Privacy Policy

Last updated: 26 October 2026

Fox & Flare respects your privacy. This policy explains how we collect, use and protect personal information when you visit https://foxandflare.co.uk/, complete our contact form or contact us using the email address published on our website.

This policy covers website visitors and initial enquiries. Where an enquiry progresses into recruitment, event planning or another service involving additional personal information, we will provide further privacy information where necessary.

1. Who we are

The controller responsible for personal information collected through this website is:

Fox & Flare LTD, trading as Fox & Flare.

Correspondence address: Mill House, Liphook Road, Haslemere, Surrey, United Kingdom, GU27 3QE

Email: hello@foxandflare.co.uk

Website: https://foxandflare.co.uk/

Please contact us using the email address above if you have questions about this policy or wish to exercise your data protection rights.

2. Information we collect

Information you provide

When you complete our contact form, we collect:

  • Your name.

  • Your telephone number.

  • Your email address.

  • Your postcode, if you choose to provide it.

  • The service or type of help you select.

  • The information you provide about what you are trying to achieve.

  • Your acknowledgement of our privacy policy.

If you email us directly, we receive your email address, message and any other information or attachments you choose to send.

Your message may include business contact details, project requirements, event plans or recruitment enquiries. Please only provide information relevant to your enquiry. Avoid including sensitive personal information or information about other people unless necessary and appropriate.

Technical information

Our website hosting and security systems may collect technical information such as your IP address, browser and device details, pages requested, and the date and time of your visit.

Where optional analytics tools are used, these may collect information about how you interact with the website, subject to your cookie choices.

We also use CookieYes to record and remember your cookie preferences.

3. How we use your information

We use information collected through the website to:

  • Read, assess and respond to your enquiry.

  • Contact you using the details you provide.

  • Understand the services you are interested in and your project requirements.

  • Discuss potential services or prepare a proposal.

  • Maintain and protect the website.

  • Investigate faults, prevent spam and address misuse.

  • Record and respect privacy and cookie preferences.

  • Meet applicable legal obligations and manage legal claims.

We do not treat a website enquiry or privacy policy acknowledgement as permission to add you to a marketing mailing list.

4. Our lawful bases

We rely on the following lawful bases under the UK General Data Protection Regulation.

Legitimate interests

We use this basis to manage general enquiries, communicate with business representatives, maintain appropriate enquiry records and operate a secure website.

Our interests are in responding to people who contact us and running our website effectively. We consider these interests alongside your rights and reasonable expectations.

Steps before entering into a contract

Where you ask us about entering into a contract with you personally, we may process information necessary to respond to that request or prepare a proposal.

Consent

We rely on consent for optional analytics and tracking technologies where consent is required, and for any separate activity for which we specifically request your permission.

You can withdraw your consent at any time. This does not affect the lawfulness of processing carried out before withdrawal.

Legal obligations

We may process information where necessary to comply with applicable law.

The privacy acknowledgement on our contact form confirms that you have been directed to this policy. It does not replace the lawful bases described above or constitute consent to unrelated uses of your information.

5. Required and optional information

Our contact form identifies the fields required to submit an enquiry. The postcode field is optional.

We request sufficient information to understand your enquiry and respond. If you do not provide the required form information, you may be unable to submit the form. You can alternatively contact us by email.

You are not required to submit an enquiry to browse the website.

6. Cookies and similar technologies

Our website uses CookieYes to display our cookie consent banner and manage your cookie preferences.

Cookies are small files stored on your device when you visit a website. They can support essential website functions, remember preferences and provide information about how a website is used.

Necessary cookies

Necessary cookies support essential website functions, including security and remembering your cookie preferences. These cookies do not require your consent and cannot be disabled through our cookie preference settings.

CookieYes uses a cookie to remember your choices so that the website can respect your preferences on subsequent visits.

Optional cookies

Where our website uses optional cookies or similar technologies, such as those used for analytics, functionality or advertising, we ask for your consent before activating them.

You can accept all optional cookies, reject them or select your preferences through the CookieYes banner. Rejecting optional cookies does not prevent you from browsing the website, although some optional features may be unavailable.

