Who is responsible
QPOI Limited is responsible for the personal information described in this notice. We are registered in England and Wales under company number 16553970. Our registered office is 69 Lower Galdeford, Ludlow, SY8 1RU, United Kingdom.
For privacy questions or requests, email hello@qpoi.com or write to our registered office.
When you get in touch
Our enquiry form collects your name, email address, project type and message. You can also provide your company or organisation. We receive the form contents by email, along with the service you selected if you arrived through a service-specific enquiry link. If you email us directly, we receive your email address and the information in your message.
We manage enquiries in email. We do not copy them into a CRM, spreadsheet or mailing list.
We use this information to reply, understand what you need, prepare proposals and keep a record of our discussions. Our lawful basis is our legitimate interest in responding to business enquiries and managing prospective client relationships. Where you are asking us to enter a contract with you personally, we may also need the information to take steps at your request before that contract.
Providing information is voluntary, but we need the required form fields to send and respond to your enquiry. Please avoid including passwords, sensitive personal information or confidential customer records in an initial message.
When you book a call
Our booking link opens Calendly on a separate website. If you book, Calendly processes the contact details, meeting time and any answers you provide so that we can arrange the call, and sends the booking information to us by email. We use it to prepare for and manage our conversation, on the same basis as other enquiries.
Calendly also explains its own website data collection and cookie choices in its privacy notice. You can email us instead if you prefer not to use Calendly.
Website hosting and analytics
Vercel hosts this website and processes technical request information, such as IP addresses and request details, to deliver and protect it. Our legitimate interest is to operate a reliable, secure website.
We use Vercel Web Analytics to understand which pages people visit and how they reach our enquiry options. The site records page views and events such as enquiry-button clicks, form success or failure, email-link clicks and booking-link clicks. Event details can include the page category and selected project type. Our enquiry events do not include your name, email address, company or message.
Vercel describes its Web Analytics service as using aggregated statistics without cookies to identify visitors. Its reports can include referring sites, approximate location, device and browser information. See Vercel's analytics privacy information for details. We use these statistics to understand and improve the website.
Who handles the information
Website enquiries pass through Vercel and our email infrastructure so that we can receive and respond to them. Within QPOI, only Daniel Davies accesses the enquiry mailbox. Calendly handles booking information when you choose to book through its service.
Vercel and Calendly operate internationally, so information may be processed outside the United Kingdom. Their published data processing terms describe the safeguards they provide for international transfers, including contractual protections where applicable. You can read Vercel's data processing terms and Calendly's data processing terms, or contact us for information about the arrangements relevant to your enquiry.
We may also need to disclose relevant information where the law requires it or to establish, exercise or defend legal claims.
How long information is kept
For enquiries that do not become projects, we review our mailbox monthly and delete correspondence more than 12 months after the last meaningful contact. If a discussion is still active or a particular record is needed for a legal claim, we retain the relevant information for that purpose.
If an enquiry becomes a project, relevant correspondence becomes part of the project record. We retain those records according to the continuing delivery, contractual, accounting and legal requirements.
Email backups are retained for three months. Deleted correspondence may therefore remain in a backup until that backup expires.
You can contact us to ask about the information held for your enquiry or request its deletion. We will explain if there is a reason we need to retain particular records.
Your rights and choices
Depending on the circumstances and the lawful basis for processing, you can ask to access or correct your personal information, have it erased, restrict its use or receive a portable copy. You can object to processing based on legitimate interests. These rights have conditions and exceptions.
Email hello@qpoi.com to make a request. We may need to confirm your identity before providing personal information.
You can also complain to the UK Information Commissioner's Office. Visit ico.org.uk/make-a-complaint or call 0303 123 1113. We would welcome the opportunity to address your concern directly.