Privacy Policy

We're Global Teams, and we take your privacy as seriously as we take building trust. This policy explains, in plain English, what personal information we collect through our website, why, and the choices you have.

The website is run by Global Teams, registered office 71-75 Shelton Street Covent Garden London WC2H 9JQ. Global Teams is part of Smail Group and was founded by Heather Smail. We're the "controller" of your personal information, which means we decide how it's used. Our ICO Registration number is 2356.

If you have any questions, email us at hello@globalteams.co.uk.

We only collect what we need to understand your business and reply to you.

When you fill in the contact form, we collect your name, email, company, phone number (if you give it), what's taking your time, the support you need, how much help you'd like and when you'd like to start.

If you use the Global Teams Brief, we collect your answers to the guided questions. If you use the AI voice assistant, we collect a recording and transcript of what you say, plus a summary of the key points.

When you email or call us, we keep your contact details and what you tell us. When you browse the website, cookies collect technical details such as your IP address, browser, device type and the pages you visit (see section 5).

Please don't share sensitive details, such as health information, unless we specifically need them.

UK data protection law says we need a lawful reason for each use. We never sell your information, and we don't send marketing emails unless you've asked for them.

We use your information to reply to your enquiry and prepare your starting brief. We do this because we have a legitimate interest in responding to people who contact us, and because you've asked us to take these steps before any contract.

We record and transcribe voice conversations only with your consent, which you give when you start the assistant. If you become a client, we use your information to agree and deliver our services under our contract with you.

We use technical information to run and secure the website and to understand how it's used, based on our legitimate interest in a safe, working website. Non-essential cookies are used only with your consent. We send updates or news only if you opt in, and you can withdraw that consent at any time. We also keep any records the law requires us to keep.

The voice assistant records what you say only after you choose to start it. It is provided by Vapi, which processes the recording and transcript for us under a data processing agreement.

What it does: turns your conversation into notes for your starting brief, so our team is ready when we speak.

What it doesn't do: it never makes decisions about you. A real person reviews every brief with you.

Your choice: you can stop at any time, or type or email instead. You can ask us to delete a recording at any point.

We keep recordings for 30 days, then keep only the written notes with your enquiry.

(Note for the website team: show a short consent line before recording starts, such as "This conversation is recorded and transcribed to prepare your brief. See our Privacy Policy.")

Cookies are small files stored on your device. We only use non-essential cookies if you say yes in our cookie banner.

Essential cookies keep the website working and secure, and remember your cookie choice. These are always on.

Analytics cookies e.g. Google Analytics show us which pages are useful, so we can improve them. Marketing cookies, if used, measure adverts or social media campaigns. We only use these with your consent.

You can change your mind at any time through Cookie settings in the website footer, or by clearing cookies in your browser.

We share your information only with people who need it to help us respond to you or deliver our service. We never sell it.

• Smail Group companies, where they help run Global Teams.
• Trusted service providers who work for us under contract: website host, form and email provider, CRM, analytics provider and Vapi.
• GT professionals, only once you become a client, and only the details they need to do their role, under the terms of your service agreement.
• Professional advisers or authorities, such as our accountants or lawyers, or where the law requires it.

Transfers outside the UK. Some providers, such as Vapi, and some GT professionals based in countries to confirm may handle information outside the UK. When that happens, we use the safeguards UK law requires, such as UK adequacy decisions or the ICO's International Data Transfer Agreement.

We keep information only as long as we need it, then delete it securely. The periods below are suggestions for Heather and her adviser to confirm.

• We keep voice recordings for 30 days.
• Enquiries that don't go further are kept for 12 months from our last contact.
• Client records and contracts are kept for the length of the contract plus 6 years, for legal and tax purposes.
• Analytics data is kept for 14 months.

You have rights over your personal information, and using them is free. Email hello@globalteams.co.uk and we'll respond within one month.

• See it: ask for a copy of what we hold about you.
• Correct it: ask us to fix anything inaccurate or incomplete.
• Delete it: ask us to erase it where we no longer need it.
• Limit it: ask us to restrict how we use it.
• Object: object to uses based on our legitimate interests.
• Move it: ask for it in a format you can take elsewhere.
• Withdraw consent: wherever we rely on your consent, such as for voice recordings or cookies.

If you're unhappy with how we've 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.

Security. We use sensible technical and organisational measures to protect your information, such as access controls and encrypted connections. No system is perfectly secure, but we'll act quickly and tell you if something goes wrong that affects you.

Children. Our website is for businesses, and we don't knowingly collect information from anyone under 18.

Changes. We'll update this policy when our practices change. The date at the top shows the latest version.

Contact. Questions, requests or concerns? Email hello@globalteams.co.uk, or write to us at our registered office address. We're always happy to help.