PRIVACY POLICY

Last updated: March 2025

Cahoot Inc CIC (trading as Cahoot CIC) is committed to protecting your privacy and handling your personal information responsibly. This policy explains what data we collect, how we use it, and your rights under UK GDPR.

If you have any questions, please contact:
enquiries@cahoot.org.uk

⭐ 1. WHO WE ARE

Cahoot Inc CIC (trading as Cahoot CIC)
Registered in England and Wales
Registered Office: Broomhill Methodist Church, Fulwood Road, Sheffield S10 3BD
Email: info@cahoot.org.uk

We act as the Data Controller for the personal information we collect.

⭐ 2. PERSONAL DATA WE COLLECT

Information you provide directly

We may collect:

• Your name

• Email address and phone number

• Organisation name and role

• Information shared through enquiry forms, calls, or emails

• Documents you provide during consultancy work (e.g., plans, reports, internal documents)

Information collected automatically (if analytics are enabled)

If activated in future, we may collect:

• device type

• browser type

• pages visited

• time on site

Analytics are currently disabled on this website.

⭐ 3. HOW WE USE YOUR PERSONAL DATA

We process your information to:

• respond to enquiries

• deliver consultancy, mentoring, or training services

• manage projects and client communication

• maintain business and financial records

• improve our services and website

We do not use your personal data for unsolicited marketing.

⭐ 4. LAWFUL BASES FOR PROCESSING

We rely on the following lawful bases under UK GDPR:

Contract

When we need your information to provide services you have requested.

Legitimate Interests

For activities such as:

• responding to enquiries

• managing client relationships

• improving site functionality

• protecting our systems from misuse

We always balance our interests with your rights.

Legal Obligation

For example, retaining financial records for HMRC.

⭐ 5. HOW LONG WE KEEP YOUR DATA

We use industry-standard retention periods:

• General enquiries: kept for up to 12 months

• Project files and documentation: retained for 3 years after the work ends

• Emails: stored for up to 2 years, unless actively required for ongoing work

• Financial and invoicing records: retained for 6 years (legal requirement)

• Contracts or agreements: retained for 6 years

After these periods, information is securely deleted or anonymised.

⭐ 6. SHARING YOUR DATA

We do not sell or trade your personal data.

We may share information with trusted third-party processors who help us operate our business:

• Google Workspace (email and document storage)

• Squarespace (website hosting)

• Accounting software (e.g. Xero, QuickBooks)

• Calendly (if used for scheduling)

These processors only use your data under our instruction and meet GDPR standards.

⭐ 7. INTERNATIONAL TRANSFERS

Some of our processors operate outside the UK (e.g. Google).
Where this occurs, appropriate safeguards are in place, such as:

• Standard Contractual Clauses (SCCs)

• UK Addendum agreements

• Adequacy decisions

These ensure your data is protected to UK GDPR standards.

⭐ 8. YOUR RIGHTS

You have the right to:

• access your personal data

• correct inaccurate information

• request deletion

• restrict or object to processing

• request a copy in a portable format

• withdraw consent (if ever applicable)

• complain to the Information Commissioner’s Office (ICO)

To exercise your rights, contact:
info@cahoot.org.uk

ICO website: https://ico.org.uk/

⭐ 9. COOKIES AND TRACKING TECHNOLOGIES

This website currently uses essential cookies only.

If analytics or non-essential cookies are introduced in future, a consent banner will appear in line with PECR requirements.

See our Cookies Policy for full details.

⭐ 10. SECURITY

We take appropriate steps to protect your information, including:

• secure access controls

• encryption offered by our service providers

• regular updates and security patches

No method of transmission is completely secure, but we follow industry standards to minimise risk.