Privacy Policy | Plus Ultra Marketing
Privacy Policy
Last updated: 13 August 2026
1. Who we are
Plus Ultra Marketing Ltd is the controller responsible for the personal information described in this privacy policy.
Plus Ultra Marketing Ltd is a company registered in England and Wales under company number 17261281. Our registered office is Prime Apartments, 483 Green Lanes, London, United Kingdom, N13 4FG.
If you have questions about this policy or want to exercise your data protection rights, email us at hello@plusultra.marketing or write to us at our registered office address above.
2. What this policy covers
This policy explains how we handle personal information when you:
- visit plusultra.marketing;
- use the embedded Microsoft Bookings calendar or booking link to book a free introductory call;
- contact or communicate with us about our services; or
- take part in an introductory call and receive relevant follow-up from us;
- receive, review or sign a proposal or contract; or
- become a client, supplier or other business contact and we administer that relationship, including billing and accounting.
It applies under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the EU General Data Protection Regulation (EU GDPR).
3. Information we collect
Depending on how you interact with us, we may collect:
- your name;
- your work email address and telephone number, if you provide one;
- your company name, role and other professional contact information;
- appointment details, including the date and time of your booking;
- information you add to a booking form, email or meeting invitation;
- correspondence and notes relevant to your enquiry, introductory call or client relationship;
- where we tell you that a Microsoft Teams call will be recorded or transcribed, the recording, transcript and AI-assisted meeting summary;
- proposal, contract, signature and document-audit information;
- invoice, payment and accounting information; and
- limited technical information generated when you visit our website, such as your IP address, browser or device type, requested page, date and time of access, and security or server logs.
Please do not include health information or other sensitive personal information in the booking form. If you voluntarily provide information we do not need, we will only use it as necessary to deal with your enquiry and will delete it when it is no longer required.
We use Cloudflare Web Analytics to understand aggregated website use and performance. It does not use cookies or local storage and is not used by us to identify individual visitors. We do not use advertising pixels or behavioural profiling on plusultra.marketing.
4. How we obtain your information
We obtain personal information:
- directly from you when you book a call, email us or speak with us;
- from Microsoft Bookings when you use the embedded calendar or open the Microsoft-hosted booking page;
- from your employer, colleagues or advisers where they involve you in an enquiry, proposal, contract or client relationship; and
- automatically through the infrastructure used to deliver and secure our website.
Microsoft may separately collect information when you visit its booking page. Its own privacy information and cookie controls apply to its service.
5. Why we use your information and our lawful bases
| Purpose | Information normally used | Lawful basis |
|---|---|---|
| Provide and administer a free introductory call | Identity, contact, company, appointment and message information | Legitimate interests: responding to your request and managing our business enquiries. Where you ask us to take steps with a view to entering a contract, those pre-contractual steps may also apply. |
| Communicate about your enquiry and send relevant one-to-one follow-up | Identity, contact, company, correspondence and meeting information | Legitimate interests: understanding your needs, responding to your enquiry and developing appropriate business relationships. |
| Record, transcribe and summarise a Teams call when we have notified attendees and they have agreed to proceed | Voice, image, transcript, meeting contribution and AI-assisted summary | Legitimate interests: creating an accurate meeting record, reducing manual note-taking and supporting appropriate follow-up. We consider whether recording is necessary and provide a non-recorded alternative where reasonably practicable. |
| Prepare, negotiate, sign and administer proposals and contracts | Identity, contact, role, correspondence, signature and document-audit information | Taking steps before entering a contract; performance of a contract; and legitimate interests in managing engagements and retaining evidence of agreed terms. |
| Manage client and business relationships in our CRM | Identity, contact, company, correspondence, meeting notes, relationship and preference information | Legitimate interests: organising enquiries, delivering services, managing follow-up and maintaining appropriate business records; performance of a contract where applicable. |
| Issue invoices, receive and reconcile payments, keep accounts and meet tax obligations | Identity, company, invoice, payment and transaction information | Performance of a contract and compliance with legal obligations. |
| Use approved AI-assisted tools to help transcribe, summarise, organise or draft material, with human review | Information relevant to the particular meeting, enquiry or work item | The same lawful basis as the underlying activity, normally legitimate interests, pre-contractual steps or performance of a contract. We seek to minimise or anonymise personal information where practical. |
| Operate, protect and troubleshoot our website and services | Technical, security and server-log information | Legitimate interests: maintaining a secure, reliable website and preventing misuse. |
| Measure aggregated website use and performance through Cloudflare Web Analytics | Page URL and referrer, device and browser information, approximate location derived from network information, and website-performance metrics | Legitimate interests: understanding how the website is used and improving its performance and content. Cloudflare Web Analytics does not use cookies, local storage or fingerprinting for these metrics. |
| Keep necessary business and legal records | Contact, correspondence and transaction-related information | Legitimate interests in record-keeping and protecting legal rights; compliance with a legal obligation where applicable. |
We do not treat booking an introductory call as consent to add you to a general email marketing list. If we introduce a newsletter or broader email marketing later, we will update this policy and provide any choice or consent required by applicable law.
