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Privacy Policy

Last updated: 28 March 2026

1. Who We Are

ClearRun provides AI automation services to UK small businesses. We are a sole trader based in the United Kingdom.

If you have questions about this privacy policy or how we handle your data, you can contact us at hello@clearrun.uk.

2. What Data We Collect

We collect and process the following types of personal data:

2.1 Information You Provide

  • Contact form submissions: Your name, email address, company name, industry, and any message you send us.
  • Email correspondence: Any information you share with us via email.
  • Booking information: Details provided when booking an automation audit or consultation call.

2.2 Information Collected Automatically

  • Website analytics: Pages visited, time on site, referring source, browser type, device type, and approximate geographic location (city level). We do not use this data to identify individuals.
  • Cookies: See section 8 below for details on the cookies we use.

3. Why We Collect Your Data

We collect and process personal data for the following purposes:

  • To respond to your enquiry: When you contact us through our website or by email, we use your details to reply and provide information about our services.
  • To deliver our services: If you become a client, we process your data as necessary to fulfil our contract with you.
  • Legitimate interest for B2B marketing: We may send relevant information about our services to business contacts. You can opt out at any time.
  • Website improvement: We use analytics data to understand how visitors use our site and to improve the experience.

4. Legal Basis for Processing

We process your personal data under the following legal bases as defined by UK GDPR:

  • Consent: Where you have given clear consent, for example by submitting a contact form.
  • Contract: Where processing is necessary to fulfil a contract with you or to take steps at your request before entering a contract.
  • Legitimate interest: Where processing is necessary for our legitimate business interests, such as B2B marketing, provided your rights do not override those interests.

5. How We Use AI and Third-Party Processors

As an AI automation provider, we want to be transparent about how data may be processed:

  • Some of our automation services use third-party AI APIs (such as OpenAI, Anthropic, or similar providers) to process data on your behalf.
  • Before any client data is processed through AI systems, we will explain exactly which providers are involved and obtain your agreement.
  • We ensure all AI providers we work with have appropriate data processing agreements and security safeguards in place.
  • Client data processed by AI systems is not used to train AI models unless explicitly agreed upon.
  • All AI processing complies with UK GDPR requirements, including where data may be transferred outside the UK.

6. Data Sharing

We do not sell your personal data. We may share your data with:

  • Service providers: Such as our website hosting provider (Netlify), email service, and analytics platform, who process data on our behalf under strict agreements.
  • AI API providers: As described in section 5, only with your knowledge and where necessary to deliver our services.
  • Legal requirements: Where we are required to do so by law or to protect our legal rights.

7. Data Retention

  • Contact form enquiries: Retained for 24 months from last contact, then securely deleted.
  • Client data: Retained for the duration of our contract plus 6 years (in line with HMRC requirements), then securely deleted.
  • Website analytics: Anonymised and aggregated data retained for up to 26 months.
  • Marketing contacts: Retained until you opt out or request deletion.

8. Cookies

Our website uses the following types of cookies:

  • Essential cookies: Required for the website to function properly (e.g., form submissions). These do not require consent.
  • Analytics cookies: Used to understand how visitors interact with our site. These are only set with your consent.

You can control cookies through your browser settings. Disabling cookies may affect your experience on our website.

9. Your Rights

Under UK GDPR, you have the following rights:

  • Right of access: Request a copy of the personal data we hold about you.
  • Right to rectification: Request correction of inaccurate or incomplete data.
  • Right to erasure: Request deletion of your personal data (subject to legal obligations).
  • Right to restrict processing: Request that we limit how we use your data.
  • Right to data portability: Request your data in a machine-readable format.
  • Right to object: Object to processing based on legitimate interest, including direct marketing.

To exercise any of these rights, contact us at hello@clearrun.uk. We will respond within one month.

10. Complaints

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

We would appreciate the chance to address your concerns before you contact the ICO, so please reach out to us first.

11. International Transfers

Some of our service providers (including AI API providers) may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, in compliance with UK GDPR.

12. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this privacy policy or our data practices, please contact us: