Privacy notice for business contacts

1. Who we are

Pipeline Futures Ltd is an applied AI engineering studio. We are the controller of the information described in this notice.

• Company number 16670887, registered in England and Wales

• Registered office: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ

• Email: pipeline@pipelinefutures.com

• Website: pipelinefutures.com

• We have not appointed a data protection officer. A director handles privacy questions through the email address above.

2. What we hold about you

• your name

• your job role

• the organisation you work for

• your work email address

• where we got each of these (the source, with a link to the page or register entry)

• whether the email address was checked before we used it, and the result

We also keep a record of the emails we send you, any reply you send, and, if you ask us to stop, a note of that so we do not contact you again. We do not collect any special category data about you, and we do not hold personal email addresses or home addresses.

3. Where we got it

We did not get your details from you. They came from one or more of these sources:

• the website of the organisation you work for

• public registers that identify the organisation rather than you: Companies House, the Charity Commission register, and the Regulator of Social Housing's list of registered providers

• published records about the organisation, not about you, which we may quote in an email to explain why we are writing: the Regulator of Social Housing's regulatory judgements and Tenant Satisfaction Measures dataset, and the Housing Ombudsman's annual complaints review tables. We quote the figure and its date as published and add no opinion of our own.

• an address-finding or address-checking service. We name any such service in section 5. At the date of this notice we use none.

Information on a website or public register is publicly available, but that does not mean you agreed to be sent marketing. We contact you under the lawful basis in section 4, and you can object at any time.

If we have worked out an address from the pattern your organisation uses, we only use it after it has passed a check that the mailbox exists.

4. Why we use it, and our lawful basis

We use your details to send you a short sequence of up to three emails about our services, to see whether a conversation would be useful. A person at Pipeline Futures reads and approves every email before it is sent.

Our lawful basis is legitimate interests (UK GDPR Article 6(1)(f)). Our legitimate interest is finding clients for our applied AI engineering services by contacting people in roles where the service may be relevant. We have written down our assessment. In one line: a work email and job role used for a business enquiry has a low impact on you, we hold the minimum, and we stop as soon as you ask. You can ask for a plain-language copy of the assessment by emailing pipeline@pipelinefutures.com.

Because you work for a corporate body (a company, LLP, registered society, council, NHS body or similar), the Privacy and Electronic Communications Regulations do not require your consent before we email you at work. We only email organisations we have checked are of that kind. UK GDPR still applies to your details because they identify you.

5. Who we share it with

We do not sell your details. These providers process them for us under written terms:

• Microsoft Ireland Operations Ltd (Microsoft 365, Exchange Online): the mailbox we send from and receive replies in, and the calendar we book meetings in.

• Anthropic (Claude): the AI model that helps us draft each email. It receives your name, job role and organisation together with published facts about the organisation. It does not receive your email address. Anthropic does not use data sent through its API to train its models.

• Address-finding or address-checking services: none at the date of this notice. If we add one we will name it here before it is used.

We may also have to share information if the law requires it.

6. Transfers outside the UK

Microsoft stores our mailbox data in the United Kingdom and European Union under Microsoft's data residency commitments and its data protection addendum. Anthropic processes data in the United States. That transfer is covered by the UK International Data Transfer Addendum to the EU standard contractual clauses in Anthropic's data processing addendum.

7. How long we keep it

• If you do not reply: we delete your name, role and email address 12 months after the last email we send you.

• If you reply and a conversation begins: we keep your details for 12 months after the last message between us, or for as long as we work together, whichever is longer.

• If you ask us to stop: we keep your email address, the date and the reason on a suppression list with no end date. That record exists only so you are not contacted again by mistake, and deleting it would defeat that purpose.

8. Your rights

You can object to our use of your details for direct marketing at any time. This right is absolute and we have no grounds to refuse it. To object, reply STOP to any of our emails, or email pipeline@pipelinefutures.com. You can use any words. We will not contact you again.

You can also ask us:

• for a copy of the information we hold about you (a subject access request). We reply within one month of having what we need to deal with it, and may extend that by up to two months for complex or numerous requests.

• to correct anything that is wrong

• to delete your details. We will do so, keeping only the suppression record described in section 7 if you have asked us not to contact you.

• to restrict what we do with your details while a question is resolved

• to object to our use of your details for any other reason, which we will weigh against our legitimate interest

There is no fee for any of these. We do not make any decision about you by automated means, and the right to data portability does not apply because we rely on legitimate interests rather than consent or a contract with you.

9. How to complain

Complain to us first. Email pipeline@pipelinefutures.com with "Complaint" in the subject line. A director of the company handles complaints. We will acknowledge your complaint within 30 days, reply without undue delay, and keep you informed.

You can also complain to the Information Commission, the UK regulator, formerly the Information Commissioner's Office and still known as the ICO, at ico.org.uk.

10. Changes to this notice

We will update this page when the way we work changes, and the date at the top will change with it. This notice was first published on 19 October 2026.