Privacy Policy
Introduction
ClientFrame Limited (company number 16738999) ("we", "us", "our") respects your privacy and is committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains how we collect, use, store, and share your personal data when you use our website and services, and sets out your rights in relation to that data. ClientFrame Limited is the data controller responsible for your personal data. If you have any questions about this policy or how we handle your data, please contact us at contact@clientframe.co.uk. We are registered with the Information Commissioner's Office (ICO). Our ICO registration reference is: ZC205233
Information We Collect
Information You Provide:
Name, email address, and contact details
Account and login information
Project, client, or business information you upload to the platform
Any messages or enquiries you send us
Information Collected Automatically:
IP address and device information
Browser type and usage data
Pages visited and time spent on the site
How We Use Your Data
We use your personal information to:
Respond to your enquiries and provide access to our platform
Send you product updates and insights, where you have opted in
Improve our website and understand how it is used
Comply with our legal and regulatory obligations
Payment Information
We do not store full payment card details. All payment information is processed securely by Stripe, our payment processor. Please refer to Stripe's privacy policy for details of how they handle your payment data.
How We Use Your Information
We use your personal data for the following purposes, and rely on the following lawful bases under UK GDPR:
To provide and operate our services
To manage your account
To process payments and subscriptions
To respond to enquiries and provide customer support
To improve our platform and user experience
To monitor and ensure the security of our platform
To carry out anonymised analytics and usage reporting
To retain invoices and billing records for 6 years in accordance with HMRC requirements
To comply with applicable laws and regulatory requirements
To send you marketing communications (only where you have opted in, you may withdraw consent at any time)
We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose.
Sharing Your Data
We do not sell your personal data to third parties. We may share your personal data with the following categories of recipients:
Service Providers (Data Processors)
We work with trusted third party service providers who process data on our behalf. Our key service providers currently include:
Stripe — payment processing
Microsoft OneDrive — file storage and syncing
Google — calendar integration
Microsoft Outlook — calendar integration
All service providers are contractually required to keep your data secure, process it only on our instructions, and in accordance with UK data protection law.
Legal Authorities:
We may disclose your personal data to legal or regulatory authorities where required to do so by law, or to protect the rights, property, or safety of ClientFrame, our users, or others.
Data Storage & Security
Your data is stored on secure servers located within the United Kingdom or the European Economic Area (EEA). We do not transfer your personal data outside the UK or EEA.We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or destruction. These include secure encrypted connections, access controls, and regular security reviews. While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but will notify you promptly in the event of a breach that affects your data.
Data Breach Notification
In the event of a personal data breach that is likely to result in a risk to your rights or freedoms, we will notify you without undue delay and in accordance with our obligations under UK GDPR. Where required by law, we will also notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach.
How Long We Keep Your Data
We retain your personal data for as long as your account is active and as necessary to provide our services.
Upon account closure, your personal data is retained for 90 days before being permanently deleted
Invoices and billing records are retained for 6 years in accordance with HMRC legal requirements
Anonymised or aggregated data may be retained indefinitely for analytical purposes
We strongly recommend that you download or retain copies of any important files or documents before closing your account. We accept no liability for loss of data following the 90-day retention period.
Your Rights
Under UK data protection law, you have the following rights in relation to your personal data:
Right of access — to request a copy of the personal data we hold about you
Right to rectification — to request correction of any inaccurate or incomplete data
Right to erasure — to request deletion of your personal data in certain circumstances
Right to restriction — to request that we limit how we use your data
Right to object — to object to our use of your data where we rely on legitimate interests
Right to data portability — to receive your data in a structured, commonly used format
Right to withdraw consent — where we rely on consent, you may withdraw it at any time
To exercise any of these rights, please contact us at contact@clientframe.co.uk. We will respond to all requests within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data lawfully. You can contact the ICO at ico.org.uk or by calling 0303 123 1113.
Cookies
We use cookies and similar technologies to improve your experience on our platform, analyse usage, and remember your preferences. For full details of the cookies we use and how to manage them, please see our Cookie Policy.
Third-Party Links
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to read the privacy policy of any third-party site you visit.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. For material changes, we will notify you by email at least 14 days before the changes take effect. The date of the most recent update is shown at the top of this document. We encourage you to review this policy periodically.
Contact Us
If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your personal data, please contact us:
Email: contact@clientframe.co.uk
Company: ClientFrame
Limited Companies House Number: 16738999
We aim to respond to all enquiries within 5 business days.
