Privacy policy
1. About this policy
This privacy policy explains how Insert Space Ltd ("Insert Space", "we", "us" or "our") collects, uses, stores and protects personal information. It also sets out your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).
2. Who we are
Insert Space Ltd is a company registered in England and Wales under company number 12900101, with its registered office at Unit A, 82 James Carter Road, Mildenhall, IP28 7DE. Insert Space is the controller of the personal information described in this policy.
Insert Space has applied to register with the Information Commissioner's Office (ICO). Our registration number will be published here once it has been issued.
If you have any questions about this policy or your information, please contact us at hello@insertspace.co.uk.
3. Scope of this policy
This policy applies to personal information about:
visitors to our website, insertspace.co.uk
individuals who download our resources or subscribe to our communications
individuals who book a meeting with us or contact us
representatives of businesses we contact about our services
representatives of our clients
our contractors and delivery partners
Research participants. Where we carry out a review on behalf of a client organisation, its employees may complete our survey or take part in an interview. That processing is governed by a separate research privacy notice, which is provided to participants before they take part.
This policy does not apply to third-party websites linked from our website, such as LinkedIn and Substack.
4. Information we collect and how we use it
We process personal information only where we have a lawful basis to do so under the UK GDPR. The information we collect, the purposes for which we use it and the lawful basis for each are set out below.
4.1 Website visitors
Our website is hosted by Framer. When you visit it, technical information such as your IP address, browser type and device type is processed to deliver the website and keep it secure. Non-essential cookies are used only with your consent (see section 6).
Lawful basis: legitimate interests (operating a secure website); consent (non-essential cookies).
4.2 Resource downloads
When you download our checklist or other resources, we collect your first name, work email address and company name. We use this information to provide the resource and may contact you about it.
Lawful basis: legitimate interests (providing the resource you requested and following up on your request).
4.3 Updates and briefings
Where you have opted in, we use your name and email address to send you occasional updates from Insert Space, including our briefings on AI adoption.
Lawful basis: consent. You may withdraw your consent at any time using the unsubscribe link in any email.
4.4 Meeting bookings
When you book a meeting with us, we collect your name, email address, company name and chosen time. The booking is added to our calendar with a video conferencing link.
Lawful basis: legitimate interests (responding to your request); steps taken at your request before entering into a contract.
4.5 Enquiries
When you contact us by email, we process your name, email address and the content of your message. We may keep a record of our correspondence in our customer relationship management system.
Lawful basis: legitimate interests (responding to enquiries and maintaining accurate records).
4.6 Business contacts
We hold the name, job title, work email address and company of representatives of businesses that may benefit from our services. We obtain this information directly from you, through introductions and events, or from publicly available sources such as LinkedIn and company websites.
Lawful basis: legitimate interests (promoting our services to businesses). See section 5.
4.7 Clients
We hold the names, roles and business contact details of client representatives, together with contracts, invoices and payment records.
Lawful basis: performance of a contract; legitimate interests (managing our relationship with client representatives); legal obligation (financial record keeping).
4.8 Contractors and delivery partners
We hold the names, contact details, contracts and payment details of our contractors and delivery partners.
Lawful basis: performance of a contract; legal obligation (financial record keeping).
4.9 Automated decision-making
We do not carry out automated decision-making, including profiling, that produces legal or similarly significant effects on individuals. We do not sell personal information.
5. Direct marketing
We send updates and briefings by email only to individuals who have opted in to receive them.
Where you are a representative of a limited company or other corporate body, we may contact you at your business email address with information about our services that is relevant to your role, as permitted by PECR.
Every marketing email identifies Insert Space and contains an unsubscribe link. If you unsubscribe, we retain your email address on a suppression list solely to ensure that we do not contact you again. You may also opt out at any time by emailing hello@insertspace.co.uk.
6. Cookies
We use cookies that are strictly necessary for our website to function. We use other cookies, including analytics and marketing cookies, only with your consent, which you can give or refuse through the cookie banner displayed on your first visit. You can change your preferences at any time using the "Cookie settings" link in the website footer. Full details are set out in our Cookie policy.
7. Sharing your information
We do not sell personal information. We share it only where necessary, with:
Service providers acting as processors on our instructions and under written contracts: HubSpot (customer relationship management, forms, email, meeting scheduling and file hosting); Google Workspace (email, calendar, video conferencing and document storage); and Framer (website hosting).
Contractors engaged to support our work, who are bound by written confidentiality and data protection obligations.
Delivery partners, where we introduce a client to a specialist partner. We share personal information with a partner only with your agreement. We may receive a referral fee from a partner; this does not influence our recommendations.
Professional advisers, including accountants, lawyers and insurers.
Regulators, law enforcement and other authorities, where required by law.
A purchaser or prospective purchaser of all or part of our business, subject to equivalent protections.
7.1 Use of artificial intelligence
We use AI tools to support our work. We use only business-grade AI services, provided under contractual terms that prohibit the use of our data to train their models, and we assess each tool against the same data protection standards we apply to all our service providers. Personal information is entered into an AI tool only where it is necessary for a specific task and permitted under this policy. AI tools are never used to make decisions about individuals, and every output is reviewed by a member of our team.
7.2 International transfers
Some of our service providers, including HubSpot and Google, are based in the United States and may process personal information outside the UK. Where this occurs, we ensure that the transfer is protected by an appropriate safeguard recognised under UK law, such as UK adequacy regulations (including the UK-US data bridge) or the UK International Data Transfer Agreement or Addendum. Further details are available on request.
8. Data retention
We retain personal information only for as long as necessary for the purposes for which it was collected, including to meet legal, tax and accounting requirements:
Resource downloads, meeting bookings and enquiries that do not lead to an engagement: 2 years from our last contact.
Business contacts: 2 years from our last contact.
Subscribers to updates and briefings: until you unsubscribe. Where a subscriber has not engaged with our emails for 2 years, we will ask whether they wish to continue receiving them, or remove them.
Suppression list: email address only, retained indefinitely to honour your opt-out.
Client records: 6 years from the end of the engagement.
Contractor and partner records: 6 years from the end of the relationship.
Deleted information may remain in secure backups for a limited period before it is permanently removed. Retention of research data is set out in our research privacy notice.
9. Security
We apply appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or alteration. These include the use of reputable, secure service providers, access restricted to those who need it, and two-step authentication on our systems. Our contractors are subject to confidentiality obligations. In the event of a personal data breach, we will notify the ICO and affected individuals where required by law.
10. Your rights
Under UK data protection law, you have the right to:
request access to the personal information we hold about you
request that inaccurate or incomplete information is corrected
request that your information is erased
request that we restrict how we use your information
object to our use of your information, including for direct marketing
receive information you provided to us in a portable format
withdraw your consent at any time, where we rely on consent
To exercise any of these rights, please contact hello@insertspace.co.uk. We do not charge a fee and will respond within one month. We may ask you to verify your identity before we respond.
If you are unhappy with how we have handled your information, please contact us first so that we can try to resolve your concern. You also have the right to lodge a complaint with the ICO at ico.org.uk or on 0303 123 1113.
11. Children
Our website and services are intended for businesses and are not directed at individuals under the age of 18. We do not knowingly collect personal information from children.
12. Changes to this policy
We review this policy at least annually and whenever our processing changes. The current version will always be published on this page, with the date it was last updated. Where a change significantly affects you, we will notify you directly.
13. Contact us
Questions about this policy, or requests regarding your personal information, should be sent to hello@insertspace.co.uk.
Last updated: October 2026