Privacy Policy

Last updated 2 October, 2026

Clear Voice Partners respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how ClearVoice Ltd, trading as Clear Voice Partners, collects, uses, stores and protects personal information when you visit our website, contact us, use our services or interact with Clear Voice Guardian.

1. Who we are

ClearVoice Ltd is the organisation responsible for the personal information collected through this website.

Registered office:
Bartle House
Oxford Court
Manchester
M2 3WQ

Company number: 17099598

If you have any questions about how we use your personal information, or wish to exercise your data protection rights, you can contact us at:

Email: hello@clearvoicepartners.co.uk

ClearVoice Ltd provides independent Clear Voice Guardian services to organisations. Depending on the nature of the processing, ClearVoice Ltd may act as a data controller or as a processor on behalf of a client organisation. The applicable role is explained in this Privacy Policy and, where relevant, in the contractual arrangements with the organisation concerned.

2. Information we collect

When you contact us through our Contact Us form, we may collect:

Your name
Your organisation
Your email address
The nature of your enquiry
Any other information you choose to include in your message

We collect this information directly from you when you submit the form.

Clear Voice Guardian

If you contact or use the Clear Voice Guardian service, we may process personal information provided by you in connection with your concern or request for support. This may include:

Your name and contact details, where you choose to provide them
Information about your concern or circumstances
Information about other individuals or organisations that you choose to provide
Information relating to safeguarding, serious concerns or potential risks, where relevant
Records of communications, discussions, actions and agreed next steps
Other information that you choose to provide as part of the Guardian service

You may be able to contact a Clear Voice Guardian anonymously or confidentially, depending on the reporting or contact route available to you. Where you choose to remain anonymous, we will not ask you to provide identifying information unless you choose to do so.

Information provided through the Clear Voice Guardian service may include special category personal data where this is relevant to the concern raised.

3. How we use your information

We use personal information for purposes connected with providing our services and operating our business.

Depending on how you interact with us, this may include:

Responding to enquiries and requests for information
Providing and administering Clear Voice Guardian services
Receiving, managing and following up concerns raised through the Clear Voice Guardian service
Communicating with individuals who contact a Clear Voice Guardian
Exploring options and appropriate next steps in relation to a concern
Taking appropriate action where safeguarding, serious risk or other urgent circumstances arise
Maintaining appropriate records of communications, concerns and actions
Providing organisations with appropriate, non-identifying thematic information and organisational insight where this forms part of the agreed service
Managing our client relationships and contractual arrangements
Meeting our legal, regulatory and professional obligations
Maintaining the security and proper operation of our website, systems and services

We only use personal information for purposes that are compatible with the reason it was collected and in accordance with applicable data protection law.

4. Our lawful basis for processing

We process personal information in accordance with applicable UK data protection law.

Depending on the circumstances and the nature of the processing, our lawful basis may include:

Legitimate interests, where processing is necessary for us to respond to enquiries, manage our business relationships, provide services and maintain appropriate records.
Performance of a contract, where processing is necessary to provide services under an agreement with you or an organisation.
Legal obligation, where we are required to process information to comply with a legal or regulatory requirement.
Consent, where we have asked for your consent and consent is the appropriate lawful basis.
Vital interests, where processing is necessary to protect someone’s life or physical safety in circumstances where this is applicable.

Where special category personal data is processed as part of the Clear Voice Guardian service, we will also rely on an appropriate condition for processing special category data under applicable UK data protection law.

Where we rely on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

5. How we receive and share your information

We may receive personal information directly from you when you:

Contact us through our website
Contact or use the Clear Voice Guardian service
Communicate with us by email, telephone or other agreed communication methods
Enter into an agreement with ClearVoice Ltd or otherwise interact with us in connection with our services

Information submitted through our Contact Us form is sent to hello@clearvoicepartners.co.uk so that we can respond to your enquiry.

Where you use the Clear Voice Guardian service on behalf of an organisation, personal information relating to a concern may be processed by ClearVoice Ltd on behalf of that organisation. In these circumstances, the organisation may be the data controller and ClearVoice Ltd may act as its processor, as explained in the applicable contractual arrangements.

