Privacy notice
Who we are
Countersign is Countersign Limited, a private limited company registered in England and Wales, company number 17477080. Its registered office is 82A James Carter Road, Mildenhall, IP28 7DE. Countersign Limited is the controller of any personal data you send us through this site. Contact us about anything in this notice at hello@countersign.org.uk.
The list for the free tool
Our free cost benefit tool is not open yet. If you join the list for it on the front page, we hold your email address, and your name and organisation if you give them, for one purpose: to email you once, when the tool opens. We delete the list after that email is sent, or twelve months after you join if the tool has not opened by then. To leave the list sooner, email hello@countersign.org.uk and we will delete your details.
If we contacted you first
We write to and phone charities we think we could help, to offer a conversation about their evidence. We find the charity on the public registers (the Scottish Charity Register and the Charity Commission's register) and find a contact on the charity's own website: a named person's work email or phone number where the site publishes one, otherwise its general address. We email only charities that are incorporated, and we phone only numbers the charity publishes itself. We hold the contact's name, role, work email or phone number, the charity, and a note of any reply or call, in our contact tracker. If you tell us you do not want to hear from us, we stop at once and keep only your address or number on a do-not-contact list, so that no one on our side contacts you again.
What we hold, why, and for how long
| When you | What we hold | Why | For how long |
|---|---|---|---|
| Message us on WhatsApp | Your phone number, your name as WhatsApp shows it, and what you write | To answer your enquiry and, if you go on to work with us, to deliver the work | While the enquiry is open, then twelve months, unless you become a client |
| Email hello@countersign.org.uk | Your email address and what you write | The same | The same |
| Book a consultation | Your name, email address, the charity, and what you tell us is due | To hold the slot and prepare for the call | The same |
| Join the list for the free tool | Your email address, and your name and organisation if you give them | To email you once, when the tool opens | Until that email is sent, or twelve months after you join if sooner. Then deleted |
| Were contacted by us first | Your name, role, work email or phone number, the charity, and a note of any reply or call | To offer the charity a conversation about its evidence, and to follow it up once | Twelve months from our first contact, unless the charity goes on to work with us. If you ask us to stop, only your address or number is kept, on the do-not-contact list |
| Tap a contact button | Which button, which page, and the time. No name, no address | To learn which route people prefer, so the site improves | Twelve months |
| Visit the site | Standard server logs held by our host (IP address, browser, pages requested) | Security and keeping the site running | As set by the host, typically thirty days |
For enquiries, for running the site and for contacting charities first, our lawful basis is legitimate interests: answering the enquiry you raised, keeping the site working, and telling charities about a service that may help them evidence their work. You can object to that at any time and we will stop. For the free tool list it is your consent: you asked us to tell you when the tool opens, and you can withdraw that at any time by emailing us. Where we go on to work for you, it becomes the contract between us. We do not sell or share your details. The only marketing email we send is the one you asked for about the tool, and a short introduction to a charity's work address, which a one-line reply stops.
Messages you send us on WhatsApp are carried by WhatsApp LLC, a Meta company, under WhatsApp's own privacy policy. WhatsApp sees the fact and timing of the message and your number; the content is end-to-end encrypted between your phone and ours. We keep the conversation on the phone that answers it, and any export of it, for the period in the table above. If you would rather not use WhatsApp, email works just as well.
Other services that handle your data
- Netlify hosts the site and stores what its forms receive: the free tool list, and the button-tap counter described above. Netlify's servers may be outside the UK; Netlify offers standard contractual clauses for that transfer.
- Email to any countersign.org.uk address is delivered to our mailbox at Google Workspace (Gmail), from 28 September 2026, under Google's own privacy terms. The email about the free tool is sent from the same mailbox. Google's servers may be outside the UK; Google offers standard contractual clauses for that transfer. We hold your message for the period in the table above.
- Our contact tracker is kept in Google Workspace (Sheets and Drive). The people who contact charities for us work to our written instructions and use the details for nothing else.
- Calendly handles bookings of the free consultation. Calendly stores the booking under its own privacy policy and shares it with us.
No advertising, analytics or social media script loads on this site. The fonts are served from our own host.
Your rights
Under the UK General Data Protection Regulation you can ask us for a copy of what we hold about you, ask us to correct or delete it, object to our holding it, or ask us to stop using it. Email hello@countersign.org.uk and we will answer within a month. If you are not satisfied, you can complain to the Information Commissioner's Office.
Countersign Limited is registered with the Information Commissioner's Office as a data controller and pays the data protection fee.
Changes
We will change this notice when what we do changes, and put the date at the top. Nothing in it is retrospective.
Back to the front page · SourcesCountersign Limited. Registered in England and Wales, company number 17477080. Registered office: 82A James Carter Road, Mildenhall, IP28 7DE.