Privacy Policy

This policy explains how Proven Path Strategies Ltd (“we”, “us”) uses personal information about people who visit our website, contact us, use our free AI visibility check, receive an email from us about our services, or work with us as clients. We decide how and why this information is used, which makes us the controller under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Our client portal has its own privacy notice at portal.provenpathstrategies.co.uk/privacy.

The short version

We use your details to reply to you, to do work you have asked for and to run our business.
We never sell your information. We do not set any cookies of our own, and we do not use advertising or tracking cookies.
Website enquiries and client portal data are stored in our database in London. Our email, invoicing and some other services we use are based elsewhere, including the United States and the European Union.
You can ask us for a copy of your information, or ask us to correct or delete it, at any time.

Who we are

Proven Path Strategies Ltd, registered in England and Wales, company number 15812078. Censeo House, 6 St Peter’s Street, St Albans, Hertfordshire, AL1 3LF. Questions about your information: enquiries@provenpathstrategies.co.uk or 07879 162384.

What we collect and why

If you ask for a quote or contact us

What: your name, business name, email address, phone number, the services you are interested in, your budget and what you tell us about your project, plus anything you say in emails or on calls.
Why: to reply, prepare a quote and arrange a call. We send an automatic email to confirm we have received your request.
Legal basis: taking steps you have asked for before we agree a contract, and our legitimate interest in responding to enquiries.

If you use our free AI visibility check

What: your name, business name, email address, website, phone number (optional), town, what your business does, any other names you trade under, and whether you would like occasional tips.
How it works: we send your business name, town and service, never your name or email address, as questions to ChatGPT (OpenAI), Claude (Anthropic), Perplexity and Gemini (Google). Claude then marks the answers and checks your public business listings, using your business details, website and phone number. We email you the report and keep a copy of the result.
Why: to run your check, send your report and limit checks to one per business every 30 days. If you ticked the box, we will also send occasional tips and a reminder to run your check again after 30 days.
Legal basis: our legitimate interest in providing the free check you asked for. Tips and reminders are sent only with your consent, which you can withdraw at any time using the unsubscribe link in any of these emails or by emailing us.

If you book a call

Our booking calendar is provided by Google and only loads if you choose to open it. If you book, Google adds the call to our calendar with the details you enter and sends you the invitation.

If you are a client

What: contact details for you and your team, project information, your brand questionnaire answers, content and files you send, access you give us to your website and accounts, invoices and payment records.
When you accept an agreement online, we record the name you typed, the date and time, your IP address and your browser details, as evidence of what was agreed.
Why: to do the work, manage our relationship, invoice you and keep records. We use Claude to help draft emails, agreements and reports, and we check everything before it is sent.
Legal basis: performing our contract with you, our legal obligations (such as keeping accounting records), and our legitimate interest in keeping evidence of agreements and defending legal claims.

If we email your business about our services

We sometimes email limited companies and LLPs that we think could benefit from our services. We only use a business email address published on the company’s own website.

What: the business name, website, business email address and phone number, town and sector, notes from a review of the public website (for example, how fast it loads), and sometimes a director’s first name from Companies House. We record whether you reply, and when you click a link to our website in our email. We do not track whether you open our emails.
Where it comes from: Google business listings, the company’s own website and Companies House.
Why: to send one relevant email, and one follow up if you do not reply. Claude helps us draft them, without your email address.
Legal basis: our legitimate interest in telling businesses about services that could help them.
To stop: reply STOP or email us. We will keep your email address and company on a do not contact list so we never contact you again.

When you visit our website

Our website is hosted by Cloudflare, which processes technical information such as your IP address to deliver the site and keep it secure.
We use Cloudflare Web Analytics to count visits. It does not use cookies or local storage to track you, and it does not fingerprint visitors. It tells us which pages are visited, how people arrived and what kind of device and browser they used.
When you use one of our forms, Cloudflare Turnstile checks that you are a person and not a bot.
Our fonts are hosted on our own site, so loading a page does not send your details to a font provider.
Legal basis: our legitimate interest in running a secure website and understanding how it is used.

Who we share it with

We share information only with the services that help us run our business, and only as far as each needs. They act on our instructions:

Cloudflare: hosts this website and our client portal, protects our forms and provides our visitor statistics.
Supabase: our database, hosted in London.
n8n: the automations that move information between our systems and send our emails.
Microsoft 365: our email.
Anthropic (Claude): marking AI check answers, drafting emails and documents, and our website chat assistant where we use one.
OpenAI, Perplexity and Google (Gemini): answering the AI check questions. They receive only your business name, town and service.
Google: Calendar for call bookings, and business listings for finding companies to contact.
Brevo: sends the sign in codes for our client portal.
Xero: our invoicing and accounts.
GitHub: stores the code for this website and our client portal. It does not hold your personal information.
Wix: the platform for our previous website, which holds enquiries sent through it.

We may also share information with our accountant and other professional advisers, if the law requires it, or with a buyer if our business is ever sold. We never sell your information or share it for anyone else’s marketing.

Information outside the UK

Website enquiries and client portal data are stored in our Supabase database in London. Several of the services above are based outside the UK, including in the United States and the European Union, so your information may be processed there. When it is, we rely on the protections UK law requires, such as UK adequacy regulations or the ICO’s international data transfer agreement or addendum in our contracts with those providers.

Automated decisions

We use AI to help with our work, but we never make decisions about you that have legal or similarly significant effects by automated means alone. The score in an AI visibility check describes how AI tools talk about a business. It is not a decision about you.

How long we keep it

Enquiries, quotes and chats that do not lead to work: 2 years from our last contact.
Website chat conversations: 12 months.
Free AI checks: 2 years from the check. Tips stop as soon as you unsubscribe.
Emails to businesses about our services: 12 months from our last email. The do not contact list is kept for as long as we send these emails, so we can respect it.
Clients, including agreements and acceptance records: for as long as we work together, then 6 years, which covers tax law and the time limit for legal claims.

Your rights

You can ask us to give you a copy of your information, correct it, delete it, limit how we use it, or send it to you or another organisation in a reusable format. You can also object to how we use it, and you can always stop marketing emails. Where we rely on your consent, you can withdraw it at any time. Email enquiries@provenpathstrategies.co.uk and we will respond within one month.

If you are unhappy with how we have handled your information, please tell us first and we will acknowledge your complaint within 30 days. You can also complain to the Information Commissioner’s Office at ico.org.uk.

Keeping it safe

Information is encrypted when it travels between you, us and our providers. Only people who need it can access it.

Children

Our services are for businesses. We do not knowingly collect information about anyone under 18.

Changes to this policy

We will update this page when the way we use information changes. The date at the top shows the latest version.