We do not make decisions producing legal or similarly significant effects about you solely through automated processing. AI-assisted outputs are subject to human review before we rely on them.
Where we rely on legitimate interests, we consider whether the processing is necessary and balance our interests against your rights and reasonable expectations.
6. Who we share information with
We may share personal information with service providers acting for us where this is necessary to run the website, arrange meetings, communicate with you or operate our business. These currently include:
- Cloudflare, which hosts, delivers and protects our website, provides privacy-focused Web Analytics and may process technical, performance, security and access-log information;
- CookieYes, which provides our cookie-consent banner, stores consent preferences and records consent choices;
- Microsoft, which provides Microsoft 365, Outlook, Teams, Microsoft Bookings and Copilot-assisted transcription and meeting features;
- Google, which supplies web-font files used to display the website and may receive technical request information such as IP address, browser information and the requested font resource;
- Notion, which we use as a customer relationship management and business-organisation system;
- PandaDoc, which we use for proposals, contracts and electronic signatures;
- Xero, which we use for invoicing, bookkeeping and accounting; and
- approved AI service providers, but only where their use is appropriate for the information and subject to applicable account, security and contractual controls.
We may also disclose information to banks and payment providers, our accountant and other professional advisers, regulators, courts, law-enforcement bodies or other authorities where reasonably necessary to operate our business, meet a legal obligation or establish, exercise or defend legal claims.
We do not sell your personal information.
7. International transfers
Some of our service providers operate internationally or use infrastructure in more than one country. This may involve personal information being processed outside the United Kingdom or European Economic Area.
Where required, we rely on safeguards recognised by applicable data protection law. These may include an adequacy decision, the UK International Data Transfer Agreement or UK Addendum, or European Commission standard contractual clauses, together with additional safeguards where appropriate.
The European Commission currently recognises the United Kingdom as providing an adequate level of protection for personal data transferred from the EEA. Service providers may use other lawful transfer mechanisms for onward transfers.
You can contact us for more information about the safeguards relevant to your personal information.
8. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected:
- booking details, enquiry correspondence and introductory-call notes are normally kept for up to 24 months after our last meaningful contact;
- Teams recordings and transcripts are normally deleted within 90 days after the meeting, unless they are needed for an active engagement, dispute or legal reason; relevant written meeting summaries may be retained with the associated enquiry or client record;
- information needed for an active client relationship is kept for the duration of that relationship and then in line with our client and legal record-retention requirements;
- proposals, signed contracts and related document-audit records are normally kept for up to six years after the relevant relationship or contract ends, unless a longer or shorter period is required in the circumstances;
- invoices, payment information and accounting records are normally kept for six years from the end of the financial year to which they relate, or longer where the law requires;
- technical and security logs are kept for the period set by, or reasonably required through, our hosting and security providers; and
- information may be kept for longer where necessary to meet a legal obligation, resolve a dispute or establish, exercise or defend legal claims.
We may delete information earlier when it is no longer needed.
9. Cookies, analytics and similar technologies
CookieYes provides our consent banner and uses a necessary cookie to remember your choices. Cloudflare may use strictly necessary cookies or similar technologies to deliver and protect the website. These technologies are used without consent only where a legal exemption applies.
We use Cloudflare Web Analytics to collect aggregated website and performance measurements. Cloudflare states that this service does not use cookies, local storage or fingerprinting to collect usage metrics. We rely on our legitimate interests in measuring and improving the website for the related processing of personal information.
The Microsoft Bookings calendar is an embedded third-party service. It is treated as functional content and is loaded only after you allow functional cookies through Cookie Settings. When loaded, Microsoft may receive technical information and use cookies or similar technologies under its own privacy and cookie information. If you open the booking page in a new tab, you leave our website and Microsoft’s controls apply there directly.
We do not currently use advertising or marketing cookies. See our Cookie Policy for more detail, or use Cookie Settings to review or change your choice at any time.
10. Your data protection rights
Depending on the circumstances and the law that applies, you may have the right to:
- ask for access to your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your information;
- ask us to restrict how we use your information;
- object to our use of your information;
- receive certain information in a portable format; and
- complain to a data protection regulator.
You have the right to object at any time to our use of your personal information for direct marketing. You may also object to processing based on our legitimate interests.
These rights are not absolute and may not apply in every situation. We may need to verify your identity before responding. We normally respond within one month and do not charge a fee unless a request is manifestly unfounded or excessive.
To exercise a right, email hello@plusultra.marketing or write to us at our registered office address.
11. Complaints
Please contact us first if you have concerns so that we can try to resolve them.
You also have the right to complain to the UK Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint.
If the EU GDPR applies to our use of your information, you may also have the right to complain to the supervisory authority in the EEA country where you live, work or believe an infringement occurred.
12. Security
We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful loss, alteration, disclosure, access or misuse. No internet-based service can be guaranteed to be completely secure.
13. Links to other websites
Our website contains an embedded Microsoft Bookings service and may also link to services operated by other organisations. We are not responsible for third-party content or for processing those providers carry out for their own purposes. You should read the privacy information provided by the service you use.
14. Changes to this policy
We may update this policy when our website, suppliers, services or legal obligations change. The current version will be published on this page with its latest update date.