Privacy Policy
FAST Futures and Systems Thinking Ltd ("FAST", "we", "us") is the data controller for the personal data described below. This policy explains what we collect, why, and what rights you have. FAST is a company registered in England and Wales, company number 15465506, and is registered with the Information Commissioner's Office (registration number ZB788869).
What we collect, and where from
- Contact details you give us directly, for example your name and email address when you email us or book a conversation.
- Any information you choose to share about your project or organisation when getting in touch.
- If you agree at the start of a call, a recording or transcript of our conversation, made in Microsoft Teams, so we have an accurate note of what was discussed.
- Basic technical information that any website receives when you visit, such as your IP address, browser type and the pages requested. Our web host records this in standard server logs.
Apart from those server logs, we only collect information you give us yourself. We don't buy or receive data about you from anyone else. This site does not use analytics, tracking cookies or third-party fonts or scripts. If that changes, this policy, and a cookie notice, will be updated first.
Why we collect it, and our lawful basis
- To respond to your enquiry and arrange any conversation, workshop or piece of work you've asked about: our legitimate interest in running the business, balanced against your privacy.
- Where a piece of work goes ahead, to deliver it and invoice for it: performance of a contract.
- To keep records required for our own accounting, tax and legal obligations: legal obligation.
- To keep this website secure and working (server logs): our legitimate interest in protecting the site.
Giving us your contact details is voluntary, but we won't be able to reply to you or arrange anything without them.
How long we keep it
- Enquiries that don't lead to a piece of work: deleted within 12 months of our last contact.
- Records relating to work we deliver, including invoices and related correspondence: kept for six years from the end of the financial year they relate to, as required for UK company and tax records, then deleted.
- Web server logs: kept for a short period by our host, in line with its standard retention, for security purposes.
Who we share it with, and international transfers
We don't sell or share your data with third parties for marketing. We use standard business tools to operate, which process data on our behalf as our processors:
- Microsoft 365, for email and file storage, with our data held in the UK.
- Cal.com, for booking conversations. Cal.com is a US company; its own privacy policy is at cal.com/privacy (opens in a new tab).
- Todoist, for managing our tasks and follow-ups. Todoist is a US company; its own privacy policy is at todoist.com/privacy (opens in a new tab).
- Hostinger, which hosts this website.
Where data is transferred outside the UK, the transfer is covered by UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework) or by the International Data Transfer Agreement or Addendum to Standard Contractual Clauses.
Automated decision-making
We don't use automated decision-making or profiling. Every enquiry is read and answered by a person.
Your rights
Under UK GDPR, you have the right to: ask for a copy of the personal data we hold about you; ask us to correct it if it's wrong; ask us to delete it; ask us to restrict how we use it; object to us using it; and, where relevant, ask for it in a portable format. Contact us at hello@futuresandsystems.com to exercise any of these. We'll respond within one month.
If you're unhappy with how we've handled your data, see Complaints below.
Complaints
If you're unhappy with how we've handled your personal data, please tell us. Email hello@futuresandsystems.com, ideally with "Data protection complaint" in the subject line, or write to us at our registered office. You don't need a form or any particular wording: however you raise it, we'll treat it as a complaint.
What happens next:
- We'll acknowledge your complaint within 30 days of receiving it, and usually much sooner.
- We'll start looking into it straight away. We may ask for more detail, or what outcome you'd like. If we need to confirm who you are, or that you're complaining on someone else's behalf, we'll ask only for what we need.
- We'll keep you updated as we go. When we've finished, we'll tell you the outcome and anything we've done to put things right.
You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk (opens in a new tab), 0303 123 1113). The ICO usually asks people to raise a concern with the organisation first, so we'd welcome the chance to put things right.
Contact
FAST Futures and Systems Thinking Ltd
Registered in England and Wales, company no. 15465506
Registered office: 7b Queens Gate, Plymouth, PL4 7PP
hello@futuresandsystems.com