Privacy Policy

Who we are and how to contact us

The data controller is Perfect Concept Ltd, company number 12799481. Our registered office is Office 3 Downs Meadow Stables, Ranmore Road, Dorking, Surrey, RH4 1HW. We trade as Perfect Concept, providing programme/project leadership, PMO, transformation and technical-delivery services.

Privacy enquiries: privacy@perfectconcept.co.uk, our dedicated privacy contact mailbox. Owen Grant is responsible for handling privacy requests. You may also write to our registered office.

Information you provide

Our Discuss Your Project form collects your first name, last name, work email, organisation, service requirement, timescale and description of your project or challenge. Phone is optional. We keep the enquiry in HubSpot CRM, including the submission record and current enquiry details, to help us respond accurately. Please avoid sending sensitive personal information or confidential technical credentials in the initial enquiry.

When you book a meeting, the booking flow asks for your name and email and your chosen meeting details, including date/time, duration and timezone. HubSpot scheduling is connected to our Google Calendar. Calendar sync is configured to log new primary-calendar meetings to existing HubSpot contacts. Our booking page offers Google Meet as the meeting location.

Perfect Concept Ltd uses HubSpot Notetaker in some online business meetings. It is configured to join eligible meetings automatically. Meeting recordings, including video, and stored transcripts have been created, together with AI-generated summaries, key notes and suggested action items. HubSpot also provides participant speaking statistics. These outputs are held with meeting records in HubSpot and are accessible to Owen Grant. HubSpot sends Owen notifications when recordings and follow-up suggestions are ready. Public external sharing is currently disabled in HubSpot. Separately prepared meeting minutes may be shared through other channels. For questions about your meeting information or to make a privacy request, contact privacy@perfectconcept.co.uk.

We use meeting information to document requirements, decisions, commitments and follow-up. Notetaker is configured to join at the scheduled start and announce its presence verbally and in the meeting chat. The automatic pre-meeting consent-email requirement is disabled.

Our agreed meeting process is to provide advance notice of recording. You may tell the organiser before the meeting, or the host at any time, that you do not want the meeting recorded. If you object, we stop the discussion, remove Notetaker, check that recording has stopped and continue with manual notes. You remain welcome in the meeting and this choice does not disadvantage you.

You may request access to your meeting information, correction of inaccurate personal information or deletion by contacting privacy@perfectconcept.co.uk. We consider requests promptly under applicable data-protection law, verify identity where necessary and protect other participants' information. Access may require a redacted extract or transcript rather than an unrestricted recording. If information must lawfully be retained, we explain the reason. We assess information captured before an objection and restrict its use while deciding the appropriate action.

For suitable business meetings, we use HubSpot Notetaker to record and transcribe discussions and generate draft summaries and action items. Recordings can include video and shared-screen content. We rely on our legitimate interests in accurately documenting requirements, decisions, commitments and follow-up for consultancy delivery and project administration. We use recording only where necessary and proportionate for that purpose and check AI-generated outputs before relying on them. We give advance notice and an announcement when recording starts. If anyone objects, we remove Notetaker, check that recording has stopped and continue with manual notes. You may request access to your personal information or ask for deletion by contacting privacy@perfectconcept.co.uk; we consider requests under applicable data-protection law and protect other participants' information.

We use information you send in directly related correspondence to understand and respond to your request. Our business email uses Google Workspace Gmail. A separate personal Outlook.com inbox is connected to HubSpot. Email and attachment logging are enabled for relevant correspondence with known CRM contacts; this does not mean all Gmail correspondence is automatically synced to HubSpot. HubSpot email-open and link-click tracking and inbox automation are also enabled. Where used, these features can record email interactions and process correspondence within HubSpot.

Why we use your information

We use enquiry information to review your requirements, reply and progress a relevant discussion about an engagement. We use booking information to arrange the appointment. We use service/security information to operate the site and prevent abuse, and optional analytics to understand website use and improve it.

We use business-contact details, enquiry information, booking details and directly related correspondence to respond to requests, arrange discussions and manage relevant business relationships. We rely on our legitimate interests in handling these activities accurately and efficiently.

