This privacy policy explains how Rivis Group Ltd, trading as Fyndable ("Fyndable", "we", "us" or "our"), collects, uses, stores and protects personal data. It applies to our website at fyndable.co.uk, our AI visibility audit services, and any other dealings you have with us.
We are committed to handling your personal data lawfully, fairly and transparently, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Fyndable is a trading name of Rivis Group Ltd, a company registered in England and Wales.
- Company name: Rivis Group Ltd
- Trading as: Fyndable
- Company registration number: [INSERT COMPANY NUMBER]
- Registered address: [INSERT REGISTERED ADDRESS]
- ICO registration number: [INSERT ICO REGISTRATION NUMBER]
- Contact for data protection matters: jack@fyndable.co.uk
Rivis Group Ltd is the data controller for the personal data described in this policy. This means we are responsible for deciding how and why your personal data is used.
2. The personal data we collect
We only collect personal data that we need. Depending on how you interact with us, this may include:
Information you give us
- Audit enquiry data: when you submit our website audit form or contact us, we collect your name, email address and the website address you provide.
- Communication data: the content of emails, messages and any information you share when you contact us or work with us.
- Client data: if you become a client, the information we need to deliver and invoice for our services, including business details and billing information.
Information we collect automatically
- Website usage data: our website is a simple static site and does not run third-party analytics or tracking that profiles visitors. Our host (Netlify) may process basic, aggregated server information to deliver and secure the site. If we add analytics in future, we will update this policy and section 9.
Information we gather to deliver an audit
- Publicly available website information: to produce an AI visibility audit, we review publicly accessible pages of your website and, where relevant, those of named competitors. This is information already published online. Where a public page incidentally contains personal data (for example, a named team member on an "About" page), we process it only as part of assessing how a website presents to AI search tools, and only to the extent necessary to produce the audit.
We do not intentionally collect special category data (such as health, ethnicity or political opinions). Please do not send us special category data unless we have specifically asked for it.
3. How we use your personal data and our lawful basis
Under the UK GDPR we must have a lawful basis for each use of your personal data. The table below sets out what we do and why.
| What we use your data for | Lawful basis |
|---|---|
| Responding to your enquiry and providing your audit score or report | Legitimate interests (responding to a request you made), and performance of a contract where you become a client |
| Delivering, managing and invoicing our services | Performance of a contract |
| Sending you marketing emails about our services | Consent, or legitimate interests where you are an existing client and we market similar services (you can opt out anytime) |
| Reviewing public website content to produce an audit | Legitimate interests (delivering the requested service, using already-public information) |
| Keeping records, meeting legal and tax obligations, resolving disputes | Legal obligation and legitimate interests |
| Maintaining the security of our systems | Legitimate interests |
Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights, and we believe our use is reasonable and expected. You can ask us about this assessment at any time. Where we rely on consent (for example, marketing emails to non-clients), you can withdraw it at any time — see sections 4 and 8.
4. Marketing
If you have consented, or where the law otherwise allows, we may send you marketing emails about Fyndable's services.
You can opt out at any time by clicking "unsubscribe" in any marketing email, or by emailing jack@fyndable.co.uk. We will stop sending marketing communications promptly once you opt out. Opting out of marketing will not affect any service we are providing to you.
5. Who we share your data with
We do not sell your personal data, and we do not share it for others' marketing. We share data only with trusted service providers who help us run our business, and only as far as necessary. These include:
- Google (Google Workspace): we use Gmail, Google Calendar and Google Drive to communicate with you, manage appointments and store working documents. Google acts as our processor for this data.
- Netlify: our website host.
- [INSERT ANY OTHER PROCESSORS — e.g. your email marketing platform, payment provider, accounting software. List each and what it does.]
We may also disclose personal data if required by law, by a regulator, or to establish, exercise or defend legal claims. All our processors are required by contract to keep your data secure and to use it only for the purposes we specify.
6. International transfers
Some of our service providers (such as Google) may store or process data outside the UK. Where personal data is transferred outside the UK, we ensure an appropriate safeguard is in place — such as a UK adequacy decision, or the International Data Transfer Agreement (or equivalent standard contractual clauses) — so that your data receives a level of protection consistent with UK law.
7. How long we keep your data
We keep personal data only for as long as we need it for the purposes set out in this policy, then delete or anonymise it.
- Enquiry data where you do not become a client: [INSERT RETENTION PERIOD — e.g. up to 12 months from last contact].
- Client records: for the duration of our engagement and then [INSERT PERIOD — tax and accounting law generally requires records kept at least 6 years].
- Marketing data: until you opt out or [INSERT PERIOD].
If you would like more detail on our retention periods, contact jack@fyndable.co.uk.
8. Your rights
Under the UK GDPR you have the following rights over your personal data:
- The right to be informed — to know how we use your data (this policy).
- The right of access — to request a copy of the personal data we hold about you.
- The right to rectification — to have inaccurate data corrected.
- The right to erasure — to ask us to delete your data in certain circumstances.
- The right to restrict processing — to ask us to limit how we use your data in certain circumstances.
- The right to data portability — to receive certain data in a portable format.
- The right to object — to object to processing based on legitimate interests, and to object to direct marketing at any time.
- Rights relating to automated decision-making — we do not make solely automated decisions that produce legal or similarly significant effects about you. Our audits are produced by a person, not by an automated decision-making system.
To exercise any of these rights, email jack@fyndable.co.uk. We will respond within one month. Exercising your rights is free in most cases.
9. Cookies
Our website is a simple, static site. We do not use advertising cookies, third-party tracking or analytics cookies that profile you. Any cookies set are strictly necessary for the website to function and to keep it secure; these do not require your consent under the Privacy and Electronic Communications Regulations (PECR).
If we introduce analytics or other non-essential cookies in future, we will update this section, list those cookies and their purpose, and ask for your consent before they are set.
10. How we keep your data secure
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse. These include using reputable service providers with strong security, limiting access to data on a need-to-know basis, and using secure, password-protected accounts. No method of transmission over the internet is completely secure, but we work to protect your data and to respond promptly to any suspected breach.
11. How to complain
If you have a concern about how we have handled your personal data, please contact us first at jack@fyndable.co.uk. We take complaints seriously.
We will acknowledge your complaint within 30 days of receiving it, investigate it without undue delay, keep you informed, and tell you the outcome once we have reached a decision.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection, although we would appreciate the chance to address your concerns first.
- Website: ico.org.uk
- Helpline: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
12. Changes to this policy
We may update this policy from time to time. When we do, we will change the "Last updated" date at the top. If the changes are significant, we will take reasonable steps to bring them to your attention.
13. Contact us
For any question about this policy or your personal data:
Rivis Group Ltd (trading as Fyndable)
Email: jack@fyndable.co.uk
Website: fyndable.co.uk