This page is for directors of UK building and trade companies whom we have emailed, or plan to email, about Hold The Fort. Hold The Fort is our phone-answering service for tradespeople and small businesses. It answers your calls when you can't.
We didn't get your details from you, so the law says we must tell you where they came from and what we do with them. Here it is, in plain words.
Who we are
Capstone Software Ltd is in charge of your details (the law calls us the "controller").
- Company number: 17074228
- Registered office: Bragborough Hall Business Centre, Welton Road, Daventry, Northamptonshire, NN11 7JG
- Registered with the UK data protection regulator: ZC192322
- Data protection contact: William Massey, director, william@get-capstone.co.uk
Please get in touch with William about anything on this page.
What details we have
- your name
- your work email address (on your company's own website address)
- your company's name and company number
- your role (company director)
- your company's registered office address and the trade it is registered for at Companies House
- notes on how we found and checked your email address (for example, that it passed a check that it can receive email)
- if you reply, your reply and our emails to you
We don't hold your personal email, home address, phone number or any sensitive information about you.
Where we got them
- Companies House. This is a public register. From it we took your company's name, number, status, registered office and trade, and your name and role as a director.
- Hunter (hunter.io). Hunter finds work email addresses that are published on public web pages. Sometimes it works out a likely address from the format your company already uses (for example, firstname@yourcompany.co.uk). We used Hunter to find your work email address and to check it can receive email.
Why we use them, and the law we rely on
We use your details to send you a few short business emails about Hold The Fort (no more than three, unless you reply) and to deal with any reply.
The law we rely on is called "legitimate interests". Our legitimate interest is telling small building and trade companies about a service that may help them. This is business-to-business marketing, which UK law recognises as a legitimate interest.
We have weighed this against your interests:
- We only use the small set of work details listed above.
- We only email one director at each company, and send at most three emails.
- The details come from the public Companies House register or from your company's own web pages, and we only use them in your work role.
- We only email limited companies, not sole traders or ordinary partnerships.
- Every email says who we are and gives you a simple way to stop, and we stop as soon as you ask.
- We don't sell your details or share them for anyone else's marketing.
Who we share them with
We don't sell your details. These companies handle them for us, only to help us do the things on this page:
- Hunter: finding and checking work email addresses.
- Google (Google Workspace): our email account, which sends our emails and holds replies.
- Render and Neon: host the web page that handles unsubscribe links. When you click unsubscribe, they process that request (including your IP address) and keep a coded reference so we can stop emailing you. This is held in Frankfurt, Germany.
- Reach: our own sending software, which runs on our own computer and sends through our Google Workspace mailbox. Unsubscribe links are handled by Render (see above).
- Cursor (Anysphere, Inc., United States): the computer workspace our AI assistants use, where the list was prepared.
We may also share details if the law requires it.
Sending details outside the UK
Some of these companies store or handle details outside the UK.
- Hunter is a US company. It says it keeps its data on servers in Belgium, which the UK treats as giving proper protection. Where details go further, Hunter's data processing agreement uses standard contract terms approved for the UK (the EU standard contractual clauses with the UK Addendum).
- Google may handle details in the US. Google says it is certified under the UK Extension to the EU-US Data Privacy Framework, which the UK treats as giving proper protection, and its data processing terms also include standard contract terms.
- Render: Render Services, Inc. is a US company, so unsubscribe requests may be accessible from the United States. Email us for the safeguard that applies.
- Cursor: Anysphere, Inc. is a US company, so details held in our assistants' workspace may be processed in the United States. Email us for the safeguard that applies.
If you'd like more detail on these safeguards, or a copy, email william@get-capstone.co.uk.
How long we keep your details
- If you don't reply: we delete your details 6 months after our first email to you.
- If you reply: replies kept for 2 years after last contact, then we delete your details and our emails.
- If you ask us to stop, or object: we keep only what we need to make sure we never contact you again (your email address, your company's name and the date you asked) on our "do not contact" list, for as long as we need it.
Your rights
You have the right to:
- ask for a copy of the details we hold about you
- ask us to correct anything that's wrong
- ask us to delete your details
- ask us to limit how we use your details
- object to how we use your details, and stop our marketing at any time (see "Your right to object" above)
The right to move your details to another company (data portability) only applies when we rely on your consent or a contract with you, so it doesn't apply here.
To use any of these rights, email william@get-capstone.co.uk. We'll reply within one month.
No automated decisions
We don't make any decisions about you by computer alone that have a legal or similarly serious effect on you. We used software to search the public register and to find and check email addresses, but a person decides who we email.
Complaints
If you're unhappy with how we've used your details, please tell us first at william@get-capstone.co.uk. We'll confirm we've got your complaint within 30 days and let you know what we've done about it.
You can also complain to the UK data protection regulator, the Information Commission (which took over from the Information Commissioner's Office). Visit ico.org.uk or go to https://ico.org.uk/make-a-complaint/.
About our emails
Our emails come from William Massey at Capstone Software Ltd, using the address william@get-capstone.co.uk. Each one shows who it's from, our postal address, a link to this page and a way to stop.
We may update this page from time to time. The date at the top shows when it last changed.