Privacy & cookies
Last updated: .
This notice explains how FocusOn handles personal information when you visit our marketing website, enquire about our services or contact us about privacy. It does not cover participant records held in the FocusOn application.
1. Who is responsible
FOCUS ON CRM LTD runs FocusOn CRM and is the controller of the personal information covered by this notice. We are registered in Northern Ireland under company number NI729350.
Registered office: 65–69 Dublin Road, Belfast, Northern Ireland, BT2 7HG.
General enquiries: hello@focusoncrm.com.
Privacy questions, requests and complaints: privacy@focusoncrm.com. You can also write to our registered office.
2. Information we receive
Our enquiry link opens your email app. If you email us, we receive your email address and whatever you include, such as your name, role, organisation and the programmes you deliver. We also keep our replies and any relevant notes from the conversation.
Please leave out participant details and sensitive personal information when making a programme enquiry. You choose what to share; we only need enough information to understand your enquiry and reply.
If you exercise a data protection right or make a data protection complaint, we receive the information needed to understand it, respond and, where necessary, check that we are dealing with the right person.
The website has no enquiry form, account registration or newsletter sign-up.
Your IP address is used to deliver pages to your browser. It is not logged or stored.
3. Why we use your information
Website delivery. Our lawful basis for the processing needed to deliver the website is legitimate interests: making the pages you request available to you.
Programme enquiries and general questions. We use your information to understand what your organisation needs, answer your questions and follow up on that conversation. Our lawful basis is legitimate interests: responding to people who approach us and discussing whether FocusOn could support their organisation. An enquiry does not add you to a newsletter or unrelated marketing list.
Data protection rights requests and complaints. We use the information necessary to deal with your request or complaint and keep a proportionate record of our response. Our lawful basis is legal obligation, to meet our duties under UK data-protection law.
Legal claims. Where necessary, we use relevant correspondence to establish, exercise or defend a legal claim. Our lawful basis is legitimate interests in protecting our legal rights.
We do not use the information covered by this notice to make decisions about you based solely on automated processing that have legal or similarly significant effects.
4. Who handles your information
We use statichost.eu to host this website within the European Economic Area (EEA), which the UK recognises as providing adequate data protection.
We use Microsoft 365 to handle email. Our Exchange Online mailbox data is stored at rest in the United Kingdom. Access within FocusOn is limited to people who need it to handle your correspondence.
Microsoft and its service providers may process information outside the UK, including in the United States. Microsoft's Data Protection Addendum sets out transfer safeguards, including Standard Contractual Clauses and the UK Addendum. You can download the terms from the linked Microsoft page.
We may also share relevant information with professional advisers where needed for legal claims, or with authorities where required by law.
5. How long we keep information
Programme enquiries and general questions: we keep correspondence for up to 12 months after the last meaningful contact about the enquiry, then delete it from our working records. We delete it sooner when it is no longer needed. Sending an unsolicited follow-up does not restart this period.
Data protection rights requests and complaints: we keep a minimal record of the request, our response and the outcome for up to 24 months after closure, to demonstrate how we dealt with it. We delete the record sooner if it is no longer needed and remove unnecessary attachments and identity documents once verification and handling are complete. General questions about privacy follow the enquiry arrangements above.
If an enquiry becomes a customer relationship, we explain the separate arrangements for customer records before using information for that purpose. Where a legal requirement or an ongoing dispute requires us to retain a particular record for longer, we keep only what is necessary and review that need.
Email recovery: when deleting expired correspondence, we also remove it from Deleted Items. Deleted email may remain recoverable for a limited period under Microsoft 365's recovery and retention settings before it is permanently deleted. We do not maintain separate email archives, exports or backups for this correspondence.
6. Your rights and complaints
You can ask for access to your personal information and for inaccurate information to be corrected. Depending on the circumstances, you can also ask us to delete it or restrict its use. Some rights are subject to exceptions, including where we must keep information to meet a legal obligation.
Your right to object
You can object to our use of your personal information where we rely on legitimate interests, for reasons relating to your circumstances. We will stop that use unless we have compelling grounds that override your interests, rights and freedoms, or need it for legal claims.
Contact privacy@focusoncrm.com or write to our registered office to make a request. You do not need to use legal terms or a particular form. We normally respond to rights requests within one month. If the law allows additional time, we will explain why and when you can expect a response.
If you are unhappy with how we handle your information, please contact us at the same address. We will acknowledge your complaint within 30 days, investigate without undue delay, keep you informed and explain the outcome.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK data-protection regulator.
7. Cookies and other websites
This website does not use cookies, analytics, tracking pixels, third-party embeds or browser storage.
Links to LinkedIn and other external websites take you to separate services, where their own privacy and cookie information applies.
8. Changes to this notice
We will update this notice when the way we handle information changes and show the date of the latest version. Where required, we will also bring relevant changes to your attention.