1. Who we are
Reputation Detect is a trading name of Kalibra, Henry House, 275 New North Road, London N1 7AA. Kalibra is responsible for the personal information described in this notice. You can contact us at enquiries@reputationdetect.co.uk.
2. Whose information we handle and where it comes from
We may handle information about people who enquire about or buy our services, people who represent our business clients, and people whose reviews, search results or other online content a client asks us to assess. We receive information directly from you, from the business or person you represent, and, when relevant to agreed work, from public search results, review platforms, websites or other sources you identify or authorise us to review.
Please send only information relevant to your enquiry. Do not send passwords, payment card details, identity documents or sensitive personal information through the contact form. If information of this kind is genuinely needed for agreed work, we will explain a suitable way to provide it.
3. Information we collect
- Enquiries: name, email address, phone number and message submitted through the contact form. The form also processes a Cloudflare Turnstile verification token.
- Service work: contact and business details, links, screenshots, review or search-result information, correspondence, instructions and account or profile access details needed for the work.
- Subscriptions: plan and billing status, contact details, and business name or profile link entered in Stripe checkout. Stripe processes card details on its hosted payment pages; we do not receive your full card number.
- Website use and security: IP address and other connection details, browser and device information, pages and controls used, cookie choices, challenge signals, performance information, and error or diagnostic details.
- Other communications: information you provide when contacting us by email, phone, WhatsApp or another channel. We do not record telephone calls.
Some of the information in a case may relate to someone other than the person who contacts us. We use that information only as needed to assess the request and carry out agreed work.
4. What we use information for and our lawful bases
- Answering enquiries and preparing or providing services: to take steps at your request before entering a contract and, once agreed, to perform that contract. For information about a person who is not our customer, we may rely on our or our client's legitimate interests in assessing and handling the request, where those interests are not overridden by that person's rights. Where we handle case information on a client's documented instructions, that client determines the purpose and means of that processing and we act on the client's behalf.
- Managing subscriptions and payments: to perform our contract with you, administer the account and keep business records. We keep records where needed to meet legal and accounting obligations.
- Operating, securing and improving the website: to maintain the site, prevent spam and abuse, diagnose faults and protect our systems. Where we rely on legitimate interests, those interests are running a secure and functional service and protecting our business and users.
- Website analytics: with your consent, to understand how visitors use our website and improve it through Google Analytics and related Google measurement tools.
- Handling legal claims and obligations: to comply with applicable law and establish, exercise or defend legal claims.
We do not currently send marketing newsletters or use enquiry details for promotional email marketing.
If we rely on legitimate interests, you can ask us for more information about those interests. We consider the impact on the people whose information is involved and use information only where the relevant legal basis permits it.
5. Cookies, analytics and other website tools
Our cookie controls store your accept or reject choice in your browser using local storage and a first-party cookie. The cookie expires after 180 days; the local storage choice remains until cleared. “Manage cookies” in the footer clears the saved choice so you can make a new one.
With your consent, we use Google Analytics and related Google measurement tools to understand how visitors use our website and improve it. If you reject analytics cookies, these tools are not loaded.
Cloudflare Turnstile runs on the contact form to distinguish visitors from automated abuse. Cloudflare says it processes technical signals such as IP address, browser details and a TLS fingerprint for this security purpose and does not receive the form contents through Turnstile.
The home page can load a YouTube video when you choose to play it. Third-party scripts and media may also receive technical information such as your IP address and browser details when your browser requests them. You can manage cookie storage in your browser, though blocking site features may affect how they work.
6. Who we share information with
We share information only where needed for the purposes above. Depending on the service or feature you use, recipients may include:
- Google Cloud and Firebase: store contact form enquiries.
- Brevo: delivers contact form notifications to us.
- Stripe: hosts subscription checkout and customer billing pages and processes payments. Stripe may also handle some information as an independent controller for its own legal, fraud prevention and service purposes.
- Cloudflare: supplies Turnstile to protect the contact form from automated abuse.
- Google: supplies Google Tag Manager, optional Google Analytics and YouTube video features.
- Sentry-compatible error monitoring: site and server errors may be sent to the monitoring service configured for the site (currently a Bugsink endpoint). Error reports may include technical details needed to diagnose a fault.
- Other parties: professional advisers, regulators, law enforcement or courts where required or permitted by law, and platforms or website operators when necessary to carry out work you have authorised.
Providers may process information under our instructions, for their own purposes, or in both roles depending on the service. Their own privacy notices explain their separate processing. Where we work with a platform or website on your case, that organisation handles information under its own terms and privacy notice.
7. International transfers
Some service providers may process information outside the United Kingdom. Where a transfer is subject to UK data protection law, we use a permitted transfer route and appropriate safeguards. You can contact us for information about the countries and safeguards relevant to a particular provider or transfer.
8. How long we keep information
We do not currently use a fixed retention schedule for enquiries and case files. We keep an enquiry while it is being handled and for a reasonable period afterwards in case you follow up. We keep client case information for as long as it is needed to provide the service, maintain a useful record of the work, or handle a complaint, dispute or legal claim. We keep business and tax records for at least five years, or longer if required for an HMRC enquiry or another legal reason. We periodically review information and delete or anonymise it when it is no longer needed, subject to secure backups and any legal requirement to retain it.
Analytics and diagnostic information may also be retained by the relevant provider under its own settings and retention periods. Contact us if you need the period for a particular type of information.
9. How we protect information
We use technical and organisational measures intended to protect personal information from loss, misuse and unauthorised access. No online service or transmission method can be guaranteed completely secure. Please avoid sending sensitive information unless it is needed for agreed work and we have explained how to send it securely.
10. Your data protection rights
Depending on the circumstances and the lawful basis we use, you may have the right to request access to, correction or deletion of your personal information, restriction of its use, or a copy in a portable format. You may also object to processing based on legitimate interests and withdraw consent where we rely on consent. These rights are subject to legal conditions and exceptions.
Your right to object: you can object to processing based on our legitimate interests. We will stop unless we have compelling legitimate grounds to continue or need the information for legal claims.
To exercise a right, contact us using the details in section 1.
11. Automated decisions
We do not make decisions about you using solely automated processing that produce legal or similarly significant effects. Platforms we contact as part of a service may use their own automated systems and make their own decisions.
12. Children
Our website and services are intended for adults and businesses, not children. We do not knowingly invite children to submit information through the site. If a service request concerns information about a child, an adult should contact us and act in the child’s best interests.
13. Changes to this notice
We may update this notice when our services or information practices change. The current version and its update date will be published on this page.