The Future Fox Ltd is a company registered in England and Wales. Our mission is to accelerate the development of smart, sustainable, and people-focused places. We do this through our products and services, including PlaceBuilder and ConsultAI, among others. This Privacy Policy covers all personal data collected, used, and held by The Future Fox Ltd in the course of our business activities.
2. Who is responsible for the processing of your personal data?
The Future Fox Ltd manages data collection, including personal data, through our services and software. We handle the storage, processing, and retention of the data. Depending on the context, The Future Fox may act in one of two roles:
Data Controller: For certain data, The Future Fox takes the role of the Data Controller, being primarily responsible for the personal data collected.
Data Processor: When another organisation, or Customer, contracts us to provide a service, they act as the Data Controller for some of the data collected. In such instances, the Customer designates The Future Fox as the Data Processor to manage the information on their behalf.
3.1 Personal data we collect
Personal data is any information related to a person that can be used to identify them directly or indirectly. We collect the following personal data:
Suggestions data
This includes suggestions, comments, survey answers, and preferences provided to us. We analyse this information to understand user preferences and community trends in relation to the consultation project purpose of the Customer.
Postcode data
If provided to us, we collect postcodes and other address data so we can process the suggestions provided more effectively, understand spatial trends, and measure whether responses are representative of the population.
Age group and interest in the project
If provided to us, we collect age group and interest in the project, so we can process the suggestions provided more effectively, understand trends, and measure whether responses are representative of the population.
Other demographic data
If provided to us, we collect other demographic data like ethnic group, whether users have conditions that reduce their ability to carry out day-to-day activities, and their gender identity, so we can measure whether responses are representative of the population, whether our work is reaching all groups in the community and is conducted in accordance with the 2010 Equalities Act. We don’t use this information for any other purpose.
Contact information
If provided to us, we collect contact information like email addresses, names and email subscription preferences in order to provide relevant information about our services and our customers’ services.
In addition, we collect website interaction data, for which The Future Fox is the Data Controller.
Website interaction data
We capture website interaction data through cookies, UTM codes and event tracking (Google Analytics and Hotjar) only when we get explicit consent from users via our platforms. We do this to understand how to improve website functionality and user experience, and to improve the effectiveness of our marketing.
3.2 The legal basis for processing personal data
The legal basis for processing suggestions and preferences, postcode, age group, interest in the area, and other demographic data, if provided to us, is legitimate interest.
The legal basis for processing contact information, if provided to us, is the individual’s explicit consent.
The legal basis for processing anonymised website interaction data is the individual’s explicit consent.
3.3 What we do with your data
We use the data to provide, improve, and tailor our services, respond to inquiries, and conduct analysis to enhance our offerings. Data may be shared with customers or partners as needed for the specific purposes outlined above.
We will not use your data for any other purpose.
We will not:
sell your data to third parties
share your data with third parties for marketing purposes
Our website uses cookies to enhance user experience, detect spam, improve security, and facilitate navigation. You can manage cookies through your browser settings. We use the following cookies:
4.1 Strictly necessary cookies (always enabled)
These cookies are necessary for our websites to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences or responding to survey answers. These cookies do not store any personally identifiable information.
A cookie responsible for the session identifier. This is an anonymous non-tracking cookie that expires at the end of the session or after 48 hours. Its’ only purpose is to generate an anonymous session identifier that allows us to process your data.
Anti-CSRF cookie to prevent attacks. This is a session-only cookie that sends an encrypted identifier between you and our web app. It is an anonymous cookie that expires at the end of the session.
Cfduid cookie to detect malicious visitors and prevent attacks. It uses an anonymised version of your IP address. The cookie is a session-only cookie that expires after 30 days.
We use javascript API cookies to determine your selection of privacy rules. These cookies expire after 12 months.
As an additional measure for 2 Factor Authentication, your browser details will be used in authentication and for the duration of the session. However, these are only to facilitate authentication and are not recorded.
4.2 Analytical and performance cookies (disabled when you decline our cookie policy)
These cookies allow us to count visits and traffic sources so we can measure and improve the performance of this website. They help us to know which pages are the most and least popular and see how visitors move around the website. If you do not allow these cookies we will not know when you have visited the website.
We use the third-party services Google Analytics and Hotjar to capture data on how you interact with the website. They use HTTP cookies to remember what a user has done on previous pages / interactions with the website.
We don't use any other cookies, tokens or beacons. We do not store IP addresses in any format in our database.
We use one or more social media pixels or other Javascript enabled trackers on the website (“social media pixel”). Social media pixels are made available to us by the relevant social media platform. They enable us to identify if you landed on our website by clicking on an advert shown to you on the social media platform, or a link that we published on the social media platform. If you do not use social media platforms, the social media pixels are not able to collect data about you.
We use this information to measure the effectiveness of social media adverts for statistical and market research purposes. The data collected in this way is anonymous to us, i.e. we do not see or have access to personal data of individual users or their social media accounts.
6.1 Data collected on behalf of our Customers through PlaceBuilder
All personal data collected on behalf of our Customers, ie of respondents to consultations through our PlaceBuilder platform, is stored in the UK for as long as:
it's needed for the purposes set out in this privacy notice
the law requires us to
The storage period of personal data processed using social media pixels is determined by the relevant social media platforms.
We will retain your name and email address as long as you are subscribed to our email notification service. You can unsubscribe at any point through the link provided in our emails to you and your name and email address data will be deleted.
6.2 Data collected about our Customers
Customer personal data is stored in the UK and worldwide for:
The duration of the business relationship with the Customer and up to 2 years thereafter for internal business purposes
Or as long as the law requires us to
You can unsubscribe at any point through the link provided in our emails to you and your name and email address data will be deleted.
You have a right of access to any personal data we hold about you, by making a Subject Access Request (SAR) to our contact email below.
You have the right to request:
information about how your personal data is processed
a copy of any personal data you've given to us
that anything inaccurate in your personal data is corrected immediately
that any incomplete personal data is completed - you can do this by sending us a 'supplementary statement' that explains what's wrong with the data we've collected
that your personal data is deleted if there's no longer a reason for us to hold it
that the processing of your personal data is restricted in certain circumstances, for example if we've collected inaccurate information
Find out more about your rights on the Information Commissioner's website.
We may change this privacy notice. In that case, the 'last updated' date at the bottom of this page will change. Any changes to this privacy notice will apply to you and your data as of that date.
We encourage you to review this privacy notice regularly to find out how we are protecting your data.
For questions about this privacy notice or the practices of the website, you can contact: [email protected]
If you feel we have been unable, or unwilling, to resolve your information rights, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). The ICO are the supervisory authority responsible for data protection in the UK.
For further information, including independent data protection advice and information in relation to your rights, you can contact the Information Commissioner at:
The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 08456 30 60 60
Website: www.ico.org.uk
You can also report any concerns here: https://ico.org.uk/concerns/handling/
Last updated: 5th December 2024.