FUTURETRACE

Privacy Notice

Last updated: September 2026

Futuretrace is the trading name of Rachel Furlong. This privacy notice explains how I collect and use personal information when you visit the Futuretrace website or contact me about my services.

For questions about this notice or how your information is used, contact:

Rachel Furlong
Futuretrace
Email: rachel@futuretrace.com

Information I collect

If you send an enquiry through the Futuretrace website, I may collect:

  • your first and last name;
  • your email address;
  • your business or organisation name;
  • your website address;
  • the type of service you are interested in; and
  • the information you provide in your message.

Technical information associated with an enquiry may also be processed, such as the page from which the enquiry was sent, your IP address and information about your browser or device.

You do not need to provide optional information, but I need your name, email address and enough information about your enquiry to be able to respond.

How I use your information

I use information submitted through the website to:

  • respond to your enquiry;
  • understand what help or services you are looking for;
  • discuss a possible project or piece of work;
  • manage communication with prospective clients; and
  • maintain appropriate records of business enquiries.

I do not use information submitted through the enquiry form to automatically add you to a marketing mailing list.

Lawful basis

Under UK data protection law, I need a lawful basis for processing personal information.

Where you contact Futuretrace about potentially engaging my services, processing may be necessary to take steps at your request before entering into a contract.

For general enquiries and the management of prospective client relationships, I may rely on my legitimate interests in responding to people who contact Futuretrace and managing those communications.

When relying on legitimate interests, I consider whether that use is necessary and whether it has an unreasonable impact on your privacy.

If you later become a client, additional processing may be necessary to perform our contract or meet legal obligations.

Services that process your information

I use a small number of service providers to operate Futuretrace.

HubSpot

Enquiries submitted through the website are sent to HubSpot, which I use as a customer relationship management (CRM) system to receive and manage enquiries.

HubSpot processes personal information on my behalf in connection with providing this service.

Krystal Hosting

The Futuretrace website and business email are hosted using Krystal Hosting. As with normal web hosting, technical information such as IP addresses, browser information and website requests may be processed in server and security logs.

I may also disclose information where required by law or where reasonably necessary to establish, exercise or defend legal rights.

I do not sell your personal information.

International transfers

Some service providers may process information outside the UK.

Where personal information is transferred outside the UK, I use service providers that provide appropriate safeguards for those transfers in accordance with UK data protection requirements.

How long I keep your information

If an enquiry does not become a client project, I normally retain the enquiry and related correspondence for up to 24 months after our last meaningful contact.

If you become a client, information relating to the work may need to be retained for longer for contractual, accounting, tax or legal purposes.

Information that has been deleted from active systems may remain temporarily within routine system backups until those backups are replaced according to the relevant backup schedule.

Cookies and tracking

The Futuretrace website does not currently use analytics, advertising or behavioural tracking technologies.

The website code does not currently set non-essential cookies or use browser storage for tracking.

Like most websites, the hosting infrastructure may process technical information in server logs for purposes such as delivering and securing the website. This does not in itself involve placing tracking cookies on your device.

If Futuretrace introduces analytics, tracking or other technologies in future, this notice and the site’s cookie arrangements will be reviewed and updated as necessary.

Security

I take reasonable steps to protect personal information against loss, misuse and unauthorised access.

I also use service providers that provide security measures for the systems they operate on my behalf. However, no internet-based service can guarantee absolute security.

Your rights

Depending on the circumstances, UK data protection law gives you rights over your personal information. These can include the right to:

  • ask for a copy of information held about you;
  • ask for inaccurate information to be corrected;
  • ask for your information to be deleted in certain circumstances;
  • ask for processing to be restricted in certain circumstances;
  • object to processing based on legitimate interests; and
  • receive or transfer certain information where the right to data portability applies.

Not every right applies in every situation. This can depend on the lawful basis and circumstances of the processing.

To exercise a right or ask a question about your information, email rachel@futuretrace.com.

Complaints

If you have a concern about how Futuretrace has used your personal information, please contact me first at rachel@futuretrace.com so that I can try to resolve it.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Information Commissioner’s Office
https://ico.org.uk/

Changes to this notice

I may update this privacy notice if Futuretrace’s services, systems or use of personal information change. The latest version will be published on this website with its most recent update date.