Capshine Ltd respects your privacy. This notice explains how we use personal information when you visit our website, contact us, book a call or request our free guide. If you become a client, we may give you a separate client privacy notice.

Who we are

Capshine Ltd is responsible for the personal information described here. You can contact us at info@capshine.co.uk or write to Capshine Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ.

What we collect and why

• Enquiries: If you contact us by email, telephone or chat, we use your contact details and what you tell us to respond and decide whether we can help. Our lawful basis is our legitimate interest in handling enquiries or, where relevant, taking steps you request before a contract.
• Call bookings: We use the contact details and information about your business and accounting needs that you provide to arrange and prepare for a call, and to respond afterwards. Our lawful basis is taking steps you request before a contract and our legitimate interest in managing enquiries. Please do not put passwords or unnecessary financial documents in the booking form.
• Free guide: We use your name and email address to send the guide you requested and manage its delivery. Our lawful basis is our legitimate interest in responding to your request. You do not have to agree to marketing to receive the guide, but we need your email address to deliver it.
• Optional marketing: If you separately tick the marketing box, we use your name, email address, preferences and a record of your choice to send Capshine tips, updates and information about our services. Our lawful basis is your consent. You can withdraw consent at any time using the unsubscribe link or by contacting us. Requesting the guide alone does not sign you up to these emails.
• Website visits: We may process your IP address, browser and device information, pages visited and cookie choices to keep the website secure and working. Necessary security activity is based on our legitimate interests. We use optional cookies and analytics in line with the choices available on the website. See our Cookie Policy.

We usually obtain information directly from you. Our website and booking services may also generate technical and booking information when you use them.

Services and sharing

We use MailerLite to deliver the guide and, if you opt in, marketing emails. We use Cal.com for bookings, Microsoft Outlook for related email and calendar information, and Zoom where a video call is arranged through that service. The website also uses Crisp for chat, Google reCAPTCHA for spam protection, Google Analytics where permitted, and embedded content such as YouTube. These services may process information for us or, for some features, under their own privacy notices. Access is limited to those who need the information to operate the website or respond to you.

We do not sell your personal information. If you become a client, additional practice software and disclosures to relevant authorities are covered by the client privacy information provided during onboarding.

How long we keep information

If you do not become a client, we normally keep enquiry and booking information for 36 months from our last direct contact with you. We apply the same period to information supplied solely to request the guide, starting from the request or any later direct interaction. We then delete or anonymise it unless a legal obligation or potential legal claim requires us to keep a limited record longer. Client records have different retention periods, explained in the client privacy notice.

If you opt in to marketing, we keep your subscription details while you remain subscribed. If you unsubscribe, we stop marketing and may keep a limited opt-out record so we can respect your choice.

Transfers outside the UK

Some service providers process information outside the UK. MailerLite hosts subscriber data in the EU; Crisp stores chat data in the EU, although connection logs may pass through other countries; and Cal.com processes booking data in the United States. Where required, transfers rely on applicable UK adequacy arrangements or approved contractual safeguards. Contact us if you would like details of the safeguards for a particular service.

Your rights

You can ask for a copy of your personal information, correction or deletion, restriction of its use, or object to certain uses. You may also have a right to data portability. These rights depend on the circumstances. Where we rely on consent, you can withdraw it at any time without affecting our earlier lawful use of the information.

Contact info@capshine.co.uk to make a request. You can also complain to the Information Commissioner’s Office.

Cookies

Our Cookie Policy explains the cookies and similar technologies used on the website. You can use Cookie Preferences to review or change your choices.

Changes to this notice

We may update this notice when our services or use of information changes. The updated date will appear here.

Last updated: 26 September 2026