Privacy Policy
Quietgladeway Ltd is committed to protecting the privacy of people who interact with us. This policy explains what personal data we collect, why we collect it, how we process it, and your rights. We operate as the data controller for personal information gathered through our website, workshops, projects and client engagements. The following sections set out the categories of data we handle, lawful bases for processing, how long we retain information, security measures and how to exercise your rights. For specific queries or to raise concerns, contact our Data Protection Officer at [email protected] or use the contact details listed below.
What personal data we collect
We collect and process information necessary for client engagement, to respond to enquiries and to provide our services. This may include contact details (name, business email, phone number), organisational information, role and stakeholder lists, notes and feedback captured during workshops, and any documents you choose to share with us. When you use our website forms we collect the information you submit to enable a response. For recruitment or job applications we collect CVs and application materials only with consent. We do not collect special category data unless you explicitly provide it and we have a lawful basis for processing such information.
How we use personal data
We use personal data to respond to enquiries, prepare proposals, deliver engagement projects and provide training. Processing is carried out on lawful bases including contract performance, legitimate interests (for example, to manage client relationships and improve service delivery), and where applicable, your consent. We may use contact details to send administrative messages about your project, to schedule meetings or to provide materials related to services. We will not use your personal data for unsolicited marketing without your consent. When we process data for analytics or website performance, this is done in aggregated, anonymised form where possible.
Cookies and tracking
Our website uses essential cookies needed for security and function as well as optional cookies for analytics and performance. The cookie banner on our site allows you to accept or reject optional cookies. Essential cookies enable core features such as form submission and session management. Analytics cookies help us understand site usage and improve content; these are only enabled with your consent. For more detail on specific cookies, durations and third-party services, contact [email protected]. You can withdraw or change cookie preferences at any time by using the cookie controls in the banner or your browser settings.
Data security, retention and deletion
We protect personal data with appropriate administrative, technical and physical safeguards. Access to personal information is limited to authorised personnel who need it to perform their duties. We retain data for as long as necessary to fulfil the purposes described in this policy and to meet legal and contractual obligations. Typical retention periods: enquiry records (up to 3 years), active client records (for the duration of engagement plus 6 years for contractual and audit purposes), recruitment materials (up to 1 year unless consented otherwise). You can request deletion of personal data where there is no legal reason to retain it; we will assess such requests in line with applicable law and inform you of the outcome.
Sharing data and international transfers
We may share personal data with trusted third parties who assist in delivering our services, for example cloud hosting providers, analytics services and professional advisors. All third parties are vetted and contractually obliged to implement appropriate protections. Where data is transferred outside the UK or EEA we will ensure appropriate safeguards are in place such as standard contractual clauses or other lawful transfer mechanisms. We never sell personal data for marketing lists. If a project requires wider sharing (for example, stakeholder lists shared with client partners), we will make that explicit and obtain consent or confirmation from our client as appropriate.
Your rights
Depending on where you live, you may have rights regarding your personal data, including the right to access, correct, port or erase your data, and to object to or restrict certain processing. To exercise these rights, contact [email protected] with a clear description of your request and a means for us to verify your identity. We will respond within statutory timescales. If you are unhappy with our response, you may lodge a complaint with the UK Information Commissioner's Office or the relevant supervisory authority in your jurisdiction.
Updates to this policy and contact
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Significant updates will be posted on this page with a revised effective date. For questions about this policy or to make a subject access request, contact our Data Protection Officer at [email protected] or by post at Quietgladeway Ltd, 12 Queen Street, Suite 4, London WC2N 5DU, United Kingdom. For telephone enquiries call +44 20 7946 0958 during office hours.