Privacy Notice

This notice explains how RALFORT LTD (“Ralfort”, “we”, “us”) collects, uses and protects personal data when you contact us, visit our website or deal with us in connection with our services.

Depending on how you interact with us, we may collect:

• Contact and enquiry information, such as your name, business email address, telephone number and the message you send us
• Call and message information passed to us by services that answer or route communications on our behalf
• Business contact information relating to people who represent clients, prospective clients, suppliers or other organisations
• Client and engagement records created while providing our services
• Technical information, such as server logs generated through normal website operation

Our website does not contain forms and does not itself collect information directly from visitors beyond normal server logs. If you contact us using an email or telephone link, your own email or telephone service handles that communication.

We use personal data only where we have a lawful reason to do so.

Enquiries and business contacts

Where you contact us on behalf of a company or other organisation, we normally rely on our legitimate interests to:

• respond to your enquiry;
• communicate with people representing clients and prospective clients;
• develop and maintain business relationships; and
• provide services to an organisation we have contracted with.

Our legitimate interest is in operating Ralfort and communicating effectively with organisations that use, or may have a genuine interest in, our services.

Where you personally enter into a contract with Ralfort, or ask us to take steps before entering into one, we may instead rely on contract.

Client services

We use client and engagement information to provide, manage and support our services.

Where our contract is with a company or organisation, personal data about its representatives is generally processed under our legitimate interests in delivering and managing that business relationship.

Where the contract is directly with an individual, contract may be the appropriate lawful basis.

Running and protecting Ralfort

We may use personal data under our legitimate interests to operate and secure our business, maintain appropriate records and protect our systems, website and information.

Legal and accounting requirements

Where we must keep or use information to comply with law, taxation, accounting or regulatory requirements, our lawful basis is legal obligation.

Business communications and marketing

Where permitted by law, we may use business contact information to communicate with companies and professional contacts about Ralfort’s services.

You can object to direct marketing at any time. If you tell us that you do not want to receive marketing communications, we will stop using your personal data for that purpose.

We do not use personal data to make solely automated decisions that produce legal or similarly significant effects.

Most information comes directly from you or from the organisation you represent.

We may also receive information:

• from a call-answering or communications provider acting on our behalf;
• from organisations we work with;
• from professional advisers; or
• from publicly available business sources where appropriate.

We do not sell personal data.

Where necessary, we may share information with organisations that help us operate Ralfort, including:

• Hitrost, for website hosting and email;
• VoIP and call-answering providers;
• Xero, for accounting;
• IT and security providers; and
• other suppliers supporting our business operations.

Some providers process personal data on our instructions as processors.

Professional advisers such as accountants and solicitors may instead act as independent controllers where they use information under their own professional or legal responsibilities.

We may also disclose personal data where required by law or to protect our legal rights.

We do not keep personal data for longer than necessary.

Our normal approach is:

• Unsuccessful enquiries: up to 6 months after the last meaningful contact
• Call-answering provider copies: only for the period needed to provide the communications service, after which they are deleted in line with the provider’s configured retention arrangements
• Client and engagement records: for the duration of the relationship and, where necessary, for up to 6 years afterwards for legal, contractual, tax or dispute purposes
• Accounting and tax records: for the period required by law
• Server logs: only for as long as reasonably necessary to operate, troubleshoot and secure the website

Some information may need to be kept longer where required by law or where there is an ongoing legal or regulatory reason to retain it.

We use appropriate technical and organisational measures to protect personal data.

These include restricting access to information, using security controls appropriate to the systems involved and selecting service providers with appropriate safeguards.

Some service providers may process personal data outside the UK.

Where a restricted international transfer occurs, we use safeguards required under UK data protection law as applicable, such as:

• UK adequacy regulations;
• the International Data Transfer Agreement (IDTA); or
• the UK Addendum to the EU Standard Contractual Clauses.

This website does not use cookies, analytics, tracking pixels or similar tracking technologies, and we do not track your browsing activity.

The website does not currently require a cookie consent banner.

If this changes in the future, we will update this notice and introduce any consent controls required by law.

Under UK data protection law, depending on the circumstances, you may have the right to:

• access the personal data we hold about you;
• correct inaccurate or incomplete information;
• request deletion of your personal data;
• restrict certain uses of your personal data;
• object to processing based on our legitimate interests;
• object at any time to the use of your personal data for direct marketing; and
• receive certain personal data in a portable format where that right applies.

You are not generally required to provide personal data to us. However, if you do not provide information we reasonably need to respond to an enquiry or provide a service, we may be unable to do so.

If you are unhappy with how we handle your personal data, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk or call 0303 123 1113.

We would appreciate the opportunity to address your concern directly first.

For questions about this Privacy Notice or to exercise your data-protection rights, contact:

RALFORT LTD is the data controller for the personal data covered by this notice.

Last updated: 8 September 2026.