1. About this policy
ContractReach is the trading name of Max Cooper, a sole trader providing prospect research and email outreach for businesses. This policy covers visitors to our website, people who enquire about or use our service, and business contacts whose information is used in outreach.
Max Cooper, trading as ContractReach, is the controller responsible for deciding how website enquiries and our own customer records are used. For privacy questions or requests, contact contact@contractreach.co.uk.
Business address: 6 Caledonian Street, Hebburn, NE31 1BY.
For client campaigns, data protection responsibilities depend on who decides the purpose and use of the information. Where we handle information solely on a client’s instructions, those responsibilities are set out in the processing terms for that campaign.
2. Information we collect
- Enquiries: your name, business name, email address, service, ideal customer types, target area, typical customer value range, and any website or notes you provide. We also record the enquiry date and delivery status.
- Customer records: correspondence, campaign approvals, agreed terms, reporting, payment records and information relevant to a guarantee claim.
- Business outreach: a contact’s name, work role, business contact details, source information and relevant correspondence. Sources may include business websites, public directories, our clients and the contacts themselves.
- Technical information: our hosting and service providers may process connection information, such as IP addresses, browser details and security logs, to deliver and protect their services.
The enquiry form is for business information. Please leave out sensitive personal information, payment card details and information about children.
3. Why we use information
- Answering enquiries and managing business relationships: our legitimate interests in responding to requests, checking service and territory suitability, administering campaigns and resolving questions.
- Providing a service to you personally: taking steps you request before a contract, and performing that contract. For an employee acting for a business customer, we rely on legitimate interests to manage that business relationship.
- Relevant business outreach: our and our clients’ legitimate interests in introducing suitable services to business customers, where necessary and balanced against the contact’s rights and reasonable expectations. Where consent is required, we rely on that consent.
- Security and claims: legitimate interests in preventing misuse, maintaining service records and establishing, exercising or defending claims, including guarantee assessments.
- Legal records: compliance with applicable obligations, such as accounting and tax record keeping.
Providing enquiry information is voluntary. We need the required fields to assess and answer your request; the website and notes fields are optional. Submitting the form does not subscribe you to unrelated marketing, create a paid service or authorise a charge.
Territory checks and campaign replies are reviewed by a person. We do not use the enquiry form to make solely automated decisions with legal or similarly significant effects on you.
4. Business outreach and opting out
Publicly available contact details are not automatically permission to send marketing. The rules differ for companies and other corporate subscribers compared with sole traders and some partnerships. Where prior consent is required, outreach must have that consent or satisfy a lawful exception.
Our outreach must identify the business being promoted and provide an easy way to stop further marketing. Where details come from another source, our policy is to provide privacy information by the first communication, or earlier if the applicable legal time limit requires it.
You can stop direct marketing at any time. Reply to the email or contact contact@contractreach.co.uk. We will stop using your details for that marketing and keep only the information needed to respect the objection or meet a separate lawful purpose.
5. Who receives information
Enquiries are stored in the website’s hosted database. The submitted details are also sent to Formspark, which stores the submission and sends a notification to our Microsoft 365 business inbox at contact@contractreach.co.uk. A copy can therefore be held in the website database, Formspark and our email records.
Providers of website hosting, database storage, business email, spam prevention and campaign administration handle information needed for those services. Formspark’s Data Processing Agreement and subprocessor list describe its processing arrangements.
When an outreach contact expresses interest in a client’s service, we pass the relevant contact details and conversation to that client so they can respond. Their subsequent use of the information is covered by their own privacy arrangements.
Relevant records may also be shared with professional advisers, or with authorities where a legal obligation requires it. Sharing is limited to the information needed for the purpose.
6. International processing
Technology providers can process information outside the UK. Formspark states that it stores submission data in Ireland and Germany and uses some providers elsewhere, including the United States. Its subprocessor list explains their purposes, locations and published transfer arrangements.
Transfers must meet the applicable UK data protection requirements, which may involve UK adequacy regulations or appropriate contractual safeguards. Contact us for details of the arrangements relevant to your information and how to obtain a copy.
7. How long information is kept
Our policy is to keep personal information only while there is a continuing reason for it. We decide retention by the type of record and its purpose:
- Enquiries: whether the request and any relevant follow-up are still active, and whether a customer relationship results.
- Campaign and customer records: the service period, agreed revenue assessment dates, unresolved complaints or claims, and applicable legal record-keeping obligations.
- Prospect information: whether it is accurate and still relevant to the agreed campaign. Outdated or unnecessary prospect records should be removed.
- Marketing objections: a minimal suppression record for as long as necessary to prevent unwanted contact.
When the reason for retention ends, our policy is to delete or anonymise the relevant active records, including copies held with service providers. Provider backup and recovery periods can differ; Formspark says deleted submissions remain recoverable for 30 days. You can ask which retention criteria apply to your information.
8. Website technology
The website does not currently include advertising pixels or a marketing analytics service. Hosting and security services may use essential technology to provide access and protect the website.
Fonts are loaded from Google Fonts. Your browser connects to Google’s servers to retrieve them, which shares technical connection information with Google. See Google’s Privacy Policy for details.
9. Your rights and privacy complaints
You can request access to or correction of your personal information. Depending on the circumstances, you may also ask for deletion, restricted use or a portable copy. You can object to processing based on legitimate interests, and withdraw consent where we rely on it. Withdrawing consent does not change the lawfulness of earlier processing.
Email contact@contractreach.co.uk to exercise your rights. Requests do not need special wording. We may ask for information needed to confirm your identity and will respond within the applicable legal time limit. Requests are normally free; if a lawful exception applies, we will explain it.
To complain about our handling of your information, email contact@contractreach.co.uk, explaining what happened and how you would like it resolved. We will acknowledge the complaint within 30 days, investigate it without undue delay and keep you informed of progress and the outcome.
You can also complain to the UK Information Commissioner’s Office through the ICO complaints service. Contacting us does not remove your right to raise a concern with the ICO.
10. Updates to this policy
We will update this page when the way we handle information changes. The date above identifies the latest version.