Privacy.

Draft: business details and operating arrangements to confirm before publication.

• Who is responsible for your information. Funnel Systems is responsible for the personal information used to run this website and respond to business enquiries. Contact help@funnel.systems about your information or to exercise your rights. The controller is Funnel Systems LTD, confirmed by its founder. A postal contact address remains to be added.
• What this notice covers. This notice covers visitors to funnel.systems and people who contact us about our services. It does not cover a clinic’s patient records or the handling of patient enquiries on a clinic’s behalf. Those activities need the clinic’s own privacy information and the relevant data-processing agreement. Please do not send patient records, treatment photographs or other health information to our general enquiry address.
• Information you provide. If you email us, we receive your name, email address, message and any contact details, business information or attachments you choose to include. We use this information to answer your questions, discuss whether our services fit your clinic and prepare a proposal if requested. Providing it is voluntary, but we may not be able to respond without contact details and enough information to understand your request. Our clinic quiz collects your name, phone number, email address and answers about team size, treatments, growth challenges, revenue range, capacity, advertising budget and timing. We use these to assess and respond to your enquiry. Submissions are sent through Cloudflare to our enquiry channel in Slack; a quiz submission does not book a call. We use revenue, advertising budget, consultation capacity and start timing answers to decide whether to offer immediate calendar access or manual follow-up. Qualified visitors can choose a time through an embedded Cal.com calendar, where Cal.com receives the booking information they enter. Other visitors can still receive a manual response.
• Information generated by a website visit. Cloudflare hosts and delivers this website and provides security services. Requests can include your IP address, requested page, browser information, request time and technical or security information. On the quiz contact step, Cloudflare Turnstile checks for automated submissions using browser and network signals. We verify its security token before accepting an enquiry. The site also loads the Geist font from Google Fonts, so your browser sends Google the network information needed to retrieve that font, including your IP address. These requests occur when the page loads, even if you do not contact us.
• Why we use information and our lawful bases. For business enquiries, our proposed basis is legitimate interests: responding to people who approach us, assessing a potential business relationship and keeping relevant correspondence. For site delivery and security, it is our interest in providing a functioning website and protecting it from misuse. These interests must be balanced against your rights. Where you personally would be party to a contract and ask us to take steps towards it, those steps may instead rely on the contract basis. We may also retain or disclose information when a specific legal obligation requires it. We do not use this website to make solely automated decisions with legal or similarly significant effects.
• Who receives information. Information is available to the people handling your enquiry and the suppliers needed to provide the relevant service. The website uses Cloudflare and Google Fonts, and quiz submissions are delivered to Slack for our team to follow up. Cal.com provides the booking calendar shown to qualified visitors and receives the information entered when booking. Google Workspace is the recorded business email platform. GoHighLevel is the intended CRM for managing enquiries and follow-up; its actual use, access permissions and data flow must be confirmed before this notice is finalised. Information may also be disclosed to professional advisers or public authorities where necessary for a specific obligation, dispute or lawful request. This draft does not treat future patient-concierge or marketing tools as already active on the website.
• Processing outside the UK. Cloudflare, Google and Slack operate internationally, so information may be processed outside the UK. The applicable supplier terms, processing locations and transfer arrangements for our accounts must be confirmed before this notice is finalised. Where UK transfer rules apply, an appropriate lawful transfer mechanism is required, such as relevant adequacy regulations or contractual safeguards. Contact us for details of the applicable safeguards and how to obtain a copy once confirmed.
• How long information is kept. Proposed retention rule, awaiting confirmation: review inactive business enquiries 12 months after the last meaningful contact. Delete or anonymise information that is no longer needed. Keep information longer only where there is a documented, lawful ongoing purpose and a new review date; storage in the CRM alone is not a reason to keep it. If an enquiry becomes a client engagement, move the necessary information into the client record and apply the agreed client retention schedule. A specific legal obligation or active dispute may require relevant information to be kept longer; it should then be restricted to that purpose. Supplier log and backup retention, and the practical deletion process for email and any CRM copies, still need to be checked before these periods can be promised.
• Cookies, analytics and booking tools. The current website code does not install advertising pixels or analytics scripts. The quiz loads Cloudflare Turnstile on its contact step to protect submissions, and its own scripts do not set cookies or browser storage. Cloudflare security features may use essential cookies depending on the account settings; those settings still need confirming. Google Fonts does not use cookies through its font API. Adding a booking tool, tracking or other optional technology requires a fresh data-use and cookie check and an updated notice before it goes live, with consent where required.
• Your rights and complaints. Depending on the circumstances, you can ask to access your information, correct it, delete it, restrict its use or receive a portable copy. You can object to processing based on legitimate interests and to use for direct marketing. Where processing relies on consent, you can withdraw it without affecting earlier lawful use. Some rights have conditions and exemptions. Contact help@funnel.systems; we may need to verify your identity and will explain any applicable limit or extension. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/ or on 0303 123 1113. You do not need our permission to contact the ICO.
• Changes to this notice. Draft updated 9 September 2026 to include the clinic quiz and Slack enquiry notifications. The notice must be updated when the actual booking route, enquiry handling or other relevant data use changes. Material new uses must be explained before the information is used for them.

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