Privacy Policy

1.Who We Are

Coalface (“we”, “us”, “our”) is a UK-based business. For the purposes of data protection law, Coalface is the data controller responsible for your personal data. We are committed to protecting your personal information and handling it in a transparent, fair and lawful manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2.What Data We Collect

We may collect and process the following categories of personal data:

• Identity data: First name, last name
• Contact data: Email address, telephone number
• Business data: Company name (if provided)
• Enquiry data: Information submitted via contact forms
• Marketing preferences: Opt-in status for marketing communications
• Technical data: IP address, browser type, device type, operating system, referring URLs and pages visited
• Usage data: Information about how you interact with our website

We do not collect special category data and do not knowingly collect data from individuals under 18.

3.How We Use Your Data

We only process personal data where we have a lawful basis:

a) Responding to enquiries

To respond to messages and take steps at your request before entering into a contract.
Legal basis: Pre-contractual steps / Legitimate interest

b) Marketing communications (opt-in only)

We send marketing emails only where you have explicitly opted in. You can unsubscribe at any time via email or the unsubscribe link in any communication.
Legal basis: Consent

c) Enquiry follow-up (non-marketing)

We may contact you regarding your enquiry or relevant services directly related to your request.
Legal basis: Legitimate interest

d) Analytics and website improvement

We use analytics to improve our website.
Legal basis: Consent (via cookie banner) / Legitimate interest (anonymised data)

e) Advertising and remarketing

We may show relevant ads via third-party platforms where you have given cookie consent.
Legal basis: Consent

4.Third-Party Services

We use the following providers who may receive or process personal data on our behalf:

• HubSpot
• Google Analytics
• Meta Platforms
• LinkedIn

These providers may process data outside the UK. Appropriate safeguards (such as Standard Contractual Clauses) are in place. We do not sell personal data.

5.Data Retention

We retain data only as long as necessary:

• Enquiries: Up to 12 months after last contact
• Marketing contacts: Until consent is withdrawn, or automatically after 365 days of inactivity
• Analytics: Per platform settings
• Legal / financial data: Up to 6 years

6.Your Rights

Under UK data protection law, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Restrict processing
• Object to processing
• Withdraw consent at any time

To exercise any of these rights, contact us at hello@coalface.studio.

You may also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

7.Cookies

We use cookies for website functionality, analytics, and advertising and remarketing. Non-essential cookies are only set after consent via our cookie banner.

8.Data Security

We implement reasonable technical and organisational safeguards to protect personal data. However, no system is completely secure. In the event of a breach likely to affect your rights, we will notify the ICO within 72 hours as required by law.

9.Changes to This Policy

We may update this policy from time to time. Please review it periodically. The “Last updated” date above will reflect any changes.

10.Contact

For any questions or requests relating to your data: