Privacy

Last updated: 11 November 2026

1. Who we are

Clearly Seen helps businesses get found in search engines and in AI answers (SEO, AEO and GEO).

Clearly Seen is a sole-trader business based in the UK. Clearly Seen is the controller of your personal data ("we", "us"). Contact: hello@clearlyseen.co.uk.

If Clearly Seen becomes a limited company, that company will become the controller of the personal data described here. We will update this notice before that happens and tell the people whose details move to the company.

2. When this notice applies

This notice covers personal data we decide how to use. That means website visitors, people who email us, businesses and people we research and email, people named on websites we check, clients and suppliers.

When we work inside a client's own accounts or website, the client decides how that data is used. Their privacy notice covers it. We act only on their written instructions under a data processing agreement.

We ask clients for counts only, for example the number of enquiries. We don't want patient, health or client-matter information. We won't work with any unless the right agreement for that kind of data is in place first.

3. What we collect and where it comes from

3.1 When you email us

This website has no forms. If you email hello@clearlyseen.co.uk, including to ask for a free check, we collect your name, work email, organisation, role, website address, your message and anything else you choose to send. Please don't send patient, health or client-matter information.

3.2 When you visit this website

Our website hosting provider keeps server and security logs. These include your IP address, browser type, the pages you ask for and the time. We don't use analytics on this website. See our cookies page.

3.3 Businesses we may contact (details from public sources)

We research UK businesses that may want our services. These include dental groups that are limited companies or LLPs, B2B software businesses that are limited companies, LLPs or PLCs, and law firms that are limited companies or LLPs.

For some, we note the details of one relevant person at the business:

name, job title, business name, published work email and business website;
the business's details at Companies House (name, number, status and registered office) and, for software businesses, the names of its listed directors, which we use only to check a contact's role;
for law firms, whether the firm is authorised on the Solicitors Regulation Authority register (we check only that it is authorised; we don't keep individual solicitors' records from it);
one public professional fact, with its source and date;
our record of the emails we send, any replies and any request to stop.

We don't collect home addresses, personal email addresses, personal mobile numbers, health information or anything behind a login. We don't buy lists. Section 9 says more about this.

3.4 Free checks and audits of public websites

We review a business's public website and public search and AI results. These reviews can include the names and public professional details of people shown on that website, for example a clinician's name and registration number. We use them only to describe how visible the website is and what could be improved.

3.5 Clients and suppliers

Contact names, roles, contact details, contracts, emails, meeting notes, invoices and payment records.

4. Why we use it, and our lawful basis

Replying to emails and free-check requests (3.1): legitimate interests (answering you), and taking steps you ask for before a contract.
Running and securing this website (3.2): legitimate interests in a secure, working website.
Marketing emails to businesses (3.3): legitimate interests. UK law lists direct marketing as an example of a legitimate interest. Before we send any marketing email, we complete a written assessment that weighs our interest against yours. You can ask us for a copy.
Free checks and audits (3.4): legitimate interests in showing a business how visible it is. We don't offer these to law firms.
Client work, billing and accounts (3.5): to perform our contract, and our legal duty to keep accounting records.
Legal claims and dealing with regulators: legal obligations and legitimate interests.

We don't make decisions about you based only on automated processing that have legal or similarly significant effects.

Marketing emails. We send unsolicited marketing emails only to companies, limited liability partnerships and other corporate bodies, as the email marketing rules (PECR) allow. We don't send them to sole traders or to ordinary partnerships. Every email says who we are and gives you an easy way to opt out.

5. Who we share it with

We don't sell personal data. These kinds of provider handle personal data for us, on our instructions and under written contracts:

email, document and record-keeping services;
website hosting, domain and network services;
software and service providers that help us deliver our work.

We may also share data with professional advisers (such as lawyers, accountants and insurers), with regulators, courts or the police where the law requires it, and with a buyer if the business is sold.

A list of the providers we use is available on request: hello@clearlyseen.co.uk.

6. International transfers

Some of our providers process personal data outside the UK, including in the United States. When they do, the transfer is protected by one of these:

UK adequacy regulations, including the UK Extension to the EU-US Data Privacy Framework (the "UK-US data bridge") for certified US companies; or
the EU standard contractual clauses with the UK Addendum, or the UK International Data Transfer Agreement (IDTA).

Ask us for details of these safeguards.

7. How long we keep it

Emails from people who don't become clients: 2 years after our last contact.
Business contact records where nobody replied: deleted within 180 days of our last email.
"Do not contact" records: kept for as long as we need them to respect your request. We keep only the minimum (a one-way coded version of your email address or business web address, the date and the reason).
Free-check and audit working files: 12 months.
Client records, contracts and invoices: 6 years after the end of the financial year they relate to.
Website server logs: for the period our hosting provider keeps them.
Data we handle for a client inside their accounts: as the client's data processing agreement says, then deleted or returned.

8. Your rights

You have the right to ask for a copy of your data, to have it corrected or deleted, to limit how we use it, to object to how we use it, to move it to another provider (where this applies), and to withdraw consent where we rely on consent.

You can always stop marketing. You can object at any time to us using your data for direct marketing, and we will always stop. Reply "stop" to any of our emails, or write to hello@clearlyseen.co.uk. We keep a minimal "do not contact" record so we don't contact you again.

We reply within one month. For complex requests we may take up to two more months, and we'll tell you why. We may need to confirm who you are. Where we handle data for a client, we pass your request to them.

9. If we got your details from a public source

If we found your details ourselves rather than getting them from you:

Who we are: section 1.
Why: to tell your business about our services (business-to-business direct marketing), and to describe a website's visibility in a free check or audit. For law firms, only to tell your business about our services. We don't run free checks or audits for law firms.
Lawful basis: legitimate interests (section 4).
What we hold: your name, job title, business, published work email, business website, your business's details at Companies House, one public professional fact, and our record of emails. For law firms, also the firm's authorisation status on the Solicitors Regulation Authority register.
Where it came from: your business's own website; Companies House (company details and the names of listed directors); public professional registers (such as the General Dental Council and Care Quality Commission registers, and the Solicitors Regulation Authority register, firm status only); trade, local and technology press; and public professional profiles viewed by hand. We never take email addresses from those profiles.
Who we share it with: section 5. Transfers: section 6. How long we keep it: section 7.
Your rights: section 8. That includes the right to stop marketing at any time, to complain to us, and to complain to the Information Commission (section 10).
When we tell you: in our first email to you, and in any case within one month of collecting your details.

10. Complaints

Please complain to us first, at hello@clearlyseen.co.uk. We'll acknowledge your complaint within 30 days, look into it without undue delay, keep you updated and tell you the outcome.

You can also complain to the Information Commission (still known as the ICO), the UK data protection regulator: ico.org.uk, helpline 0303 123 1113.

11. Security

Clearly Seen's email, documents and records are kept in business accounts separate from any other business. We hold no security certification.

12. Changes

We'll update this notice when the way we use personal data changes, and show the date at the top.