Where you are personally entering into a contract with us, we use information necessary to take steps you request before entering that contract, or to perform it.

You may object to processing based on legitimate interests by contacting privacy@perfectconcept.co.uk.

We rely on your consent for optional website analytics. Our enquiry and booking forms offer separate optional communications choices. Submitting an enquiry or booking a meeting is not, by itself, permission for promotional marketing. You can contact privacy@perfectconcept.co.uk about your communications preferences.

Website technology and analytics

HubSpot provides website hosting, native forms, CRM and meeting scheduling. Native form protection uses Google reCAPTCHA. Google Analytics 4 is configured through Google Tag Manager to load following Analytics consent in the HubSpot opt-in banner. It measures website usage, such as pages visited and interactions, with device/browser context and permitted identifiers. We will not intentionally send your enquiry text or contact fields to analytics.

Some HubSpot interface state, feature-use measurement and performance diagnostics remain active when optional categories are rejected; rejecting Analytics does not stop every HubSpot request. See our Cookie Policy for the technologies used and the choices available.

Providers and overseas processing

We use HubSpot for website hosting, forms, CRM, scheduling and meeting documentation; Google Workspace for business email, Calendar and Meet; Google services for Tag Manager, Analytics and reCAPTCHA; and a personal Microsoft Outlook.com inbox connected to HubSpot for relevant correspondence. Our Google Workspace subscription is supplied through Squarespace. HubSpot Notetaker uses Recall.ai (Hyperdoc Inc) for meeting capture. These services handle information associated with the functions described in this policy and may involve processing outside the UK, including in the United States.

HubSpot's Data Processing Agreement includes standard contractual clauses and UK provisions for restricted transfers, and Data Privacy Framework provisions where applicable. Google Workspace's account-linked data-processing terms include provisions for overseas processing and UK transfers; Google also explains its safeguards in its data transfer framework information. Microsoft describes overseas processing, contractual safeguards and its participation in the UK Extension to the EU–US Data Privacy Framework in its Privacy Statement. The applicable arrangements depend on the service and transfer; we do not represent all processing as UK- or EU-only. You can ask for further information or a copy of relevant safeguards by contacting privacy@perfectconcept.co.uk.

Retention

We keep enquiry, booking and related correspondence records while they are needed to respond to your request or manage an active business discussion. When the discussion ends, we review whether the information is still needed. Any further retention must have a documented purpose and review date, taking account of an ongoing engagement, an applicable legal requirement or a specific dispute.

We retain relevant client-meeting records in HubSpot CRM while necessary for the engagement. Owen Grant reviews them at project closure and every six months during longer projects. Records retained afterwards must have a documented reason and review period. Recordings and transcripts are considered separately from agreed minutes and action records because they may no longer be needed as soon as those records have been checked.

You may request deletion by contacting privacy@perfectconcept.co.uk. We consider requests under applicable data-protection law and explain any lawful reason for retaining information.

Google Analytics 4 is configured to retain event data for 2 months and user data for 14 months, with the user retention period reset on new activity. These controls do not determine cookie expiry or retention of most standard aggregate reports.

Your rights and choices

Depending on the circumstances, you can ask for access to your personal information, correction, deletion, restriction of use or transfer of certain information to you or another organisation. You may object to processing based on legitimate interests. Where we rely on consent, you can withdraw it; withdrawal does not affect the lawfulness of earlier processing. These rights have conditions and exceptions.

Contact privacy@perfectconcept.co.uk to raise a privacy concern, exercise your data rights or make a data-access request. You can also complain to the UK Information Commissioner's Office: Make a complaint.

Owen Grant coordinates privacy requests. The process agreed for handling requests is to receive and log the request, identify its type, verify identity where needed, locate relevant records, action and respond or escalate an uncertain case, and record completion.

Use Cookie Settings in the footer to reopen the HubSpot consent banner and manage your Analytics preferences.

Changes to this policy

We will update this policy when our practices change. This policy takes effect when it is published on this website.