1. Who we are
Question & Retain Ltd. is the data controller for the personal data collected through questionandretain.co.uk and through related website enquiries, contact forms, email sign-ups, and direct communications linked to the website.
If you have a privacy question, want to exercise your rights, or need this notice in a more accessible format, you can contact us at:
Annabel Dunstan
Question & Retain Ltd. Registered office:
11 Charterhouse Street Farringdon, London, EC1M 6AW
Question & Retain Ltd. is registered in England & Wales Company No. 8308065
annabel@questionandretain.co.uk
2. What this policy covers
This policy explains how we handle personal data when you:
visit questionandretain.co.uk;
contact us through the website, by email, or by phone;
sign up to receive updates, newsletters, or other marketing communications;
download materials, book a call, or ask us about our services;
interact with cookies or similar technologies on the site.
It does not apply to third-party websites we link to. Those sites will have their own privacy notices and terms.
3. The personal data we may collect
Depending on how you use the site, we may collect:
your name;
your email address;
your phone number;
your organisation name and job title;
the content of any enquiry or message you send us;
details about the services you are interested in;
technical and usage information, such as IP address, browser type, device type, pages visited, time spent on the site, referral source, and cookie or consent preferences.
We only collect the information we need for the relevant purpose.
4. How we use your personal data
We may use your personal data to:
respond to your enquiry or request;
provide information about our services;
arrange calls, meetings, or follow-up conversations;
send newsletters or marketing updates where you have asked for them or where we are otherwise entitled to do so lawfully;
operate, secure, and improve the website;
understand how visitors use the website and which content is useful;
maintain records of our communications and business development activity;
comply with legal, regulatory, or professional obligations.
We will not use your information for a purpose that is incompatible with the reason it was originally collected.
5. Our lawful bases for using personal data
Under UK data protection law, we need a lawful basis for each use of personal data. Depending on the context, we rely on one or more of the following:
Legitimate interests, where it is necessary for us to run, improve, protect, and promote our business in a way that does not override your rights and freedoms. This includes responding to enquiries, managing prospective client relationships, securing the website and connected systems, understanding how our website is used, and carrying out proportionate business development.
Steps before entering into a contract or performance of a contract, where you contact us about work you may want us to carry out, or where we need to manage a service relationship.
Consent, where you choose to sign up for newsletters or other optional marketing, or where consent is required for non-essential cookies or similar technologies.
Legal obligation, where we need to keep or disclose information to meet legal, regulatory, tax, accounting, or compliance requirements.
Where we rely on consent, you can withdraw it at any time. Withdrawal will not affect the lawfulness of anything done before that point.
6. Marketing
If you subscribe to our newsletter, updates, or similar communications, we will use your contact details to send you the material you asked for.
You can stop receiving marketing at any time by using the unsubscribe link in the message, or by contacting us directly at annabel@questionandretain.co.uk.
You also have the right to object at any time to the use of your personal data for direct marketing.
We do not sell personal data to advertisers.
7. Cookies and similar technologies
We may use cookies, tracking pixels, scripts, tags, local storage, embedded content tools, scheduling tools, analytics technologies, consent-management tools, or similar technologies on questionandretain.co.uk.
Some of these are strictly necessary for the site to work properly, for example to keep the site secure, remember privacy choices, or support core website functionality. Others help us understand how the site is used, measure performance, improve the visitor experience, or support embedded features such as video, forms, or scheduling.
Where the law requires consent for non-essential cookies or similar technologies, we will ask for it before those technologies are used. You can accept, reject, or change your preferences through the cookie settings made available on the site.
Any cookie banner, cookie settings tool, or separate cookie notice should be read together with this Privacy Policy. The final live version of those settings should reflect the technologies actually in use on the site at the time.
Please note that disabling some technologies may affect how parts of the site work.
8. Sharing personal data
We may share personal data with trusted third parties where this is necessary for the purposes set out above. These may include providers that help us with:
website hosting, maintenance, and technical support;
analytics, performance monitoring, and consent management;
contact forms, scheduling, and meeting booking;
email delivery, newsletter management, and customer relationship management;
professional advice, legal support, insurance, or compliance.
Where third parties process personal data for us, they do so under appropriate contractual, security, and confidentiality obligations.
We may also disclose information where required by law, regulation, court order, or to establish, exercise, or defend legal claims.
If you would like more detail about the categories of recipients or the main service providers we use, please contact us.
9. International transfers
Some of our service providers may process personal data outside the UK. This is most likely where we use tools for analytics, scheduling, email delivery, customer relationship management, or other web infrastructure that are operated from, or supported in, countries outside the UK.
Where personal data is transferred outside the UK, we take steps to ensure that appropriate safeguards are in place. Depending on the transfer, this may include reliance on UK adequacy regulations, the International Data Transfer Agreement, the UK Addendum to standard contractual clauses, or another lawful safeguard recognised under UK data protection law.
Where appropriate safeguards are used, we will also carry out the required data protection test and any related assessment needed to satisfy ourselves that the standard of protection is not materially lower than in the UK.
If you would like more information about the safeguards that apply to a specific transfer, please contact us.
10. How long we keep personal data
We keep personal data only for as long as we need it for the relevant purpose, including legal, regulatory, accounting, and record-keeping requirements.
As a working guide:
website enquiry and contact data is usually kept for up to 24 months after the last substantive contact, unless a client relationship, live proposal, or legal reason requires longer retention;
newsletter and marketing data is kept until you unsubscribe or object, after which we may keep a minimal suppression record so we can respect that preference;
technical website and analytics data is kept for periods set by the relevant tool and configuration, and in most cases for no longer than 14 months unless a shorter or longer period is needed for security, fraud prevention, or system administration;
where the law requires longer retention, we will keep the information for that period and no longer than necessary.
If we no longer need personal data, we will delete it, anonymise it, or securely archive it where appropriate.
11. Your rights
Under UK data protection law, you may have the right to:
ask for access to the personal data we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to erase your data in certain circumstances;
ask us to restrict how we use it in certain circumstances;
object to processing based on legitimate interests;
object at any time to direct marketing;
ask for a copy of certain data in a portable format in certain circumstances, usually where processing is based on consent or contract and carried out by automated means;
withdraw consent where we rely on consent.
These rights are not absolute, and in some situations the law allows or requires us to refuse part of a request. If that happens, we will explain why.
To exercise your rights, contact annabel@questionandretain.co.uk.
12. Complaints
If you are unhappy with how we have handled your personal data, please contact us first and we will try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.
13. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in the law, our services, our website, or the way we use personal data.
When we do, we will publish the updated version on this page and revise the effective date.
14. Closing line
We ask people to tell us the truth for a living. That makes clarity, restraint, and respect non-negotiable in how we handle information too.
Listen Better.