Privacy notice

Data controller

The controller for website enquiries and for our own staff records is System Routeline, 93 St Andrews Lane, Dail Mor, HS2 0QE, United Kingdom, hello@system-routeline.click, 07089858746. For claims extracts, you remain the controller unless the addendum appoints us as processor only, which is our usual position.

What we collect from the site

The enquiry form asks for name, work email, organisation, optional engagement type, optional briefing month, and a message about the book. Server logs may include IP address and browser type for security. Cookie use is described on the cookies page. We do not ask for claim numbers, policy numbers, or health information on the public form.

Why we use it

We use enquiry data to reply, to prepare a scoping note, and to keep a record of what was offered. The lawful basis is our legitimate interest in answering professional enquiries, or steps toward a contract if you have asked for a named engagement. You may email us instead of using the form.

Extracts on an engagement

Once instructed, we process claim identifiers and related fields as your processor, on documented instructions, for the period of the work plus a short archive. We do not use extract data to write journal articles. Sample files are stored separately from marketing mail.

Retention

Unsuccessful enquiries are kept for eighteen months, then deleted or reduced to a name and date if we must show we declined work. Successful engagement records, including packs we wrote, are kept for seven years for accounting and complaint handling. Processor extracts are deleted or returned according to the addendum, usually within sixty days after the final briefing unless you ask us to hold them for a committee pack retainer.

Your rights

You may ask for access, correction, erasure, restriction, or objection, and you may complain to the Information Commissioner’s Office. Processor requests about people in a claims extract should go to your organisation first; we will assist you.

International transfers

We work from the United Kingdom. If a video briefing uses a provider that stores recordings outside the UK, we will say so in the confirmation and use a UK or EEA region where the provider allows. We do not send claims extracts to the United States without a written instruction and an appropriate transfer tool.

Sharing

We share enquiry data with no one except a professional email host and, if you instruct us, with a named colleague at your firm. We do not sell lists. We may share data if the law requires it.