Who we are
This privacy policy is published by Foundation Collective Limited, a company registered in Scotland with company number SC695110, registered office at Neo House, Riverside Drive, Aberdeen, AB11 7LH. For privacy enquiries contact us at infofoundationcollective.co.uk.
We are the data controller for personal information collected through foundationcollective.co.uk and during our work with members and prospects.
What we collect
We collect personal data in three ways:
- When you contact us. Through the apply and quote forms on this site, by email, or by phone. This includes your name, role, company, email address, phone number and the content of your enquiry.
- When we deliver work for you. Names and contact details of leadership and staff who participate in interviews, shoots, workshops or strategy sessions. Footage, photography and recordings created in the course of the engagement.
- When you visit the site. Standard server logs (IP address, browser type, pages visited, referrer). We use Cloudflare for hosting and a privacy-respecting analytics layer that does not set cross-site tracking cookies or build profiles of individual visitors.
Why we collect it
We use personal data for the following purposes:
- To respond to enquiries and assess fit for membership or project work.
- To deliver the content, strategy and production work agreed in our scope.
- To keep proper records for accounting, tax and legal compliance.
- To improve the site and our service based on aggregate usage patterns.
Our legal bases under UK GDPR are legitimate interest (responding to enquiries you initiated, improving the service), contract performance (delivering work you have engaged us for) and legal obligation (financial records).
How we share it
We do not sell personal data to anyone. We share it only with:
- Service providers we use to run the practice. Cloudflare (hosting), Resend (transactional email), Airtable (CRM and project tracking), Xero (accounting), Vimeo (video hosting). Each has its own privacy commitments and we have appropriate data processing terms in place.
- Your team and clients, where naturally required by the work — for example a hero film featuring an interviewee will be visible to the client commissioning it.
- Authorities, where required by law.
Some of our service providers process data outside the UK. We rely on UK-recognised transfer mechanisms (UK IDTA or equivalent) where this applies.
How long we keep it
We keep personal data for as long as we need it to do the work, meet legal obligations, and maintain a sensible business record. Active member and project files are kept for the duration of the engagement plus seven years for accounting purposes. Enquiry data from people we don't end up working with is reviewed and deleted within twelve months.
Footage and photography produced during a shoot are retained for the lifetime of the relationship unless you ask us to delete specific assets.
Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Ask us to correct inaccurate data.
- Ask us to delete data (subject to our legal retention obligations).
- Object to processing or request that it be restricted.
- Receive a copy of data you provided in a portable format.
- Lodge a complaint with the Information Commissioner's Office (ICO) — ico.org.uk.
To exercise any of these rights, email infofoundationcollective.co.uk and we will respond within one calendar month.
Cookies
This site does not set advertising or cross-site tracking cookies. Essential cookies may be set by Cloudflare for security and performance. Vimeo background videos may set their own cookies — these are governed by Vimeo's privacy policy.
Changes to this policy
We may update this policy as our practice evolves. Material changes will be noted at the top of this page with a revised "last updated" date.