect your email address.
Communications: If you contact us by email or telephone, we may retain records of those communications.

2.2 Information Collected Automatically

Usage data: We may collect information about how you access and use our Website, including your IP address, browser type, operating system, referring URLs, pages visited, and the date and time of your visit.
Cookies and local storage: We use localStorage to save your theme preference (light or dark mode). Further details are provided in the Cookie Policy section below.

3. How We Use Your Information

We use the personal data we collect for the following purposes:

To respond to enquiries: We use your contact form data to reply to your questions and provide information about our services.
To send newsletters: If you have opted in, we use your email address to send you periodic updates, insights, and news about our services.
To improve our Website: We use usage data to understand how visitors interact with our Website, identify areas for improvement, and ensure the site functions correctly.
To deliver and manage our services: When you become a client, we use your information to fulfil our contractual obligations and provide automation services.
To comply with legal obligations: We may process your data where required by law or regulation.

4. Legal Basis for Processing

Under Article 6 of the UK GDPR, we rely on the following lawful bases for processing your personal data:

Consent (Article 6(1)(a)): Where you have given clear consent for us to process your personal data for a specific purpose, such as subscribing to our newsletter.
Contractual necessity (Article 6(1)(b)): Where processing is necessary for the performance of a contract with you or to take steps at your request prior to entering into a contract, such as responding to a service enquiry.
Legitimate interests (Article 6(1)(f)): Where processing is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. This includes improving our Website, understanding how our services are used, and ensuring the security of our systems.
Legal obligation (Article 6(1)(c)): Where we are required to process your data to comply with a legal obligation.

Where we rely on consent, you have the right to withdraw that consent at any time by contacting us at owner@clientcadence.co.uk.

5. Data Sharing

We do not sell, rent, or trade your personal data to third parties. We may share your information in the following limited circumstances:

Email service providers: We may use third-party email platforms to manage newsletter subscriptions and send communications on our behalf. These providers process data only on our instructions and are contractually bound to protect your information.
Hosting providers: Our Website is hosted by a third-party provider that stores data securely on our behalf.
Analytics providers: We may use analytics tools to understand Website usage patterns. Where used, these providers process data in accordance with their own privacy policies and our data processing agreements.
Legal requirements: We may disclose your data where required by law, regulation, court order, or governmental authority.
Professional advisers: We may share data with our accountants, lawyers, or other professional advisers where necessary for the provision of their services to us.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our general retention periods are as follows:

Contact form enquiries: Retained for up to 24 months from the date of submission, unless the enquiry leads to a client relationship, in which case data is retained for the duration of the engagement plus 6 years.
Newsletter subscriptions: Retained until you unsubscribe or request deletion.
Client project data: Retained for the duration of the client engagement plus 6 years to comply with tax and accounting obligations.
Website usage data: Retained in anonymised or aggregated form for up to 26 months.

When data is no longer required, it is securely deleted or anonymised.

7. Your Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

Right of access: You have the right to request a copy of the personal data we hold about you.
Right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
Right to erasure: You have the right to request that we delete your personal data, subject to certain legal exceptions.
Right to restriction of processing: You have the right to request that we restrict the processing of your data in certain circumstances.
Right to data portability: You have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format.
Right to object: You have the right to object to processing based on legitimate interests or direct marketing at any time.
Right to withdraw consent: Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out prior to withdrawal.

To exercise any of these rights, please contact us at owner@clientcadence.co.uk. We will respond to your request within one month, as required by law.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. International Transfers

Your personal data is primarily processed and stored within the United Kingdom and the European Economic Area (EEA). Where it is necessary to transfer data outside the UK or EEA (for example, if a service provider operates internationally), we will ensure appropriate safeguards are in place, such as:

Standard contractual clauses approved by the UK Secretary of State or the European Commission.
Transfers to countries that have been deemed to provide an adequate level of data protection.
Other lawful transfer mechanisms recognised under UK GDPR.

9. Cookie Policy

9.1 What Are Cookies

Cookies are small text files placed on your device by websites you visit. They are widely used to make websites function efficiently and to provide information to website owners. Related technologies such as localStorage and sessionStorage serve similar purposes.

9.2 Cookies and Storage We Use

Our Website uses minimal cookies and browser storage. Below is a summary of what we use:

Theme preference (localStorage): We store your selected theme (light or dark mode) in your browser's localStorage so that your preference persists across visits. This is a functional storage item and does not track you or transmit data to any server. Type: Functional. Duration: Persistent until cleared by the user.

9.3 Types of Cookies

Strictly necessary cookies: Essential for the Website to function. Our Website does not currently set any strictly necessary cookies.
Functional cookies/storage: These remember choices you make (such as theme preference) to provide a more personalised experience. Our theme preference localStorage item falls into this category.
Analytics cookies: If we introduce analytics in future, these cookies would help us understand how visitors use our Website by collecting anonymous statistical data. We will update this policy accordingly and seek consent where required.

9.4 How to Manage Cookies

You can control and manage cookies and localStorage through your browser settings. Most browsers allow you to:

View and delete existing cookies and site data.
Block cookies from being set in the future.
Clear localStorage entries for specific websites.

Please note that disabling functional storage may affect your experience on our Website (for example, your theme preference may not be remembered). For instructions on managing cookies in your specific browser, please visit your browser's help documentation.

10. Children's Privacy

Our Website and services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children under 16. If we become aware that we have inadvertently collected personal data from a child under 16, we will take prompt steps to delete that information. If you believe we may have collected data from a child under 16, please contact us immediately at owner@clientcadence.co.uk.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically to stay informed about how we protect your data.

Continued use of our Website following any changes constitutes your acceptance of the revised policy.

12. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we handle your personal data, please contact us:

Email: owner@clientcadence.co.uk
Post: Client Cadence Ltd, Aberdeen | Birmingham, United Kingdom