Privacy Notice

Who we are (Controller)

Silmaril Consulting Ltd. Contact: hello@silmarilconsulting.co.uk • Registered in the UK.

What we collect

• Name and email address
• Company (optional)
• Your message
• Email address and subscription preferences (if you subscribe to our newsletter)
• Technical metadata such as IP address and user agent (transmitted with web requests)

How we use your data

• Respond to your enquiry, and keep a record of communications.
• Manage and track enquiries using HubSpot’s customer relationship management (CRM) tools.
• Email Marketing: If you opt in, we use your email address to send you our newsletter and updates. You can easily withdraw your consent and unsubscribe at any time using the link provided at the bottom of our emails.

Who processes your data

We may use service providers (processors) to operate the contact form, manage newsletter subscriptions, and deliver messages. This includes HubSpot (form processing and CRM) and Mailchimp (email marketing and newsletter distribution). We only share the minimum necessary information and we have appropriate contractual safeguards in place. Please see HubSpot and Mailchimp for their respective privacy information.

International transfers

Depending on the services used (e.g. HubSpot and Mailchimp, which process data in the US), your data may be processed outside the UK/EEA. Where that happens, we use appropriate safeguards (for example, standard contractual clauses or data privacy frameworks) to protect your information.

How long we keep your data

Enquiry records (including emails and CRM entries) are kept for up to 12 months, unless you ask us to delete sooner, or longer where needed to establish or defend legal claims. Newsletter subscription data is kept until you opt-out or unsubscribe, at which point your email is moved to a suppression list to ensure you receive no further marketing.

Security

We apply appropriate technical and organisational measures to protect personal data, including access controls and encryption where appropriate.

Third-party cookies & tracking

HubSpot

If you submit or interact with our embedded HubSpot form, HubSpot may set cookies and collect usage information (e.g. page views and interaction events) to help deliver the form and support our CRM. Where required, we will request your consent for non-essential cookies.

Mailchimp

Marketing emails sent via Mailchimp may contain tracking pixels (web beacons). These help us understand whether our emails are opened and which links are clicked, allowing us to improve our content. You can disable this by turning off image loading in your email client.

Your rights

You have rights under UK data protection law, including access, rectification, erasure, restriction, objection, and data portability (where applicable). To exercise rights, email hello@silmarilconsulting.co.uk.

You can also lodge a complaint with the UK Information Commissioner’s Office (ICO): ico.org.uk.

Changes to this notice

We may update this notice from time to time. We’ll post the latest version here and update the date above.