1. Who we are
ValoLeads is the trading name of Sean Tulk, a UK sole trader providing marketing and lead-management services to businesses. Sean Tulk is the controller responsible for the personal information covered by this notice.
- [email protected]
- Business address
- 40 Galleywood Road, CM2 8DJ, Chelmsford, Essex
- Website
- https://valoleads.co.uk
2. What this notice covers
This notice explains how we handle personal information when you visit our website, contact us, book a discovery call or communicate with us about our services.
Where we process information on behalf of a client under their instructions, such as information about their prospective customers, our responsibilities are addressed in our agreement with that client. The client's privacy information explains their use of that information.
3. Information we collect
Depending on your interaction with us, we collect your name, business name, email address, telephone number, appointment details, correspondence, information you choose to share about your business, relevant discussion notes, and records of consent or withdrawal.
Marketing preferences: Where you opt in to marketing, we collect your preferred contact method (email or SMS) and use this to send you promotional content about our services and offers only through channels you've selected.
4. How and why we use information
Enquiries and bookings: We use your details to respond, arrange discovery calls and send confirmations, reminders and scheduling updates. Where you would personally enter a contract with us, our basis is taking steps at your request before entering a contract. Otherwise, we rely on our legitimate interest in communicating with prospective business clients and managing appointments.
Business relationship records: We keep relevant correspondence and discussion records for our legitimate interests in providing a consistent service and managing business relationships.
Optional marketing: Under the approach described in this notice, we rely on your consent to send promotional emails or SMS through the channels you select.
Legal requirements: We process information where necessary to comply with applicable legal obligations.
Security and disputes: We rely on our legitimate interests in protecting systems and establishing, exercising or defending legal claims.
5. Providing booking information
Fields marked as required are needed to complete our online booking process. If you do not provide them, you may be unable to book online. You can email us to discuss an alternative.
You do not need to agree to promotional marketing to book a discovery call.
6. Marketing and your right to object
Where you opt in, we may send information about ValoLeads' services, demonstrations, tips and offers through your chosen channels.
You can withdraw consent at any time by emailing [email protected]. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.
You have the right to object to the use of your personal information for direct marketing at any time.
We retain a limited opt-out record where needed to respect your choice.
7. Who receives information
We use GoHighLevel for forms, bookings, contact records and automated communications, and Zoom for discovery calls. Relevant information is shared with these providers to deliver those functions.
Information may also be shared where required by law or where necessary to obtain professional advice or deal with legal claims.
8. Meetings and automation
We do not record or transcribe our Zoom discovery calls. We use automated workflows for booking and follow-up messages.
9. International processing
Some of the providers we use are based in the United States, which means your personal information is transferred outside the UK. Where this happens, we make sure a lawful transfer safeguard is in place.
HighLevel, Inc. (GoHighLevel and LeadConnector)
United StatesOur forms, booking calendar, contact records and automated messages run on GoHighLevel, so the details you give us are stored and processed in the United States and may be accessed by HighLevel's sub-processors in other countries. For these transfers we rely on the EU Standard Contractual Clauses as supplemented by the UK Addendum, which are incorporated into HighLevel's Data Processing Agreement, together with our assessment of the risks of the transfer. HighLevel publishes its Data Processing Agreement and its list of sub-processors on its website.
Zoom Communications, Inc. (Zoom)
United StatesDiscovery calls take place on Zoom. Zoom Communications, Inc. is certified to the UK Extension to the EU-US Data Privacy Framework, and we rely on that certification for these transfers.
GoDaddy (domain registration) and Microsoft (email)
United StatesOur domain is registered through GoDaddy, and our business email runs on Microsoft 365 supplied through GoDaddy, so the contents of emails you send us are stored and processed on Microsoft's systems. GoDaddy Operating Company, LLC and its relevant affiliates are certified to the UK Extension to the EU-US Data Privacy Framework. Microsoft Corporation is also certified to the UK Extension to the EU-US Data Privacy Framework. We rely on those certifications for these transfers.
Where a provider is covered by UK adequacy regulations, including the UK Extension to the EU-US Data Privacy Framework, we rely on those regulations. Where they are not, we rely on the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with a risk assessment of the transfer.
You can ask us for more information about these safeguards, or for a copy of the relevant terms, by emailing [email protected].
10. Retention
We keep information according to its purpose, our ongoing relationship and applicable legal requirements. Our retention rules are:
- Enquiries that do not become clients12 months from our last meaningful contact with you, after which the record is deleted.
- Appointment and discussion records12 months from the date of the appointment, or, where you become a client, for the duration of our working relationship and the period set out below for client records.
- Client contractual and financial records6 years from the end of our working relationship. This reflects the period during which a claim could be brought under the contract, and our tax record-keeping obligations to HM Revenue & Customs.
- Marketing consent recordsFor as long as we rely on the consent, and for 2 years after it is withdrawn or lapses, so that we can show the consent was validly obtained.
- Technical logsUp to 12 months, or the standard retention period applied by the relevant provider where we are not able to control it.
- Opt-out recordsThe minimum information necessary for as long as needed to respect the objection.
Moving a contact to an "Abandoned" stage does not itself delete their information. When information reaches the end of its retention period we delete it, although copies may remain in our providers' routine backups for a short further period before those backups are overwritten.
We review these periods and the records we hold at least once a year.
11. Your rights
Depending on the circumstances, you may request access, correction, deletion, restriction or portability of your personal information. You may object to processing based on legitimate interests. Where we rely on consent, you may withdraw it at any time.
Email [email protected] to exercise your rights and we will respond within 30 days. We may need proportionate information to verify your identity. Rights are subject to applicable legal conditions and exceptions.
12. Complaints
You can raise privacy concerns with us at [email protected]. You also have the right to complain to the Information Commissioner's Office without first complaining to us:
13. Changes
We will update this notice when our practices change and show the revised date above. Where appropriate, we will draw significant changes to your attention.