Privacy Notice

1. Who we are

Pitchfire Ltd provides B2B sales-support services, including Call Rescue, prospect research and the Pitchfire Live campaign platform.

Pitchfire Ltd is registered in England and Wales under company number 13569037.

Registered office: 167–169 Great Portland Street, 5th Floor, London, England, W1W 5PF.

Email: terri@pitchfire.co.uk. Telephone: 07801 597370.

This notice explains how we collect, use, store and share personal information.

2. What information we collect

Depending on your relationship with Pitchfire, we may collect:

• Your name, job title, employer and business contact details.
• Information provided through our enquiry or availability forms.
• Details about your business, campaign requirements and deadlines.
• Booking, invoice, payment and transaction information.
• Pitchfire Live login details, account access and notification preferences.
• IP addresses, device details, security records and platform activity.
• Prospect or customer information supplied for a campaign.
• Call attempts, conversation notes, outcomes, objections and next actions.
• Emails, support requests and other communications with Pitchfire.
• Marketing preferences and records of opt-outs.
• Business-contact information from company websites, professional networks, public sources and approved data providers.

Please do not give us information that is not reasonably necessary for your enquiry, booking or campaign.

Pitchfire does not normally record calls. If recording is introduced for a particular campaign, this will be agreed and the appropriate information will be provided.

3. How and why we use information

We use personal information to:

• Review and respond to enquiries.
• Assess whether Call Rescue is suitable.
• Confirm, administer and deliver bookings.
• Create and manage Pitchfire Live accounts.
• Make agreed B2B calls and record campaign outcomes.
• Identify leads requiring priority follow-up.
• Send hot-lead, campaign and account alerts.
• Build or verify prospect lists where this has been agreed.
• Manage payments, renewals, accounts and business records.
• Provide service updates and relevant information about Pitchfire.
• Protect our platform, clients and business.
• Deal with complaints, disputes and legal obligations.

Our lawful bases will normally be:

• Contract: where the information is needed to arrange or deliver a booking.
• Legitimate interests: where necessary to respond to business enquiries, deliver proportionate B2B sales activity, improve our services, protect our systems or market Pitchfire where permitted.
• Legal obligation: where information must be kept or used for tax, accounting, regulatory or legal purposes.
• Consent: where the law requires us to obtain it.

You may object to Pitchfire's direct marketing at any time by contacting us or using an unsubscribe or opt-out option.

We do not use personal information to make solely automated decisions producing legal or similarly significant effects.

4. Call Rescue and campaign information

Where a client supplies a campaign list and decides who Pitchfire should contact and why, the client will normally be the controller of that information and Pitchfire will process it to deliver the agreed service.

We may use that information to:

• Review and organise the campaign list.
• Make authorised calls.
• Record call attempts, conversations and outcomes.
• Identify priority leads.
• Provide call notes and recommended next steps.
• Update Pitchfire Live.
• Report objections, corrections and restrictions to the client.

Where Pitchfire independently researches or verifies business-contact information as an agreed service, Pitchfire may be responsible for that research activity.

If we contact you for a client, we will identify the business we are representing. Questions about why the campaign is taking place may need to be referred to that client.

5. Who we share information with

We may share relevant information with:

• The client for whom a campaign is being delivered.
• Pitchfire employees, contractors and trusted sales professionals.
• Website, database, authentication, email, telephony, payment, security and technical-service providers.
• Accountants, insurers, solicitors and professional advisers.
• HMRC, regulators, courts or authorities where legally required.
• A buyer or successor if Pitchfire is sold, transferred or reorganised.

Suppliers may only use the information needed to provide their services and must protect it appropriately.

Pitchfire does not sell personal information.

Where card payments are offered, full card details will normally be handled by the payment provider rather than stored by Pitchfire.

6. International transfers

Some technology suppliers may process information outside the United Kingdom.

Where this involves a restricted international transfer, we will use an appropriate legal arrangement, such as UK adequacy regulations, approved contractual safeguards or another permitted transfer mechanism. Further information is available on request.

7. How long we keep information

We keep information only for as long as reasonably necessary. Our usual periods are:

• Enquiries: up to two years after the last meaningful contact.
• Client, booking, invoice and payment records: normally up to six years after the relevant transaction or relationship.
• Pitchfire Live accounts and security records: for the account's lifetime and normally up to 12 months after closure.
• Client-supplied campaign data, call notes and outcomes: normally up to 90 days after campaign completion, unless the client gives different lawful instructions or longer retention is required.
• Marketing information: until you opt out or the information is no longer relevant.
• Suppression and objection records: for as long as needed to ensure the objection continues to be respected.
• Complaints and legal records: for as long as reasonably needed to deal with the matter and protect legal rights.

Information may be securely deleted, anonymised or retained for longer where required by law or necessary for a legal claim.

8. Security

We use reasonable organisational and technical measures to protect information, including controlled access, secure authentication, client-account separation, confidentiality requirements and appropriate security procedures.

No online system is completely risk-free. Pitchfire Live users must protect their login details and tell us promptly about suspected unauthorised access.

9. Your rights and complaints

Depending on the circumstances, you may have the right to:

• Request access to your personal information.
• Ask us to correct inaccurate information.
• Ask us to delete or restrict information.
• Object to processing based on legitimate interests.
• Object to direct marketing at any time.
• Request transfer of certain information.
• Withdraw consent where we rely on consent.

These rights are not absolute and may not apply in every situation. We may ask for information to confirm your identity.

To exercise a right, ask a question or make a complaint, contact terri@pitchfire.co.uk. For a complaint, please use the subject line "Data protection complaint".

We will acknowledge a data-protection complaint within 30 days, investigate it appropriately, keep you informed where necessary and provide an outcome without undue delay.

You may also complain to the Information Commissioner's Office if you are unhappy with how we have handled your information or complaint.

10. Cookies and changes

Our website and Pitchfire Live may use strictly necessary cookies for security, login and essential functions.

Non-essential analytics, preference or similar cookies will only be used where the required consent has been obtained. More information is available through our Cookie Policy and cookie-settings panel.

We may update this notice when our services, systems, suppliers or legal obligations change. The latest version will be published on the Pitchfire website.