The short version. We use the information you send us to respond to your website enquiry, prepare an agreed proposal and protect the form from spam. We do not add you to a marketing list just because you contact us.
On this page
Who we areInformation we useWhy we use itService providersRetentionYour rightsContact us1. Who is responsible for your information?
Clearward Digital Services is a trading service of CLEARWARD-A/I LTD (company number 17472760, registered in England and Wales). CLEARWARD-A/I LTD is the data controller for enquiries to this website.
Email: [email protected]. Registered office: 10 Potters Mews, Farnborough, England, GU14 0FF. Companies House company record.
This notice applies to digital.clearwardai.co.uk and our direct business enquiries. A client's own website has its own privacy information and data-protection arrangements.
2. What information do we collect?
- What you provide: business name, email address, chosen package, project description and any further details you send by email or during a discussion. Do not put passwords, payment-card data or sensitive personal information in the enquiry box.
- Submission and security information: date and time, limited connection information such as IP address and Cloudflare Turnstile verification signals used to screen automated submissions.
- Website technical data: our hosting, security, image and font providers may receive ordinary connection information such as IP address, browser information and requested URLs when those resources load.
- Later project records: only if you choose to proceed, agreed requirements, authorised contact details, quotations, approvals, invoices and support correspondence.
The standard website form does not ask for payment details, personal account passwords or special-category information.
3. How and why do we use it?
| Purpose | UK GDPR lawful basis |
|---|---|
| Respond to your business enquiry, discuss requirements and prepare a quotation. | Our legitimate interest in responding to requests and developing a business relationship; where applicable, steps you ask us to take before entering a contract with you personally. |
| Screen spam and abuse, maintain site security and diagnose delivery problems. | Legitimate interests in protecting our website and correspondence. |
| Manage accepted projects, delivery and support. | Contract performance where the individual is a contracting party, or legitimate interests where dealing with a business representative. |
| Keep accounting records or comply with a legal request. | Legal obligation, where applicable. |
Providing a business name, contact email and a project description is voluntary, but we cannot respond to the form without those details. The privacy acknowledgement checkbox is to ensure you have seen this information; it is not consent to marketing. We do not use enquiry data for automated decisions with legal or similarly significant effects.
4. Who processes the information?
We use the following categories of provider where necessary to operate the website and respond:
- Cloudflare: website delivery and Turnstile anti-bot/security verification.
- Resend: transmission of the message to Clearward and a separate transactional acknowledgement email to the address you enter. The message is sent using a dedicated notify.clearwardai.co.uk subdomain.
- Our email provider: receipt, storage and response to messages sent to [email protected].
- Google Fonts and Unsplash: fonts and publicly displayed photography used by the website. Fetching these third-party resources can expose connection-level information to them.
We do not sell your enquiry information. We disclose it further only where needed to deliver an agreed service, comply with the law or protect legitimate rights. A customer's acknowledgement email does not repeat their free-text project description, in case the email address was mistyped.
International processing
Some providers may process technical or message information outside the UK, including in the EEA or other jurisdictions. Where UK restricted-transfer rules apply, appropriate safeguards must be used, such as UK adequacy regulations or relevant contractual protections. Contact us for details of the arrangements applicable to your information.
5. How long do we keep information?
We normally aim to remove enquiries that do not become customer projects within 12 months of the last meaningful correspondence, unless a longer period is reasonably needed for a dispute or legal requirement. If you become a customer, essential project records are kept only for as long as reasonably necessary, normally up to six years after project completion unless a longer period is justified. The company keeps relevant accounting and tax records for at least six years after the end of the company financial year to which they relate, and longer where the law requires. Technical security records are also subject to the relevant provider's operational retention schedule.
These periods require our ongoing manual mailbox and business-record housekeeping; please contact us if you want us to review or erase an enquiry sooner where permitted.
7. Your data protection rights
Depending on the circumstances, you can request access, correction or erasure of your personal information; restrict its use; object to processing based on legitimate interests; and exercise portability rights where they apply. You have the right to object to processing based on legitimate interests. To exercise a right, contact [email protected]. We may need to verify your identity before releasing information.
If you have a concern, contact us first if you wish. You can also complain to the UK Information Commissioner's Office (ICO).
8. Updates and contact
We may amend this notice if our website, providers or processing arrangements change. The date at the top identifies the latest published version. For privacy queries, requests for information about international safeguards or a copy of this notice in another format, email [email protected].