This policy explains what information COORD holds about you, why, who else handles it and what you can ask us to do with it. What applies depends on how you know us, so it is split into three parts:
The rest of the policy applies to everyone.
Who we are
This site is run by COORD LTD, registered in England and Wales under company number 15807626, with its registered office at 57 Lavender Avenue, Mitcham, England, CR4 3HL. We are the data controller, and we are registered with the Information Commissioner's Office under ZC096755.
To ask about anything here, or to exercise any of the rights below, write to contact@coord.ltd.
If you visit our website or contact us
What we collect. The contact form asks for your name, your work email, your company (if you choose to give it) and your message. That is the only place on this site that asks you for anything. Like any website, our hosting provider also records basic technical details when a page is requested, such as your IP address, your browser and the page you asked for.
Cookies and tracking. This site sets no cookies and runs no analytics, advertising pixels or tracking scripts, so there is nothing to accept or decline. Our fonts are served from our own domain rather than a third-party font service. Insights series episodes show a still image until you press play. Only then does the video load, through YouTube’s privacy-enhanced (no-cookie) player, and from that point YouTube’s own privacy policy also applies.
How we use it, and why we’re allowed to. We use what you send us to reply, answer your questions and arrange a demo if you ask for one. We use server logs only to keep the site running and secure, never to work out who you are. In both cases our legal basis is our legitimate interest in running the site and responding to people who get in touch.
If we contact you about COORD
Why we might contact you. We tell people at fashion brands and retailers about COORD when we think it could help their work. If we have emailed or messaged you, it is because of your role at your company.
Where your details come from. We use business contact details: your name, job title, company and work email or phone number. We find these on company websites and professional networks such as LinkedIn, and through business contact data providers. We don’t use personal email addresses for this.
Why we’re allowed to. Our legal basis is our legitimate interest in telling businesses about a service that is relevant to them. We keep it relevant and infrequent.
How to stop it. Every email we send has a way to opt out, or you can reply and ask us to stop. We will stop straight away and keep a short note of your work email so that we don’t contact you again by mistake.
If you use the COORD platform
Your account. When your company gives you access to COORD, we hold your name, work email, role and company, how you sign in, and a record of your activity in the platform, such as the briefings you receive, the questions you ask and the changes you approve. If you contact our support team, we keep that conversation too.
How we use it. We use your account information to provide the platform to your company, keep it secure, support you and improve how COORD works. Our legal basis is our contract with your company and our legitimate interest in running and improving the service.
Your company’s data. Information your company connects to COORD, such as its store, sales and analytics data, belongs to your company. We handle it only on your company’s instructions, under its agreement with us, so for that data your company is the controller and we are its processor. If you have a question about it, you may need to ask your company first.
Connecting AI assistants. If you connect an AI assistant such as Claude or ChatGPT to COORD, the questions you ask and the answers COORD returns pass through that assistant, and its provider’s privacy policy applies to that part.
How we use AI
COORD is built on its own models for matching and classifying products. Some features, such as answering questions in plain English, may also use AI services from carefully selected providers, under contracts that stop them using your information to train their own models.
We don’t use your company’s data to train models that serve other customers, and we never use what you send us through the contact form to train AI models.
Who else handles your information
We don’t sell your information and we don’t share it with anyone for their own marketing. We use a small number of trusted providers, who only act on our instructions:
- For this website: Vercel hosts the site and keeps its server logs, Resend delivers messages from the contact form to our team, and YouTube plays Insights series videos once you press play.
- For the platform: providers of cloud hosting and databases, sign-in and account security, email delivery, customer support and AI services. Customers can ask us for the current list.
We may also share information if the law requires it, to protect our rights or users’ safety, or as part of a sale or reorganisation of our business, in which case this policy would continue to apply.
Some of these providers are based in, or may process data in, the United States. Where your information leaves the UK, it is protected by the safeguards UK data protection law requires, such as the UK’s data bridge with the US or the UK International Data Transfer Addendum.
How long we keep it
- Website enquiries: for as long as we are talking to you, and deleted two years after we last heard from you, or sooner if you ask.
- People we contact: until you ask us to stop, or two years after we last heard from you. If you opt out, we keep only your work email on our do-not-contact list.
- Platform accounts: for as long as your company’s account is active, and then as set out in your company’s agreement with us.
- Server logs: only as long as our hosting provider needs them for security and diagnostics.
How we keep it safe
We protect information with access controls, encryption in transit, single sign-on and multi-factor authentication for platform accounts, and audit logs of who did what. Only the people who need information to do their job can see it.
Your rights
You can ask for a copy of what we hold about you, ask us to correct it, ask us to delete it, ask us to restrict what we do with it, or object to us holding it at all. Write to us and we will answer within one month.
If you think we have got something wrong you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you told us first, so that we can put it right.
Children
COORD is a service for businesses. It is not meant for children, and we don’t knowingly collect information about anyone under 18.
Changes to this policy
If we change how we handle your information, for example by adding analytics to this website, we will update this page and the date at the top before the change takes effect.