Privacy Policy

1. Who we are

Charles Publishing Limited (“we”, “us” or “our”) is a United Kingdom agency providing website design and development, AI business consultancy and automation, app development, content and marketing, graphic design and branding, and e-commerce services.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller of personal data collected through this website.

• Registered company number: 13361230 (registered in England and Wales)
• Registered office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
• Contact: charles@charlespublishing.org

2. What we collect

Depending on how you use our website, we may collect:

• Enquiry forms: name, email address and message content.
• Online booking of calls: name, email address and any details you provide when booking a Discovery call or service consultation (for example preferred time or brief notes). Bookings are arranged via a third-party calendar/CRM system and may take place on Google Meet.
• Chat (if used): name, email address and conversation content, if a chat widget is available.
• Technical and usage data: IP address, browser and device information, pages visited, and similar diagnostic data, including data from cookies (see section 8).

Please do not include special category (sensitive) personal data in forms, bookings or chat. We do not intentionally collect such data through this website.

3. How we collect it

We collect personal data when you submit an enquiry, book a call, use chat (if available), browse the site (via cookies and similar technologies), or contact us by email in connection with the site. We also receive booking and contact details via trusted third-party service providers that power our scheduling, CRM and email systems.

4. Lawful bases

We process personal data only where we have a lawful basis under UK GDPR:

• Contract — to take steps at your request before a contract, or to perform a contract (for example responding to a service enquiry or arranging a booked consultation).
• Legitimate interests — to operate and improve our website, respond to enquiries, follow up on bookings, manage prospective client relationships, and keep our systems secure, where those interests are not overridden by your rights.
• Consent — for non-essential cookies or marketing communications (if we send any). You may withdraw consent at any time without affecting processing already carried out.

5. How we use your data

We use personal data to respond to enquiries and follow up; arrange and conduct Discovery calls and consultations; manage communications through our CRM and email systems; operate, maintain and improve our website; protect system security; and comply with legal obligations.

Enquiry and booking data is stored in our CRM and used to respond and follow up. Email is handled via Google Workspace. We do not sell your personal data.

6. Sharing with processors

We share personal data only where necessary with:

• trusted third-party service providers (such as our CRM, scheduling, email and hosting providers), who process data on our instructions as processors;
• professional advisers where required; and
• authorities or other parties where we are legally obliged to do so, or to establish, exercise or defend legal claims.

Processors must protect personal data and process it only for specified purposes.

7. International transfers

Some trusted third-party service providers may process or store personal data outside the United Kingdom. Where that occurs, we ensure appropriate safeguards, such as a UK adequacy decision or standard contractual clauses (or equivalent UK-approved mechanisms), with any supplementary measures required. Contact us for further information about specific transfers.

8. Retention

We retain personal data only as long as reasonably necessary for the purposes in this policy, including legal, accounting and reporting requirements.

Typical periods (which may vary):

• General enquiries and unsuccessful leads: up to 12 months from our last contact, unless a longer period is required.
• Booking and consultation records: up to 24 months from the booking, or as needed to manage the relationship.
• Marketing preferences (if applicable): until you withdraw consent or unsubscribe, plus a short period to record that preference.

When data is no longer required, we delete or anonymise it securely.

9. Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction, including access controls, secure hosting and use of trusted third-party service providers. No internet transmission is completely secure; we cannot guarantee absolute security.

10. Cookies

Our website may use cookies and similar technologies.

• Essential cookies are necessary for the site to function and do not require consent.
• Analytics cookies — if used, analytics cookies help us understand how visitors use the site. Non-essential cookies (including analytics, if used) will only be set with your consent where required. You can change or withdraw preferences via your browser settings and, where available, our cookie controls.

11. Your rights

Under UK data protection law, you have the right (subject to conditions) to: access your data; rectify inaccurate data; erase your data; restrict processing; object to processing based on legitimate interests; data portability (where processing is based on consent or contract and is automated); and withdraw consent where we rely on it.

To exercise these rights, contact charles@charlespublishing.org. We may need to verify your identity and will respond within legal timeframes.

You may also complain to the Information Commissioner’s Office (ICO): ico.org.uk. We would welcome the chance to address your concerns first.

12. Changes

We may update this Privacy Policy from time to time. The revised version will be posted on this page with a new effective date. Please check periodically.

13. Contact

Charles Publishing Limited

71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom

Email: charles@charlespublishing.org

Website: charlespublishing.org