Privacy Policy
How we collect, use and protect personal information, and the choices you have.
Last updated: 15 October 2026
This policy explains what personal information we collect through pineo.com and in our work, why we use it, who we share it with and the choices you have.
Who we are
Pineo Limited ("Pineo", "we", "us") is a HubSpot consultancy registered in England and Wales, company number 15792220. Our registered office is 128 City Road, London EC1V 2NX. We are registered with the Information Commissioner's Office (ICO), registration number ZB789502.
We decide how and why your information is used, so we are its controller. For any privacy question, email info@pineo.com or call 0203 861 0339.
When we work inside a client's HubSpot account, the client decides how their customers' data is used and we process it on their instructions under our agreement with them. This policy does not cover that data: please contact the client directly.
What we collect and why
When | What we collect | Why we use it | Lawful basis |
|---|---|---|---|
You fill in our contact form | Name, email, company, phone number, your message and whether you want marketing emails | To reply to your enquiry and follow it up | Legitimate interests, or steps before a contract at your request |
You book a call | Name, email, the answers you give when booking and the time you choose | To arrange and hold the call | Legitimate interests, or steps before a contract |
You sign up to our newsletter | First name, email and a record of your consent | To send you our newsletter | Consent |
You refer a business | Your name, email and company, and the name, email, company and (if given) phone number of the person you refer, plus any notes | To contact them about our services, run the referral scheme and send your reward | Legitimate interests |
You have a call with us | A recording, transcript and notes of the call | To keep accurate notes and follow up on what we agreed. We tell you at the start when a call is being recorded | Legitimate interests |
You chat with us on the site | Your messages and any details you share | To answer your question | Legitimate interests |
You use a form | Signals from Google reCAPTCHA about how the form was used | To stop spam and automated abuse | Legitimate interests |
You browse the site and accept cookies | Pages viewed, how you arrived, device and browser type, and approximate location from your IP address | To understand how the site is used and improve it | Consent |
You visit any page | The page address, the site that sent you (such as an AI assistant or search engine), and your browser's language and time zone | To see how many visitors reach us from AI assistants and search, and which pages they read. No cookies are used and nothing is stored on your device | Legitimate interests |
You allow advertising cookies | Which ad (if any) brought you to the site, and a hashed (scrambled) copy of contact details you enter in our forms | To measure whether our advertising leads to enquiries | Consent |
You are a client or supplier | Business contact details, project records, contracts and billing records | To deliver our services, invoice and keep proper accounts | Contract and legal obligation |
Our legitimate interests are running and growing our business, replying to people who contact us and keeping our website secure. We only rely on them where they are not outweighed by your rights.
If you refer someone, please only do so if you think they would welcome hearing from us. When we contact them, we will tell them how we got their details and how to ask us to stop, without naming you.
Marketing emails
We only send marketing emails, such as our newsletter, if you have agreed to receive them. Every email has an unsubscribe link, or you can email info@pineo.com. Replies to your enquiries and messages about work you have asked us to do are not marketing.
Who we share it with
We do not sell your information. We use trusted providers who process it on our behalf and only as we instruct:
HubSpot: our CRM, which stores enquiries, newsletter sign-ups, bookings, chat messages and email, and runs our website tracking, ads measurement and cookie banner. Our account is hosted in HubSpot's EU data centre.
Framer: hosts our website and receives copies of form submissions.
Cloudflare: runs the security check that sits between our forms and HubSpot, and manages our domain.
Google: reCAPTCHA on our forms; Google Tag Manager and Google Analytics once you accept analytics cookies; and Google Ads once you allow advertising cookies.
Microsoft: Microsoft 365 for our email, and Microsoft Clarity once you accept analytics cookies.
Promptwatch: counts visits to our site, including visits from AI assistants, without using cookies. It receives the details in the table above. Promptwatch tells us it doesn't keep information that identifies you, and holds its data in the EU.
Fathom and Granola: record and transcribe our calls so we have accurate notes.
Xero: our accounting software, for client invoicing.
We also use Asana to manage projects, 1Password to store client logins securely and Zapier to connect our tools, all of which may hold business contact details.
We may also share information with our professional advisers, with authorities where the law requires it, or with a buyer if our business is ever sold.
International transfers
Some of our providers, or their support teams, are based outside the UK, mainly in the United States. Where that happens, we rely on UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework where the provider is certified, or the ICO's approved contract clauses, so your information keeps an equivalent level of protection.
How long we keep it
We keep enquiry details for as long as we need them to respond and follow up. We keep client records for as long as the contract and our legal and accounting obligations require. Newsletter details are kept until you unsubscribe, after which we keep a record that you opted out so we don't email you again. We review what we hold regularly and delete what we no longer need.
How we keep it safe
Access is limited to our team, everyone on the team has signed a confidentiality agreement, and logins are kept in a password manager. No system is completely secure, but we take reasonable steps to protect your information.
Your rights
You have the right to:
ask for a copy of the information we hold about you
ask us to correct it if it is wrong
ask us to delete it
ask us to restrict or stop using it, including objecting to uses based on legitimate interests
ask for it in a format you can take elsewhere
withdraw your consent at any time, without affecting what we did before
Email info@pineo.com to use any of these rights. It is free, and we will reply within one month.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We will update this page when our practices change and change the date at the top. Significant changes will be highlighted on the site.
