Privacy Policy

Who we are

Cool Fox Labs is an independent digital studio based in Leamington Spa, Warwickshire. We build websites, apps and business systems.

The data controller for the information described on this page is Cool Fox Labs Ltd, a company registered in England and Wales under company number 17425701. Our registered office is Unit 12, Bath Place, Leamington Spa, Warwickshire, CV31 3AQ.

For anything relating to privacy or your information, contact [email protected].

What we collect

We collect the information you choose to send us through the enquiry form on this website:

• Your name
• Your business or project name
• Your email address
• Your phone number, if you give one
• What you need and your answers about your project, including any website address you add

If you email us directly, we hold that email and anything in it. We do not ask for payment details through this website.

Why we use it

We use your information to reply to your enquiry, to discuss a possible project and to keep a record of what was agreed if we go on to work together.

Our lawful basis is legitimate interest: you contacted us about work, so we need your details to respond. We do not add you to a marketing list, and we do not sell or share your information for advertising.

How it is stored and protected

Enquiries reach us as email and are kept in our business email account. Access is limited to the people at Cool Fox Labs Ltd who need it to respond to you, and accounts are protected by strong passwords and two-factor authentication.

Enquiries are also saved in the system we use to manage client work, which only people at Cool Fox Labs Ltd can sign in to.

The website is served over an encrypted connection (HTTPS).

Service providers

A small number of companies process information on our behalf, only to provide the service we use them for:

• Formspark receives submissions from the enquiry form on this website and passes them to us by email. Formspark’s documentation states that submission data is hosted on Amazon Web Services in the eu-west-1 region in Ireland, within the EEA.
• Cloudflare hosts and serves this website, and provides the spam protection described below.
• Google Workspace provides the mailbox that enquiries arrive in and that we reply from.
• Supabase hosts the database behind the system we use to manage client work, where enquiries are saved. Our database is hosted in the eu-west-1 region in Ireland.

We use Cloudflare Turnstile to tell real visitors apart from automated bots before a submission reaches us. It runs invisibly, with nothing to click and no cookie banner, and it looks at the browser and how the page is used rather than at what you have typed. Turnstile does not receive your name, email address or anything else you type into the form. What Cloudflare collects is set out in its Turnstile Privacy Addendum.

How long we keep it

General enquiries are normally kept for up to 12 months after the last contact. If an enquiry becomes a customer relationship, relevant records may be kept for longer where needed to provide the service or meet legal, accounting or other legitimate business requirements.

If nothing comes of an enquiry, you can ask us to delete it at any time and we will.

Your rights

Under UK data protection law you can ask us to:

• Tell you what information we hold about you, and give you a copy
• Correct anything that is wrong
• Delete your information
• Restrict or object to how we use it
• Receive it in a portable format

Email [email protected] and we will respond within one month. There is no charge.

Cookies

Cookies are covered separately in our Cookie Policy.

Changes to this policy

If we change how we handle information, we update this page and the date at the top.