Sales & Marketing / CRM Data Policy

1. Purpose

This document covers data handling when Scout & Swan is acting as a vendor running a sales or marketing process — not when our products are processing your data on your behalf. The two are governed by different legal bases and different retention logic. If you're looking for how our products handle your data, see the Product Data Processing Policy instead.

2. Scope

This policy covers:

• CRM records (contact details, deal/pipeline stage, notes)
• Meeting notes and transcripts captured during sales engagements
• Outreach records (email, LinkedIn, and similar)
• Enquiries sent through the contact form on scoutandswan.com, or by email to hello@scoutandswan.com (§4A)

3. Legal basis

We process this data under legitimate interest, in a B2B context — pursuing and managing commercial relationships with organisations, not marketing to individual consumers. This is a different legal basis to the one governing product data processing.

4. What we capture and why

During a sales engagement we typically record: contact and role details, meeting notes and action items, and communication history. This exists to run the sales process competently and to avoid asking you the same question twice — not for any purpose beyond managing the relationship.

4A. Website enquiries

When you contact us through the form on scoutandswan.com, we receive:

• your name, email address and message;
• the date and time you sent it;
• a one-way hash of your IP address, used only to stop the form being abused. We never store the address itself.

We use this to reply to you, and to keep a record of the conversation if it becomes a working relationship. The legal basis is legitimate interest (§3), and, where you are asking about our services, taking steps at your request before entering into a contract.

Each enquiry is stored by Amazon Web Services in London (eu-west-2), and a copy is emailed to hello@scoutandswan.com so the team can reply. Sending an enquiry does not add you to a mailing list, and we do not send you an automatic reply.

Retention:

• If an enquiry leads to a conversation or a relationship, it is kept under §6.
• If it does not, it is deleted 12 months after we last replied.
• The counters behind the form's rate limit are deleted automatically within 48 hours.

5. Tools in the sales stack

We use CRM, meeting-notes, and messaging tools with rules based and AI agentic processing as required to run our sales process.

Services that handle personal data for our website and enquiries:

Service	What it does for us	Role
Amazon Web Services	Hosts scoutandswan.com, stores contact-form enquiries and sends the copy to hello@ (London, eu-west-2)	Processor
Google Workspace (Google)	Holds the hello@ inbox where enquiries are read and answered	Processor
YouTube (Google)	Hosts our podcast and video episodes. The homepage shows their thumbnails, and episode pages play them	Independent controller: Google decides how it uses the data, under its own privacy policy. See the Cookie Policy

6. Retention

We retain identifiable CRM data for as long as the relationship is active and on the basis that we have ongoing services and products that are relevant to the relationship both now and in the future. Where a relationship has ended we will retain records for up to 6 years.

7. Rights and opt-out

If you're an individual contact in our pipeline and want your details corrected or removed, contact email: data@scoutandswan.com. We'll action reasonable requests promptly, consistent with our legitimate need to maintain accurate records of an active commercial relationship.

8. Relationship to product data

To be explicit: nothing in this document governs how RidgeLine or any other product processes data once you're a customer. That's the Product Data Processing Policy's job. If the two ever appear to overlap in a specific situation, the Product Data Processing Policy governs product behaviour and this document governs our own sales/marketing conduct.