Privacy policy

Last Updated: 10 January 2025

1. Introduction

Welcome to Outbound Buddy Ltd ("we", "our", "us"). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard personal data when providing our services, including website inquiries and outbound lead generation services on behalf of clients.

2. Information We Collect

We collect and process personal data in the following ways:

A. Website Visitors (Contact Form Submissions)

When you fill out the contact form on our website, we collect:

  • Name (First Name, Last Name) – Required

  • Email – Required

  • Subject – Required

  • Message – Required

B. Outbound Lead Generation & Email Sending on Behalf of Clients

As part of our outbound sales services, we process the following:

  • Lead Lists – Business contact details, including names, email addresses, and job roles, collected from publicly available sources or provided by clients.

  • Email Sending & Outreach – We may send emails on behalf of clients using email accounts, domains, or inboxes they provide or that we set up for them.

  • Email Deliverability Diagnostics – Information related to email sending performance, such as inbox placement and engagement data, to optimize outreach campaigns.

  • Client Email Accounts & Domains – Temporary access to client email systems for inbox management and performance tracking.

  • Meeting Recordings – We may retain internal recordings of client meetings for service improvement, but they are not shared externally.

3. How We Use Your Information

We process personal data for the following purposes:

A. Website Visitors

  • To assess and respond to inquiries (e.g., service quotes, partnerships).

  • To improve our website and services.

B. Outbound Email & Lead Generation Services

  • To identify and validate business leads using public sources or client-provided data.

  • To conduct outbound email campaigns on behalf of clients.

  • To monitor inbox placement, track email engagement, and optimize campaign performance.

  • To analyze and resolve email deliverability issues.

  • To temporarily process lead data for outbound outreach purposes.

4. Legal Basis for Processing

We process personal data under the following legal bases:

  • Legitimate Interests – For conducting outbound sales activities, including identifying and contacting business leads using publicly available data.

  • Contractual Obligation – When managing client email campaigns under an agreed service contract.

  • Consent (Limited Use Cases) – We may request opt-in consent for specific cases, such as featuring clients in case studies.

5. Sharing & Third-Party Processing

We do not sell personal data, but we may use third-party services to facilitate outbound email operations. These services may include:

  • Lead sourcing and validation

  • Email sending and monitoring

  • Data processing for campaign tracking and reporting

All services we use comply with UK GDPR and relevant data protection laws, and data is only processed for the agreed purposes.

6. Data Security Measures

We take appropriate measures to protect personal data and ensure that it is processed securely. Our security practices include:

  • Encryption in transit for data transfers where applicable.

  • Access controls to restrict data access to authorized personnel only.

  • Internal security policies and procedures designed to safeguard client data.

  • Secure third-party services that follow industry best practices for data protection.

While we take reasonable steps to protect personal data, no method of transmission or storage is 100% secure. Clients should follow their own security protocols when sharing information with us.

7. Your Rights (GDPR Compliance)

Under UK GDPR, individuals have the right to:

  • Access personal data we process.

  • Correct inaccurate data.

  • Request data deletion (subject to legal and contractual obligations).

  • Restrict or object to processing.

  • Request data portability where applicable.

To exercise these rights, contact jamie@outboundbuddy.com.

8. Data Retention Policy

We retain personal data only as long as necessary for its intended purpose and in compliance with applicable laws:

  • Website contact form data – May be retained in our CRM for ongoing engagement and reference, including future business opportunities, unless a deletion request is received.

  • Lead data & outreach records – Retained until no longer required for business operations or improvements.

  • Meeting recordings – Retained for internal service improvement and deleted when no longer required.

  • Client-provided data (e.g., email lists, campaign-specific data) – Deleted after engagement ends, unless otherwise agreed.

  • Client email accounts – Access is removed after the engagement ends.

Clients may request early deletion of data upon contract termination, subject to legal and operational requirements.

9. Compliance with International Email Regulations

We comply with PECR (UK), GDPR (EU), and CAN-SPAM (US) when processing business emails. Specifically:

  • UK PECR & GDPR – Opt-in consent is not required for corporate B2B emails, but we provide opt-out options.

  • EU GDPR & ePrivacy Directive – Compliance with country-specific opt-in/opt-out requirements.

  • US CAN-SPAM Act – No opt-in required, but clear sender details and opt-out options included.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Changes will be posted on this page, and where appropriate, communicated via email.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Outbound Buddy Ltd
31A Chinbrook Road London, UK SE12 9TQ

jamie@outboundbuddy.com