Privacy Policy

Information we collect

• Information you give us. When you book a call, send us material, or email us, we receive your name, your email address, your website, anything you write, and any files or links you send.
• Information collected automatically. We use no analytics cookies. On our ad pages (the pages under thinkablesystems.com/pilot/) we ask before using Meta's cookies, and nothing from Meta loads until you accept (see Cookies and “Our ads on Facebook and Instagram” below). To protect our forms from misuse, our server briefly keeps scrambled, salted versions of IP addresses.

How we use your information

• To reply to you, and to schedule and run a call.
• To build your preview from the material you send us.
• To build, host, monitor, and support your coach or portal if you become a client.
• To see which of our ads bring interested people, only if you accept Meta's cookies.
• To meet our legal, tax, and accounting obligations.

Cookies

A cookie is a small file a website stores in your browser. We use as few as we can.

Always set (strictly necessary)

• ts_consent, set by us on thinkablesystems.com: remembers your answer to the cookie question on our ad pages (accepted or rejected), so we don't ask again on every page. It holds nothing else. Kept for 180 days.

Only if you accept Meta's cookies on our ad pages

• _fbp, set by Meta's pixel on thinkablesystems.com: a random identifier for your browser, so Meta can recognise later visits from the same browser. Up to 90 days, renewed on each visit.
• _fbc, set by Meta's pixel on thinkablesystems.com: keeps the identifier of the Meta ad you clicked to reach us, so Meta can tell which ad brought you here. Only set when you arrived from a Meta ad. Up to 90 days.

Once you accept, the pixel's requests to Meta can also carry cookies Meta has set on its own websites (such as facebook.com), for example if you use Facebook or Instagram in the same browser and your browser allows it. We can't see or delete those; Meta explains its use of them in Meta's privacy policy.

On the booking calendar

The calendar on thinkablesystems.com/pilot/book/ is provided by Cal.com and shown inside our page. Cal.com sets its own cookies in that calendar to keep bookings secure: __cf_bm (set by Cloudflare for Cal.com, tells people apart from automated traffic, 30 minutes), and next-auth.csrf-token and next-auth.callback-url (Cal.com security and navigation tokens, until you close your browser). They are needed for the calendar to work. Cal.com's own policy is at cal.com/privacy.

We use no analytics cookies, and no Meta cookies anywhere on the site except the ad pages, and there only with your consent.

Changing your mind

Every ad page has a Cookie settings link at the bottom. It brings the cookie question back, so you can switch Meta's cookies on or off at any time. If you switch them off, we stop loading Meta's pixel, delete the _fbp and _fbc cookies from our website, and send Meta nothing more about your visit. Withdrawing your consent doesn't undo what was already sent while it was on; you can manage that with Meta under “Your activity off Meta technologies” in your Facebook or Instagram settings, or ask us and we will help.

Our ads on Facebook and Instagram, and what we tell Meta

We advertise on Facebook and Instagram, which are run by Meta. If you accept Meta's cookies on our ad pages, we tell Meta what happens after someone clicks one of our ads, so we can see which ads bring interested people and Meta shows our ads to people more likely to find them useful.

What we tell Meta, only after you accept:

• that you viewed one of our ad pages, and which one, with the ad tags in its web address;
• that you booked a call with us, if you do;
• that you sent us material for a preview, if you do.

How it reaches Meta, both ways only after you accept:

• Meta's pixel in your browser, which sends these events with your IP address, details of your browser and device, the page address, and the _fbp and _fbc cookies.
• Our server, for a booking or material you send (Meta calls this the Conversions API). It sends the same event with your email address, first and last name, and the phone number you gave when booking, if any, each turned into a scrambled code (SHA-256 hashing) before it leaves our server; your IP address and browser details; the _fbp and _fbc cookies; and the page address. Meta uses the scrambled codes only to match the event to an account it already knows. Both ways carry the same event reference, so Meta counts each booking or sending once.

What we never send Meta: the material you send us, your website, your notes, or anything you type into our forms apart from the matching details above.

Lawful basis: your consent (UK GDPR Article 6(1)(a), and the Privacy and Electronic Communications Regulations for the cookies). If you reject, or don't answer, nothing is sent.

Who is responsible: for collecting this information on our pages and sending it to Meta, we and Meta Platforms Ireland Limited are joint controllers, under Meta's controller addendum to its Business Tools Terms. What Meta then does with it is Meta's responsibility, explained in Meta's privacy policy.

Booking a call

When you book a call, the calendar is provided by Cal.com, Inc., which processes your name, email address, the answers you give (such as your website) and the time you choose, so it can schedule the call and send you the invitation. Cal.com acts for us as a processor.

Sending us material for your preview

• Files you send are stored on our own server, outside the public part of the website, under random file names, readable only by our own account.
• We use the material only to build your preview, and your contact details only to talk to you about it.
• To build the preview we use Anthropic, the AI provider our coaches are built on, which processes the material to produce the coach's answers. Under Anthropic's commercial terms it does not use your material to train its models.
• We delete the material whenever you ask.

Your clients' data and the coach

If you become a client, the material you give us to build your coach or portal, and the conversations your clients or delegates have with it, are used only to run it. They remain yours, and you can export or end at any time.

Legal bases

Where the GDPR applies, we rely on these legal bases: performance of a contract with you, our legitimate interest in answering enquiries and running the business, your consent where we ask for it (such as Meta's cookies), and compliance with legal obligations.

Who we share it with

• Meta (Meta Platforms Ireland Limited), for our ads, only with your consent.
• Cal.com, for booking calls.
• Anthropic, the AI provider we build on, for preview material and client coaches.
• Our hosting and email provider, which runs our website, server and mailboxes.

We do not sell personal data.

International transfers

Some of these providers process information outside the UK and the EU, mainly in the United States (Meta, Cal.com and Anthropic). Where they do, the transfer is protected by the UK Extension to the EU-US Data Privacy Framework or by standard contractual clauses, as each provider sets out in its terms.

How long we keep it

• ts_consent: 180 days. _fbp and _fbc: up to 90 days, set and renewed by Meta's pixel.
• Booking and enquiry details: until 12 months after our last contact, then deleted.
• Material you send us: until we have shown you the preview and you have decided, then deleted within 90 days, or at once if you ask. If you become a client, it is kept for as long as we run your coach or portal.
• Records of requests and uploads on our server: 12 months. The protection against misuse keeps scrambled, salted IP addresses for 24 hours.
• Client records: as long as we need them for the service and our legal obligations.
• What Meta receives is kept by Meta under its own policy.

Your rights

You can ask to access, correct, delete, export, restrict, or object to our use of your personal data. Where we rely on your consent, you can withdraw it at any time; that doesn't affect what we did before. To make a request, email contact@thinkablesystems.com. You also have the right to complain to the Information Commissioner's Office (ico.org.uk) in the UK, or to the data protection authority where you live in the EU.

Children

The service is for coaches, consultancies and their businesses. It is not directed to children under 16, and we do not knowingly collect their data.

Changes to this policy

We may update this policy as the service or the law changes. The date at the top shows the current version.

Contact

Questions about privacy go to contact@thinkablesystems.com.