We keep only what helps us help you.

Summary

• When you book an intro call, we keep the details you give us so we can prepare for the call and follow it up. We record calls to take accurate notes, and say so at the start.
• Our booking page and its emails run on our own server in the UK. We do not sell data or show adverts. We count visits with our own analytics, without cookies, and you can switch that off below.
• When we work on your business, we only see what you choose to show us, and we agree that in writing first.
• You can ask us to see, correct or delete what we hold at any time.

Company

The controller for any personal data we hold about you is TJH/CO LIMITED, trading as Tunewell, a company registered in England and Wales, company number 16589593, with its registered office at Hayvenhursts, Fairway House, Links Business Park, St Mellons, Cardiff, CF3 0LT, United Kingdom. Email theo@tunewellhq.com.

Given the small scale and low-risk nature of our processing, we are not required to appoint a Data Protection Officer and have not done so.

Booking an Intro Call

When you book, we keep your name, your email address, your business name and type, your number of staff, anything you write about your admin, the time you chose and your time zone. We use them to hold your place, send your confirmation, a reminder the day before and any change you make, and to prepare for the call.

We rely on taking steps at your request before any agreement (UK GDPR Article 6(1)(b)), and on our legitimate interest in following up the call you asked for (Article 6(1)(f)). We do not add you to a newsletter. After the call we may email you once about it; reply and we will not write again.

The call itself takes place on Google Meet, under Google’s own terms.

We record and transcribe every call so we can take accurate notes, and we say so at the start. The recording and transcript are made and kept on our own computer. To write a summary, we send the transcript to Anthropic’s Claude. Anthropic’s commercial terms do not let it train its models on what we send. Any follow-up actions go into our task list. If you would rather a call is not recorded, tell us at the start and we will take notes by hand. We rely on our legitimate interest in keeping an accurate record of what you asked us to do (Article 6(1)(f)).

Working Together

For a Check-Up, a Full Review or a build, we may need to see how your business runs, such as your inbox, calendar, invoices or forms. Before we see any personal data in them, we agree in writing what we will see, where it goes and who can reach it. For that data you remain the controller and we act on your instructions, under written data protection terms.

We work inside your own accounts wherever we can, so your data stays where it is. We keep our notes and your report, and we remove our access when the work ends.

For invoices and our own records we keep your business name, contact details and what you bought, because the law requires it (Article 6(1)(c)) and to deliver what you asked for (Article 6(1)(b)).

Website and Booking Page

This website sets no cookies. We count page views and clicks on the Book an Intro Call buttons with Umami, an analytics server we run ourselves at analytics.theodorehq.com rather than handing your visit to an analytics company. It stores no cookies, records nothing that identifies you, and builds no profile. Your IP address is used in passing to derive a country and is never stored. Basis: our legitimate interests in understanding which pages are useful (Article 6(1)(f)). Its fonts are served from our own site.

If you would rather not be counted at all, this switches our analytics off for this browser. It sets a flag your browser keeps, and nothing further is sent.

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The booking page sets three cookies that it needs to work: two that keep the booking secure and one that holds your chosen time while you fill in the form. It also remembers in your browser whether you prefer a 12 or 24 hour clock. It loads nothing from other companies.

Like any website, the companies that host our pages see your network address when you visit, and keep it briefly for security.

Data We Hold

• Booking details, if we do not go on to work together: kept for two years after we were last in touch, then deleted.
• Client records and invoices: kept for six years after the end of the financial year they relate to, as UK company law requires.
• Call recordings and transcripts: kept for twelve months, then deleted. Written notes from a call follow the booking or client record above.
• Emails: kept for two years, or longer while we are working together.
• Backups: our server is backed up nightly, encrypted, and backups are kept for up to six months.

Suppliers

We use a small number of suppliers, each only for the job described:

• Hostinger: runs our server in the UK, which holds the booking page and its records, and our analytics.
• Backblaze: stores our encrypted server backups in the EU (Amsterdam).
• Apple: iCloud delivers and stores our email and calendar.
• Missive: the app we read and answer email in.
• Google: Google Meet, for the calls themselves.
• Anthropic: Claude, which writes the summary of a call from its transcript.
• TickTick: our task list, which holds follow-up actions from calls.
• Vercel: hosts this website.

Some of these companies may process data outside the UK, including in the United States. Where they do, the transfer is covered by the UK Extension to the EU-US Data Privacy Framework or by the UK International Data Transfer Agreement or Addendum.

Your Rights

Under UK GDPR you can ask to see, correct, delete, restrict or move what we hold, or object to how we use it. Email theo@tunewellhq.com and we will answer within thirty days, free of charge.

Complaints

If you are unhappy with how we have handled your personal data, you can complain to us directly, a right under section 164A of the Data Protection Act 2018. Email theo@tunewellhq.com and we will acknowledge it within 30 days, look into it, and tell you the outcome.

You can also complain to the UK Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, on 0303 123 1113, or at ico.org.uk/make-a-complaint, though we would like the chance to put things right first.

Children

Tunewell is a service for businesses and is not directed at children under 13, the UK age of digital consent under section 9 of the Data Protection Act 2018. We do not knowingly collect personal data from anyone under 13.

Changes

If we change this policy we will update the date at the top. For any change that materially affects you, we will email clients a plain-English summary at least fourteen days before it takes effect.

Contact

Any question at all, write to theo@tunewellhq.com. Every message is read by a person. See also our Terms.