Privacy notice: last updated: 04.10.26.
This notice explains how Proofpoint Consultancy collects and uses your personal information when you get in touch with us, through our website or by email, and if you go on to work with us. It also explains what data our reporting uses. We've kept it as short and plain as we can. If anything is unclear, just ask.
1. Who we are
Proofpoint Consultancy ("we", "us", "our") is responsible for your personal information under UK data protection law. In legal terms, we are the "controller". Proofpoint Consultancy is the trading name of Charlotte Hopwood, a sole trader.
We are registered with the Information Commissioner's Office (ICO) under registration number ZC262038.
Email: hello@proofpointconsultancy.com
2. What information we collect
When you get in touch
When you use our contact form, we collect:
If you email us directly, we collect your email address and anything you include in your email.
If you work with us
If you or your organisation becomes a client, we also collect:
Technical information
Our website provider records basic technical information, such as your IP address and browser type, to keep the site working securely and to help filter out spam.
Please don't include sensitive information (for example, about someone's health) or personal details about other people, such as your charity's service users or supporters. We don't need this to answer your enquiry.
3. How we use your information and why
Data protection law says we must have a valid reason, known as a "lawful basis", for using your information. We use your information to:
For most of this we rely on our legitimate interests. You would reasonably expect us to use your details to answer your enquiry, run a project and protect our systems. Where our agreement is with you personally rather than with an organisation, we rely on that contract, or on taking steps at your request before entering into one. We also keep financial records because the law requires us to.
We will not add you to a mailing list or send you marketing unless you have asked us to. We do not use your information for automated decision-making or profiling.
You don't have to give us your details, but we need at least your name and email address to reply to you.
4. Our reporting work
Our reporting uses aggregated performance figures from your organisation's social media accounts, such as impressions, reach and engagement, along with audience figures that the platforms have already grouped (for example, age ranges or locations). These figures are totals and averages, and they don't identify individual people.
We don't collect or store personal information about your followers, supporters or audience, such as their names, comments or messages. Wherever a platform allows it, we ask for analytics-only access rather than full access to your accounts.
5. Who we share it with
We never sell your information or share it with anyone for their own marketing. We only share it with trusted service providers who help us run our business, and only as far as they need it to provide their service to us:
These providers act on our instructions and are required to keep your information secure. We may also share information with our professional advisers, such as our accountant, where necessary, or if we are required to by law.
6. Sending information outside the UK
Some of our providers, including GoDaddy and Microsoft, are based in or store data in countries outside the UK. Where that happens, your information is protected by safeguards approved under UK data protection law, such as UK adequacy regulations or the ICO's international data transfer agreement or addendum.
7. How long we keep it
If your enquiry doesn't lead to us working together, we'll delete your details 12 months after our last contact with you.
If you become a client, we keep records of our work together for six years after it ends, to meet our legal and accounting obligations.
8. How we keep it secure
Access to your information is limited to those working on Proofpoint Consultancy's behalf. Our email and storage accounts are protected by strong passwords and multi-factor authentication, and any login details you share with us are kept in a secure password manager.
9. Your rights
You have the right to:
To use any of these rights, email hello@proofpointconsultancy.com. We may need to confirm your identity first.
10. Complaints
If you're unhappy with how we have handled your information, please tell us first so we can try to put it right. Email hello@proofpointconsultancy.com with "Data protection complaint" in the subject line. We will acknowledge your complaint within 30 days, look into it without undue delay, and let you know the outcome.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
11. Cookies
Our website is built and hosted using GoDaddy's website builder. GoDaddy sets a small number of cookies that the site needs in order to work and stay secure, for example to load pages properly and to help prevent spam through our contact form. These are set automatically, and the site won't work correctly without them.
GoDaddy also collects anonymised information about how the site is used, such as which pages are visited most, so we can see basic visitor numbers. When you first visit, a banner asks whether you're happy with this. If you decline, or close the banner, the tracking isn't loaded. You can change your choice at any time by clearing the cookies in your browser and answering the banner again.
We don't use cookies for advertising, and we don't share cookie information with anyone for their own marketing.
For more detail on the cookies GoDaddy sets, see GoDaddy's cookie policy in the legal section of godaddy.com.
12. Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed.
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