Privacy policy

Who we are

This policy explains how Copperfire collects, uses, shares and protects your personal information when you visit this website, book a call, use our services or contact us in any other way.

Copperfire Ltd (“Copperfire”, “we”, “us”, “our”) is the data controller for your personal information.

Company

Copperfire Ltd

Company number

08855202

Email

hello@copperfire.co.uk

Contact us using the details above with any questions about this policy, or to exercise any of your rights under data protection law.

What information we collect

We may collect, use and store the following types of personal information:

• Identity and contact: your name, job title, company, email address, phone number and business address.
• Booking and enquiry: the details you give us when you book a call or get in touch, including what you would like to discuss.
• Project and service: information we need to deliver our services, such as access to your systems, contacts within your organisation and the business data those systems hold.
• Financial and transaction: billing details, invoices and payment records.
• Technical and usage: your IP address, browser and device type, and how you use this website, collected through cookies and similar technologies where you have agreed to them. With your consent, Google Analytics may also give us aggregated reports on visitors’ broad demographics and interests.
• Marketing and communication preferences: whether you would like to hear from us, and how.

We also use aggregated statistics, such as the number of visitors to a page. These do not identify you. If we combine them with information that does identify you, we treat the result as personal information.

How we collect it

• Directly from you: when you book a call, complete a form, email us, message us or speak to us, and when you work with us on a project.
• Automatically: when you use this website, through cookies and similar technologies. See Cookies below.
• From third parties: for example publicly available business information, such as LinkedIn or Companies House, or introductions from people you have asked to put us in touch.

How and why we use it

Data protection law requires us to have a lawful basis for each way we use your information. We rely on:

• Contract: where we need to use your information to enter into or carry out a contract with you or your organisation.
• Legitimate interests: where it is necessary to run and grow our business, provided your rights do not outweigh those interests.
• Legal obligation: where we must use your information to comply with the law, for example tax and accounting rules.
• Consent: where you have actively agreed, such as for non-essential cookies or marketing emails. You can withdraw consent at any time.

If we need information to meet a contract or a legal obligation and you do not provide it, we may not be able to provide our services. We will tell you if this applies.

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.

Data we handle for clients

When we build, integrate or automate systems for a client, we may have access to personal information held in those systems. In that work we act as a data processor on the client’s behalf. We only use that information to deliver the agreed work, under the client’s instructions and a written data processing agreement.

Where we use AI tools in client work, we only send client data to providers that do not use it to train their models, and only where the client has agreed.

Marketing

We will only send you marketing emails where you have agreed, or where you are an existing client and the content relates to services similar to those you already use. Every marketing email includes an unsubscribe link, or you can contact us to opt out at any time.

Unsubscribing does not stop essential service messages about work we are doing for you. We never sell your information or share it with third parties for their own marketing.

Cookies

This website uses essential cookies to work properly, and analytics cookies only if you accept them in the cookie banner. You can change your choice at any time by clearing the cookies for this site in your browser, which will bring the banner back.

Who we share it with

We share personal information with trusted service providers that help us run our business, such as hosting, email, scheduling and accounting providers. They may only use your information to provide their service to us, in line with our instructions and the law.

The main providers we currently use are:

• Cal.com (call scheduling, US)
• Microsoft 365 (email and documents, UK/EU)
• Netlify (website hosting, US)
• FreeAgent (accounting, UK)
• Google Analytics and Google Tag Manager (website analytics, US)

We may also share information:

• where the law requires it, for example with HMRC, regulators, courts or the police;
• with professional advisers, such as accountants, lawyers and insurers;
• as part of a sale, merger, investment or restructuring of our business, under confidentiality terms.

International transfers

Some of our providers are based outside the UK. When we transfer your information outside the UK, we make sure it is protected to UK standards, by using countries the UK government recognises as providing adequate protection, or by using the UK’s approved international data transfer agreement or addendum. Contact us for more details.

How we protect it

We use appropriate technical and organisational measures to protect your information, including encryption, multi-factor authentication, access controls limited to people who need it, and regular review of what we hold. No system is completely secure, but we take security seriously in our own systems and in the systems we build for clients.

How long we keep it

We keep personal information only for as long as we need it for the purposes above, including to meet legal, tax, accounting and reporting requirements.

• Enquiries that do not become work: up to 2 years from our last contact.
• Client and financial records: 6 years after the end of the relationship, as required by UK tax law.
• Client system data we process: returned or deleted at the end of the engagement, as set out in the data processing agreement.

We may keep information for longer if there is a complaint or a likely legal claim.

Your rights

Under UK data protection law you have the right to:

• Access the personal information we hold about you.
• Correct information that is inaccurate or incomplete.
• Erase your information in certain circumstances.
• Restrict how we use your information, for example while a correction is checked.
• Object to our use of your information based on legitimate interests, and to direct marketing at any time.
• Data portability: receive information you gave us in a commonly used, machine-readable format.
• Withdraw consent at any time, where we rely on it. This does not affect anything we did before you withdrew it.

To use any of these rights, contact us. There is normally no fee. We may need to confirm your identity first, and we aim to respond within one month. If your request is complex, we may need longer and will tell you why.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk (opens in a new window).

Links to other websites

This website links to other websites, such as LinkedIn, Trustpilot and the Shopify Partner Directory. We do not control those websites and are not responsible for their privacy practices. Please read their privacy policies when you visit them.

Changes to this policy

We review this policy regularly and may update it. The date at the top shows when it last changed. We will tell clients directly about any significant changes.