Privacy & Cookie Policy
This policy explains how Comera Intelligence Ltd ("we", "us", "our"), operating as Comera Intelligence, collects, uses, shares and protects personal data when you visit this website or get in touch about our services, and your rights under UK data protection law.
It covers visitors to this website and people who enquire about our services. If you go on to instruct us, we will give you any additional privacy information relevant to the engagement. It does not describe the processing we carry out in the course of investigations conducted for clients, which is governed by the terms of the relevant engagement and applicable law.
It provides details of the nature of the personal data collected by us, together with the purposes of the processing. It also indicates your rights in relation to the data processed and who to contact for further information or requests. In this privacy notice your "personal data" is sometimes referred to as your "information."
Who we are
- Data controller: Comera Intelligence Ltd, a company registered in England and Wales (company number 08594398).
- Registered office: Origin Workspace, 40 Berkeley Square, Bristol, BS8 1HP.
- ICO registration: ZA476313.
- Data protection contact: privacy@comeragroup.co.uk.
Having assessed our processing, we are not required to appoint a statutory Data Protection Officer; the contact above handles all data protection matters. This policy is governed by UK data protection law, principally the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR) for cookies (small text files stored in a user's browser) and marketing.
What data we collect
- Enquiry & contact data you give us through our enquiry form: your name, email address, organisation and phone number (if you provide them), the nature of your enquiry, your message, and whether you opt in to marketing.
- Communications: the content of any emails or messages you send us.
- Technical & usage data: IP address, device and browser type, pages visited and referring pages — collected through cookies and analytics, and only with your consent for non-essential cookies (see Cookies below).
Please don't include sensitive personal information or the confidential detail of a potential matter in a form message — the scoping conversation is the right place for that. The website is not intended to collect special category data, and no responsibility will be taken for any such information sent by you using the website.
How we use your data and our lawful bases
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Respond to your enquiry about our services | Taking steps at your request before entering a contract (Art. 6(1)(b)), and our legitimate interests in responding to enquiries (Art. 6(1)(f)) |
| Manage our relationship with you and keep business records | Legitimate interests; legal obligation |
| Send you marketing (occasional Comera Intelligence and Comera Group updates) | Consent (Art. 6(1)(a)) — only if you opt in; you can withdraw at any time |
| Measure, manage, improve and enable navigation of the website | Consent (for non-essential analytics cookies) |
| Provide services and meet our legal and regulatory duties (if you become a client) | Contract; legal obligation |
We will only send you marketing if you have opted in, and every marketing email includes an unsubscribe link. We do not sell your data or share it with third parties for their own marketing.
Cookies and similar technologies
When you first visit our site we show a cookie banner that lets you accept or reject non-essential cookies. Non-essential cookies are not set until you consent, and you can change or withdraw your choice at any time — use the control (also in the footer of every page). Withdrawing consent switches analytics off and deletes the analytics cookies already stored in your browser. We use the following categories:
| Category | Examples | Purpose | Consent needed? |
|---|---|---|---|
| Strictly necessary | A record of your cookie choice, stored in your browser | Remembers your consent decision so we don't ask again, and keeps the site working | No — required for the service |
| Analytics / performance | Google Analytics (_ga, _ga_*) | Measures how the site is used so we can improve it | Yes |
Google Analytics loads only after you accept analytics cookies. We enable IP anonymisation and do not use it for advertising. Google Analytics cookies last up to 2 years; we retain the analytics data for up to 14 months. You can also block or delete cookies through your browser settings, though some parts of the site may not work properly without strictly necessary cookies.
Who we share your data with
We do not sell your data. We share it only with providers who help us run our business, each under a contract that requires them to protect it and use it only on our instructions:
- Fasthosts (UK) — website hosting.
- Zoho Corporation — ZeptoMail (EU) — sends transactional emails, such as the confirmation you receive after making an enquiry.
- Zoho Corporation — Zoho CRM & Zoho Campaigns — manages enquiries and leads and, if you opt in, sends our marketing.
- Google — Google Analytics, used only with your consent.
We may also disclose data where required by law, by a regulator, or to establish, exercise or defend legal claims. If you instruct us, data sharing relevant to that engagement is covered in its engagement information.
International transfers
Some of our providers process data outside the UK. Where they do, an appropriate safeguard is in place:
| Provider | Role | Location | Safeguard |
|---|---|---|---|
| Fasthosts | Hosting | United Kingdom | No overseas transfer |
| Zoho (ZeptoMail) | Transactional email | European Union | UK adequacy regulations for the EEA |
| Zoho (CRM / Campaigns) | CRM & marketing | International | International Data Transfer Agreement (IDTA) / UK Addendum to the EU Standard Contractual Clauses |
| Analytics | United States / global | UK Extension to the EU–US Data Privacy Framework and/or the IDTA |
Details of the specific safeguards are available on request from our data protection contact.
How long we keep your data
- Enquiries that don't become engagements: up to 24 months from your last contact with us, then deleted.
- Marketing contacts: until you unsubscribe or withdraw consent (we also review our list periodically).
- Website analytics: up to 14 months.
- Client records (if you instruct us): for the period required by the relevant engagement and by law.
We keep personal data no longer than necessary for the purpose it was collected, unless the law requires us to keep it for longer.
How we protect your data
We use technical and organisational measures proportionate to the data we hold: encryption in transit (HTTPS/TLS), reputable service providers, access limited to those who need it, education and training to relevant staff to ensure they are aware of our data protection obligations when processing personal data, physical security measures, and protections on our forms against spam and abuse. Discretion and confidentiality are fundamental to our work. The transmission of data over the internet (including by e-mail) is never completely secure. We endeavour to protect personal data, but we cannot guarantee the security of data transmitted to us or by us. We take reasonable steps to safeguard your information.
Your rights
Under UK GDPR you have the right to access, rectify, erase, restrict, object to and be informed about our collection and processing of your personal data, to data portability, and to withdraw consent at any time where processing is based on consent. You also have rights in relation to automated decision making and profiling. To exercise any of these rights, email privacy@comeragroup.co.uk. We will respond within one month, and there is normally no charge.
Complaints
If you have concerns about how we handle your data, please contact us first so we can try to put things right. If you remain dissatisfied or feel the matter was not resolved by us, you also have the right to complain to the UK supervisory authority: the Information Commissioner's Office (ICO) — ico.org.uk/make-a-complaint, helpline 0303 123 1113, address The Office of the Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Changes to this policy
We may update this policy from time to time. We will post the updated version here and change the "last updated" date above. Where changes are significant, we will take reasonable steps to highlight them.
Third party requests
If you are submitting a personal data request on behalf of someone other than yourself, please contact us by using the contact details in this Privacy Notice and include proof that you are authorised to make the request. This may be in the form of a written authorisation signed by the person whom you are acting on behalf of or a valid power of attorney.
Contact us
Comera Intelligence Ltd
Origin Workspace, 40 Berkeley Square, Bristol, BS8 1HP
Data protection: privacy@comeragroup.co.uk