ClearVoice Ltd uses a secure third-party reporting platform to support the Clear Voice Guardian service. Where personal information is processed through that platform, the platform provider acts as a sub-processor to ClearVoice Ltd in accordance with the applicable data processing arrangements.

We do not sell your personal information.

We only share personal information where this is necessary to provide our services, operate our systems, comply with legal or regulatory obligations, protect rights and safety, or where we otherwise have a lawful basis to do so.

We may also share information with professional advisers, service providers or other third parties where this is necessary and lawful.

Where you use the Clear Voice Guardian service, we will not share your identity or the details of your concern with your organisation simply because you have contacted a Guardian. Information will only be shared where appropriate, necessary and lawful, including where there is a safeguarding concern, serious or immediate risk, a legal or regulatory requirement, or where you have agreed to information being shared.

6. How long we keep your information

We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected, taking into account our legal, regulatory, contractual and professional obligations.

The length of time we keep information will depend on the nature of the information and the circumstances in which it was collected.

Information relating to Clear Voice Guardian cases is retained in accordance with the applicable client arrangements, our data protection obligations and our retention procedures. Where a secure reporting platform is used, specific retention and deletion periods may also apply in accordance with the applicable data processing arrangements.

Where a Guardian case is closed, information will not be retained indefinitely. We will securely delete or dispose of personal information when it is no longer required, subject to any information that we are required or permitted to retain by law or for legitimate business, regulatory or professional purposes.

We regularly review the personal information we hold and take appropriate steps to securely delete or dispose of information when it is no longer required.

7. Cookies

Our website uses cookies and similar technologies.

We currently use an essential cookie to remember your cookie preferences. Further information about the cookies used on this website, including their purpose and duration, is available in our Cookie Policy.

You can manage your cookie preferences through the cookie controls provided on our website.

Our Cookie Policy is kept separate from this Privacy Policy so that information about cookies can be kept accurate if our use of cookies changes.

8. Your data protection rights

Depending on the circumstances and our role in relation to your personal information, you may have rights under UK data protection law, including the right to:

Ask for access to the personal information we hold about you
Ask us to correct inaccurate or incomplete information
Ask us to delete your personal information in certain circumstances
Ask us to restrict how we use your information in certain circumstances
Object to certain processing
Ask for your information to be transferred to another organisation where the right to data portability applies
Withdraw consent where we rely on consent as our lawful basis

If ClearVoice Ltd is processing your personal information as a data controller, you can contact us directly to exercise your rights or ask questions about how we use your information.

Where ClearVoice Ltd is processing personal information on behalf of an organisation, that organisation may be the data controller. In these circumstances, ClearVoice Ltd will provide appropriate assistance to the organisation in responding to data protection requests, in accordance with the applicable contractual arrangements and data protection law.

Where you have contacted a Clear Voice Guardian anonymously, there may be limited or no information available that can be linked to your identity. This may affect our ability to respond to a request where we cannot reasonably identify the information concerned or verify your identity.

To exercise your rights or ask a question about how we use your information, contact:

hello@clearvoicepartners.co.uk

9. Keeping your information secure

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

This includes measures appropriate to the nature of the information and the services we provide, including access controls, secure communication methods, appropriate user permissions, secure storage and appropriate procedures for responding to security incidents.

Where we use third-party systems or service providers to support our services, we take appropriate steps to ensure that personal information is processed in accordance with applicable data protection requirements and our contractual arrangements.

The Clear Voice Guardian service may involve the processing of sensitive or special category personal data. We apply appropriate safeguards to such information and limit access to those who need it for the relevant purpose.

If we become aware of a personal data breach affecting information for which we are responsible, we will assess the incident and take appropriate action in accordance with applicable data protection law and our incident response procedures.

However, no method of transmitting or storing information online can be guaranteed to be completely secure.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our website, services, technology or legal requirements.

The date at the top of this page shows when the policy was most recently updated.

We will update this Privacy Policy before introducing new types of personal-data processing where appropriate.

11. Complaints

If you have concerns about how we use your personal information, please contact us first at: