How Contextline uses personal information

Who is responsible for your information?

Contextline is a trading name operated by [legal controller name], the data controller.

Business address: [business address]

Contact: research@contextline.co.uk

What information we may use

We may use professional names, job titles, organisations, work email addresses, public-source information, correspondence, organisational research responses, Policy-to-Practice Gap Diagnostic responses and opt-out/suppression information.

Information we do not want you to provide

The public diagnostic and initial research are designed for organisational-level information. Please do not provide names of service users, patients, supported people or employees involved in incidents; identifiable case histories; identifiable health/disability information; safeguarding allegations identifying individuals; criminal-offence information; or other sensitive personal information.

Where business-contact information comes from

Information may come from official organisational websites, Companies House, public professional/sector directories, public professional profiles, professional referrals, or directly from you. Contextline records the source used for targeted first-contact outreach.

Why we use information

We use proportionate professional information to validate organisational practice-improvement needs, conduct targeted B2B research and business development, deliver requested diagnostics, respond to enquiries, administer prospective/client relationships, secure our systems, and respect objections to further contact.

Lawful bases

Contextline generally relies on legitimate interests for narrowly targeted B2B research/business-development activity and administration of professional relationships. Contract, pre-contractual steps or legal obligation may apply where appropriate. Contextline has documented a Legitimate Interests Assessment for its first-wave outreach process.

Direct marketing and your right to object

You may object to direct marketing at any time. Reply to a Contextline email with “no thanks” or “do not contact”, or email research@contextline.co.uk. Contextline will stop direct-marketing processing and retain only the minimum suppression information needed to avoid contacting you again for that purpose.

The Policy-to-Practice Gap Diagnostic

The diagnostic is a reflective leadership tool. It is not an inspection, accreditation, clinical assessment, legal opinion, compliance certification or assessment of an individual employee. It does not make solely automated decisions about individuals that produce legal or similarly significant effects.

Processors

Contextline may use IONOS for domain/email services, Tally for forms/diagnostic submissions, and Cloudflare for website hosting/security. Information may also be shared with advisers, insurers, accounting/payment providers or authorities where genuinely necessary or legally required. Contextline does not sell personal information.

International processing

Some service providers may process information outside the UK. Where a restricted transfer occurs, Contextline relies on an appropriate lawful transfer mechanism provided by or agreed with the relevant service provider.

Retention

• Unresponsive B2B prospects: up to 6 months after the final permitted outreach message, then delete/anonymise unless a suppression record is needed.
• Research notes: up to 12 months after the relevant validation phase ends, then delete/anonymise unless a documented reason supports longer retention.
• Diagnostic submissions without a client relationship: up to 12 months after submission.
• Active prospective-client records: up to 18 months after the last meaningful interaction.
• Core client/contract/invoice records: up to 6 years where required for accounting, legal, insurance or business-record purposes.
• Suppression information: minimal data retained as long as reasonably necessary to honour the objection.

Your rights

Depending on the circumstances, you may have rights of access, correction, erasure, restriction, objection, portability, withdrawal of consent where applicable, and complaint to the Information Commissioner’s Office.

Requests: research@contextline.co.uk

Complaints

You may raise a concern with Contextline first at research@contextline.co.uk. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint/.

Changes

This notice will be reviewed when Contextline starts trading, changes its processing, introduces material new systems/channels, or relevant law/guidance changes.