Keartland & Co privacy notice

1. About this notice

1.1 This notice explains how Keartland & Co Limited uses personal information when you visit our website, talk to us about working together, work with us as a client, come to our events or read our newsletter.

1.2 We’re Keartland & Co Limited, a company registered in England and Wales (company number 12127253), at Glynwyn, Wych Hill, Woking, Surrey, GU22 0EX. We’re registered with the Information Commissioner’s Office (registration number ZA712614). We’re the “data controller” for the information in this notice, which means we decide how it’s used.

1.3 If you have any questions, or want to use any of your rights, please email hello@keartland.co.

1.4 If you buy or use one of our online guided solutions, such as Find the Purpose at the Heart of Your Business, our guided solutions privacy notice applies instead: [link].

2. What we collect and why

Who you are What we collect Why Lawful basis
Website visitors How you use our website, your device and browser, and your approximate location, using cookies (section 8). To understand how our website is used and improve it. Consent, through our cookie banner.
Anyone who gets in touch, including through our website, by email, on LinkedIn or at events Your name, contact details, organisation, role and what you tell us. To reply, and to have conversations about working together. Legitimate interests: running and growing our business, and building professional relationships.
Clients and potential clients Your name, contact details, organisation, role, our correspondence, meeting notes, proposals, contracts and invoices. To prepare proposals, deliver our work and run our business. Contract, and legitimate interests for the conversations before a contract.
People involved in our client work (for example, a client's staff we interview or survey) Names, contact details, roles and what they share with us, as the client provides or agrees. To deliver the work the client has asked for. Usually the client is responsible for this information and we act on its behalf (section 4).
People who buy from our website (for example, calls or courses) Your name, contact details, billing details and what you bought. To provide what you've bought and keep financial records. Contract, and legal obligation for financial records.
Event and workshop attendees, and people who download our free resources Your name, contact details, organisation and role, and your answers to any optional questions we ask when you sign up (for example, why you signed up and what you're working on). To run the event or send the resource, follow up, understand what people need from us and improve what we offer. Legitimate interests: running and improving our events and resources, and growing our business.
Newsletter subscribers Your name, email address, how you joined our list, and how you engage with our emails. To send Better Business Bites (section 5). Consent, if you signed up for the newsletter itself. Legitimate interests, if you joined through a free event, resource or purchase and didn't opt out.
Research participants Your name, contact details, organisation, role and what you tell us. To carry out research into purpose-led business. Consent, which you give by email when you agree to take part. You can withdraw at any time.
Anyone who gives us feedback or a testimonial Your comments, and your name and organisation if you agree. To improve our work. We may also share short, unattributed quotes from feedback you share with us (for example, in event chat, by email or on LinkedIn) in our marketing. Legitimate interests, for improving our work and sharing unattributed quotes. Consent, for any testimonial that names you or your organisation.

2.1 We don’t need sensitive personal information (such as health, beliefs or ethnicity), so please don’t share it with us.

3. How we use AI

3.1 We sometimes use AI tools to help with our work, for example to draft or proofread. We follow our approach to AI (https://www.keartland.co/ai-policy): we only put information about a client or a person into an AI tool if it’s already public or has been anonymised. Nothing AI-assisted goes to a client without a person reviewing it first.

4. Client work

4.1 When we work with a client, we may receive personal information about the client’s people, for example through interviews, surveys or workshops. Usually the client decides why that information is collected, and we handle it on the client’s behalf and only as it instructs. Our client contract sets this out.

4.2 Associates we work with on client projects are bound by confidentiality and only see what they need for that work.

5. Our newsletter

5.1 We send Better Business Bites, our monthly newsletter, to people who’ve signed up for it. We also send it to people who sign up for one of our free events or resources, or buy from us, unless they tick the box to say they’d rather not. We tell you this when you sign up.

5.2 You can unsubscribe at any time, using the link in every email or by emailing hello@keartland.co.

5.3 Our newsletter is sent using EcoSend. EcoSend records whether our emails are delivered and opened, so we can see what’s useful.

6. Who we share your information with

6.1 We never sell your information. We share it only with:

Who Why Where
Microsoft 365 Email, document storage and video calls (Microsoft Teams) UK
Squarespace Our website, its forms, its visitor statistics and online purchases United States
Stripe and Squarespace Payments Taking payments for website purchases United States and worldwide
Xero Accounting and invoicing United States
Zapier Moving information between our tools (for example, from a sign-up form to our mailing list) United States
EcoSend Sending our newsletter UK company. Its suppliers are in the United States
Calendly Booking calls United States
Zoom Video calls United States and worldwide
Associates and people who work for us under confidentiality agreements Helping us deliver our work and run our business UK and Europe
Our accountant and professional advisers Accounting, tax and legal advice UK

6.2 We may also share information if the law requires it, for example with HMRC, or with a buyer of our business, who would have to protect it in the same way.

7. International transfers

7.1 Some of our suppliers process information outside the UK, mainly in the United States. Where they do, it’s protected by safeguards UK law requires, such as the UK International Data Transfer Agreement, the UK Addendum to the EU standard contractual clauses, or the UK–US data bridge. You can ask us for details at hello@keartland.co.

8. Cookies

8.1 Our website uses:

  • essential cookies that make the site work, for example remembering your cookie choice. These don’t need your consent; and

  • analytics cookies from Squarespace, our website provider, which help us understand how the site is used. These only run if you accept them in our cookie banner. You can change your choice at any time.

9. How long we keep your information

Information How long
Enquiries that don't lead to working together 3 years after our last contact.
Client contracts, invoices and financial records 6 years from the end of the financial year, as UK tax and company law requires.
Personal information about a client's people, from client work 1 year after the work is complete, unless the client asks us to delete or return it sooner.
Newsletter subscription Until you unsubscribe.
Testimonials you've given permission for Until you ask us to stop using them.
Event and free resource sign-ups, including your answers to optional questions 3 years after our last contact with you, including you opening or clicking our emails. If you unsubscribe, we keep only what we need to make sure we don't email you again.
Research conversations As long as they inform our ongoing research into purpose-led business. We review them every 2 years and delete what we no longer need. You can withdraw and ask us to delete yours at any time.
Website analytics As long as Squarespace keeps its visitor statistics. Squarespace's analytics cookies last up to 2 years (ss_cvr) and 30 minutes (ss_cvt) in your browser.

10. Your rights

10.1 You have the right to:

  • ask for a copy of your information;

  • ask us to correct it;

  • ask us to delete it;

  • ask us to limit how we use it;

  • object to how we use it, including for marketing;

  • ask for it in a portable format; and

  • withdraw your consent at any time, where we rely on it.

10.2 To use any of these rights, email hello@keartland.co. There’s no charge, and we’ll respond within one month. We may need to check your identity first.

10.3 If you’re unhappy with how we’ve used your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

11. Keeping your information secure

11.1 We keep information in secure, password-protected systems with two-step login, limit access to people who need it, and don’t keep printed copies.

12. Changes to this notice

12.1 We’ll update this notice when how we work changes. This version was published on 4 November 2026.