This policy explains what personal data Six Turn Mail collects, why we collect it, how long we keep it and what rights you have. It covers this website, enquiries to us, and the work we do for our clients.
1. Who we are
Six Turn Mail is a company registered in Scotland, based at 54 Washington Street, Glasgow G3 8AZ, United Kingdom.
We are the data controller for the personal data described in this policy, except for our clients' customer lists (see section 7). You can contact us about anything in this policy at info@sixturnmail.com or on 07553 087070.
2. What we collect
- Enquiry details: your name, business name, email address, phone number, type of business, and anything you tell us in a form, email, call or meeting.
- Client information: contact details for the people we work with, billing details, voice notes, writing samples and the instructions you give us.
- Website data: technical information such as your IP address, browser, device and the pages you visit, collected through cookies and similar tools (see section 9).
- Email engagement: if we email you, whether you open or click our emails.
We do not ask for sensitive information such as health details, and we ask you not to send it to us.
3. How we use it, and our lawful basis
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry and arrange a chat | Legitimate interests (responding to people who contact us), or steps you ask us to take before entering a contract |
| Provide our services and bill for them | Performance of a contract |
| Keep accounting and tax records | Legal obligation |
| Send you occasional emails about our services | Legitimate interests for business contacts, with an unsubscribe link in every email. Where the law requires consent, for example for sole traders and partnerships we have not dealt with before, we only email you with your consent or because you are an existing customer or enquirer (the "soft opt-in") |
| Measure our website and adverts | Consent, given through our cookie settings |
| Keep our business secure and deal with legal claims | Legitimate interests |
4. How we use AI tools
We draft emails with the help of AI writing tools, and a person edits every draft before it reaches you for approval. Voice notes, writing samples and instructions you give us may be processed by these tools for that purpose.
We keep your customers' personal data out of AI tools. Personal details such as first names are added by the email platform at the moment of sending, not by the AI.
5. Who we share it with
We share personal data only with service providers who help us run the business, and only as much as they need:
- website hosting and page building (systeme.io)
- website form handling (FormSubmit)
- email sending platforms
- AI writing tools
- accounting, banking and payment providers
- Meta and Google, to measure our adverts, if you accept those cookies
- professional advisers such as accountants and lawyers
We do not sell personal data.
6. Transfers outside the UK
Some of our providers are based outside the UK, including in the United States. When personal data leaves the UK, we rely on UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework where the provider is certified) or on the ICO's International Data Transfer Agreement or Addendum.
7. Our clients' customer lists
When we run email campaigns for a client, that business is the data controller for its customers' data. We process it as their processor, only on their instructions and under a written data processing agreement.
If you received an email we sent on behalf of one of our clients, you can unsubscribe using the link in that email, or contact that business directly to exercise your rights. If you contact us instead, we will pass your request to them promptly.
8. How long we keep it
- Enquiries that do not become clients: up to 24 months from our last contact.
- Client records and invoices: as long as tax law requires, normally six years.
- Client customer lists: returned or deleted within 30 days of the service ending, unless the law requires us to keep them.
- Marketing emails: until you unsubscribe. After that we keep your email address on a suppression list so we do not email you again.
9. Cookies
Our website uses cookies that it needs in order to work. With your consent, we may also use analytics and advertising cookies, such as the Meta Pixel and Google tags, to understand how people find us and to measure our adverts. You can refuse these cookies, change your choice at any time, or block cookies in your browser settings.
10. Your rights
You have the right to:
- ask for a copy of the personal data we hold about you
- ask us to correct or delete it
- ask us to restrict how we use it
- object to how we use it, and stop direct marketing at any time
- ask us to transfer it to you or another organisation
- withdraw your consent where we rely on it
To use any of these rights, email info@sixturnmail.com. We will reply within one month and there is normally no charge.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.
11. Changes to this policy
We will update this page if anything changes. The date at the top shows when it was last updated.