The use of CookieYes does not mean that our website uses every category of cookie displayed within its settings.

Changing your preferences

You can change your cookie preferences or withdraw consent at any time by clicking the cookie settings icon displayed on the website. This reopens the CookieYes preference panel.

Withdrawing consent does not affect the lawfulness of processing carried out before you withdrew it.

You can also delete or block cookies through your browser settings. Withdrawing consent does not necessarily remove cookies already stored on your device, so you may need to delete these through your browser.

Details of individual cookies

Information about the cookies used on our website, including their names, purposes and durations, is available within the CookieYes preference panel.

For more information about CookieYes and its handling of personal information, visit its Privacy Policy.

If you have questions about our website’s use of cookies, email hello@foxandflare.co.uk.

7. Who can access your information?

Authorised people within Fox & Flare may access your information where necessary to deal with your enquiry.

We use service providers where necessary to support:

  • Website hosting and infrastructure.

  • Contact form delivery and storage.

  • Email communications.

  • Website maintenance and technical support.

  • Security, spam prevention and backups.

  • Cookie consent management through CookieYes.

  • Analytics, where enabled in accordance with your preferences.

Providers processing personal information on our behalf must do so under appropriate contractual arrangements and instructions.

If progressing your enquiry requires an introduction to a venue, supplier, recruitment client or another organisation, we will explain the proposed sharing and its purpose before disclosing your personal information, unless you have already clearly requested that introduction.

We may also disclose information where required by law or where necessary to establish, exercise or defend legal claims.

8. International transfers

Where international transfer safeguards apply, you can contact hello@foxandflare.co.uk for further information or a copy, subject to appropriate redactions.

9. How long we retain information

We retain personal information only for as long as necessary for the purposes described in this policy.

For website enquiries, we consider:

  • Whether your enquiry remains active.

  • Whether further correspondence is reasonably expected.

  • Whether records are needed to explain proposals, advice or agreed next steps.

  • Applicable legal requirements.

  • Whether information is reasonably necessary for legal claims.

Technical and security records are retained according to the time needed to maintain the website, investigate problems and address security threats.

Cookie durations are set out in the CookieYes preference panel. Records of privacy choices are retained for as long as needed to respect those choices and demonstrate compliance.

Information that is no longer required is securely deleted or anonymised. Backup copies are removed through the applicable backup retention cycle.

10. Keeping information secure

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration and disclosure.

Access is limited to people and providers who need it for the relevant purpose.

No website or electronic communication method is completely secure. Please avoid sending unnecessary confidential information through the contact form.

11. Your data protection rights

Depending on the circumstances and the lawful basis for processing, you may have the right to:

  • Request access to your personal information.

  • Have inaccurate or incomplete information corrected.

  • Request deletion of your information.

  • Restrict how your information is used.

  • Receive certain information in a portable format.

  • Withdraw consent where processing relies on consent.

Your right to object

You can object to processing based on legitimate interests for reasons relating to your particular situation. We will stop that processing unless we can demonstrate compelling legitimate grounds to continue or need the information for legal claims.

You can object to the use of your personal information for direct marketing at any time.

To exercise your rights, email hello@foxandflare.co.uk.

We normally respond within one month. Where the law permits an extension, we will explain the reason. We may request information to verify your identity before completing your request.

12. Automated decisions

We do not use website enquiry information to make decisions based solely on automated processing that have legal or similarly significant effects on you.

13. External websites and social media

Our website includes links to external websites and social media platforms, including Instagram, LinkedIn and Facebook.

If you follow these links, those organisations handle personal information under their own privacy policies. Please review their policies before providing personal information.

14. Complaints

If you have concerns about our use of your personal information, contact hello@foxandflare.co.uk so we can investigate.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection:

https://ico.org.uk/make-a-complaint/

You do not need to contact us before complaining to the ICO.

15. Changes to this policy

We may update this policy when our website, data handling practices or legal requirements change.

The date at the top shows when it was last updated. Where necessary, we will provide additional notice of significant changes.