Privacy policy

Who we are

Proximity Futures Ltd (ProximityFutures, "we") is the data controller for personal data collected through proximityfutures.com.

We are a company registered in England and Wales, number 09307093, with our registered office at The Atkins Building, Lower Bond Street, Hinckley, Leicestershire LE10 1QU. To ask about this policy or your data, call us on 0116 326 5389, write to us at that address, or use the Get in Touch form.

What this policy covers

This policy covers this website, the enquiries you send us through it, and demo bookings made from it.

Our footfall sensors and public WiFi collect data at the locations where they are installed, not through this website, so they are not covered here. Footfall counting works on hashed phone identifiers and reports counts and trends, not information about individuals, as explained on the Footfall Analytics page. If you have a question about data collected at one of those locations, get in touch.

What we collect and why

We collect the details you give us when you get in touch or book a demo, and the basic technical information any web server records when you visit.

• Get in Touch and demo request forms

  What

  Your name, organisation, email address, phone number if you give it, your sector, what you are interested in, any location or times you mention, where you heard about us, and your message.

  Why

  To reply to your enquiry, arrange a demo or quote, and understand which channels bring people to us.

  Lawful basis

  Legitimate interests in responding to business enquiries, and steps you ask us to take before entering into a contract.

• Demo bookings through Calendly

  What

  Your name, email address, the time you choose, your answers to the booking questions, and any campaign tags on the link you followed to book.

  Why

  To schedule and hold the demo, and to know which campaign or message led you to book.

  Lawful basis

  Legitimate interests, and steps you ask us to take before entering into a contract.

• Phone calls and emails

  What

  Your contact details and whatever you tell us.

  Why

  To answer you and keep a record of our conversations with customers and prospective customers.

  Lawful basis

  Legitimate interests in running and growing our business.

• Visits to this website

  What

  Your IP address, browser and device type, the pages and files requested, the page you came from, and the date and time, recorded in our server logs.

  Why

  To deliver the site and its video, keep it secure, diagnose faults, and stop spam through our forms.

  Lawful basis

  Legitimate interests in running a secure, working website.

We do not ask for sensitive personal information, so please leave it out of your message. We do not make automated decisions about you or profile you.

Marketing emails

If you enquire or book a demo, we may send you occasional emails about our services, and you can opt out at any time.

We do this on the basis of our legitimate interests in telling business contacts about services relevant to their work. If you are a sole trader or in a partnership, we only send you marketing emails if you have agreed to them, or if you have asked us about similar services before and did not opt out.

Every marketing email includes an unsubscribe link, or you can tell us by phone or through the Get in Touch form. We never sell your details or pass them to other companies for their own marketing.

Cookies

This website sets no cookies of its own and uses no analytics or advertising tracking.

Pages, fonts, images and video all load from our own hosting. The one exception is the booking calendar on Book a Demo, which is provided by Calendly. Calendly sets its own cookies when the calendar loads, some of which it needs for the booking to work, and asks UK and EU visitors for consent to the rest in its own banner. Calendly's cookie notice explains them.

If we add analytics or other cookies later, we will update this policy first and ask for your consent where the law requires it.

Who we share it with

We share personal data only with the providers who run our website, email and booking systems for us, and we never sell it.

• Amazon Web Services, which hosts this website and its video, and delivers form enquiries to our inbox by email.
• Calendly, which runs demo bookings. See Calendly's privacy notice.
• Our email, business software and marketing email providers, where enquiries and customer correspondence are kept and answered, and marketing emails are sent from.
• Professional advisers and authorities, such as our lawyers and accountants, or the police or a regulator where the law requires it.
• A buyer or successor, if all or part of our business is ever sold or reorganised.

Each provider acts on our instructions under a contract that requires it to keep the data secure and use it only to provide its service to us.

Transfers outside the UK

Some of our providers process data outside the UK, and where they do, it stays protected to the UK standard.

Calendly is based in the United States. Transfers to it rely on the UK Extension to the EU-US Data Privacy Framework or on the UK International Data Transfer Addendum to standard contractual clauses. Where any other provider processes data outside the UK, it does so in a country the UK recognises as adequate or under the same contractual safeguards.

How long we keep it

We keep personal data only as long as we need it for the reason we collected it, then delete it.

Enquiries and demo bookings that do not lead to work

Up to 2 years after our last contact with you

Customer contacts and correspondence

While you or your organisation are a customer, then 6 years to meet our legal and accounting obligations

Marketing contacts

Until you unsubscribe, after which we keep only your email address on a do-not-contact list

Server logs

Up to 30 days

Form spam protection (enquiry count per IP address)

Up to 1 hour, held in memory only

How we protect it

Enquiries travel over an encrypted connection and go straight to our inbox; the website itself does not store them.

Access to our inbox, booking and marketing systems is limited to the people at ProximityFutures who need it. If a breach ever puts your rights at risk, we will report it to the Information Commissioner's Office within 72 hours and tell you without undue delay.

Your rights

Under UK data protection law you can ask to see, correct or delete the personal data we hold about you, and object to how we use it.

• Access: ask for a copy of the personal data we hold about you.
• Correction: ask us to correct anything inaccurate or incomplete.
• Erasure: ask us to delete your data where we no longer have a good reason to keep it.
• Restriction: ask us to pause using your data while a concern is looked into.
• Objection: object to us using your data on the basis of our legitimate interests. You can object to marketing at any time, and we will stop.
• Portability: ask for data you gave us in a common electronic format, where we rely on a contract or your consent.

To use any of these rights, call us on 0116 326 5389, write to us at our registered office, or use the Get in Touch form. We may need to confirm who you are before we act. We reply within one month, and there is normally no charge.

Complaints

If you are unhappy with how we have handled your data, tell us first so we can put it right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We update this policy whenever the way we use personal data changes, and change the date at the top of the page.

This version was last updated on 27 October 2026.