Privacy Policy
Last updated: January 2025 · ClearRoute UK
1. Introduction
ClearRoute UK ("we", "us", "our") is the data controller for the personal information collected through our website and services. This Privacy Policy explains what data we collect, why we collect it, how we use it, and your rights in relation to it.
By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.
2. Data We Collect
2.1 Information You Provide
- Name, email address, and phone number (via contact forms)
- Country of origin and nationality information
- Details of the services you're interested in
- Messages and enquiry content submitted through our forms or chatbot
- Documents you share with us for application support purposes
2.2 Information Collected Automatically
- Browser type and version
- Pages visited and time spent on our website
- IP address (anonymised where possible)
- Referral source (how you found our website)
3. How We Use Your Data
We use your personal data to:
- Respond to your enquiries and provide the consultancy services you've requested
- Prepare and support your applications to UK government bodies
- Send service-related communications (confirmations, updates, follow-ups)
- Improve our website and services
- Comply with legal obligations
We do not use your data for unsolicited marketing without your explicit consent.
4. Legal Basis for Processing
We process your personal data on the following legal bases under UK GDPR:
- Contract performance — to provide the services you've engaged us for
- Legitimate interests — to operate and improve our business
- Legal obligation — to comply with applicable laws
- Consent — where you have explicitly agreed (e.g. contact form submission)
6. Data Retention
We retain your personal data only for as long as necessary to fulfil the purpose for which it was collected, and to comply with legal obligations. Typically:
- Enquiry data (contact forms, chatbot conversations): 12 months from last contact
- Active client data (documents, application records): duration of engagement plus 24 months
- Financial records: 6 years (UK legal requirement)
You may request deletion of your data at any time (subject to legal retention obligations).
7. Your Rights
Under UK GDPR, you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — request correction of inaccurate data
- Erasure — request deletion of your data ("right to be forgotten")
- Restriction — request we limit processing of your data
- Portability — request your data in a portable format
- Objection — object to processing based on legitimate interests
- Withdraw consent — at any time, where consent is the legal basis
To exercise any of these rights, contact us at info@clearrouteuk.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. This includes encrypted data storage via Firebase (Google Cloud), secure form transmission (HTTPS), and restricted internal access to client data.
While we take all reasonable steps to protect your data, no internet transmission is 100% secure. We encourage you to contact us through our secure contact form or WhatsApp for sensitive matters.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page will be updated whenever changes are made. We encourage you to review this policy periodically.
11. Contact Us
For any questions, requests, or concerns regarding this Privacy Policy or your personal data:
ClearRoute UK — Data Controller
Email: info@clearrouteuk.co.uk
Website: clearrouteuk.co.uk/contact