Privacy notice

1. Who is responsible

Barksfield Limited is the controller of the information described here. BigBearX is its trading name. Rupert Barksfield is your contact for questions about this notice.

This notice covers our website and initial business conversations. If a project involves processing information on your organisation’s behalf, the responsibilities and any necessary data-processing terms will be agreed separately.

2. Information we receive

• Enquiries: your name, email address, company or website and the question or project you describe. These are required by the form; you can also email us directly.
• Optional context: role, team size, budget, service interest, timing, deadlines, plans, constraints, referral source and relevant sponsor, delivery-owner or supplier information. Share other people’s details only when you are entitled to do so.
• Bookings and correspondence: contact details, time zone, appointment time and answers supplied to Cal.com, and messages about arranging or following up the conversation.
• Technical information: hosting and security systems process IP addresses, request times, requested pages, browser details and error or abuse signals. Our contact endpoint uses a temporary IP-based counter to limit repeated submissions.

Information usually comes from you. A colleague or referrer may introduce you and provide business contact details and relevant context; you can ask us for the source. Providing information is voluntary, but without the details needed for a request we may be unable to respond or arrange a call.

3. Purposes and lawful bases

• Responding to enquiries and discussing suitable work: our legitimate interest in managing requested business conversations and prospective client relationships.
• Arranging calls and requested proposals: the same legitimate interest for contacts representing a business. Where you would personally be a contracting party, necessary steps taken at your request may instead rely on the pre-contract or contract basis.
• Delivering and protecting the site: our legitimate interest in a reliable service, diagnosing faults and preventing spam or misuse.
• Required records and disclosures: compliance with an applicable legal obligation, such as accounting requirements or a binding legal request.
• Optional browser features: consent where required for optional features or non-essential storage. You can decline the embedded calendar and email us instead.

An enquiry or booking does not subscribe you to marketing. This website does not send enquiries to an AI model or make decisions with legal or similarly significant effects on you using solely automated processing.

4. Who receives information

Rupert and people authorised to handle the requested work may access relevant information. The current website uses these services:

• OpenAI Sites and hosting infrastructure, including Cloudflare: website delivery, technical requests and security.
• FormSubmit: when online enquiry delivery is enabled, the server forwards submitted enquiry fields for delivery to rub@bigbearx.com. When the form is unavailable, use the direct email link; no form fields are forwarded. FormSubmit states that it archives submissions for 30 days. See its privacy policy and documentation.
• Email services: carrying and storing correspondence and related delivery information. Emailing us directly avoids FormSubmit, but still uses email infrastructure.
• Cal.com: collecting booking details and arranging your call. It processes our attendee-booking information on our behalf and may act independently for its own service and security activities. See the Cal.com privacy policy.
• Calendar and meeting services: creating invitations and the Google Meet link shown in the booking flow. See Google’s privacy policy for its services.

Necessary information may also go to professional advisers, authorities or parties involved in a legal claim or business transfer, subject to applicable law. We do not sell enquiry or booking information. A referral to a specialist does not authorise unrestricted sharing of your records.

5. Cookies and booking choices

The BigBearX application does not set advertising cookies or include advertising pixels or an analytics tracker. Hosting and security services may use technical mechanisms necessary to deliver and protect the site.

The embedded calendar is not requested until you select “Load booking calendar”. This connects your browser to Cal.com, which receives technical information and may use storage for its service. “Open calendar on Cal.com” instead takes you to that provider’s website, where its own policies apply.

Only a recognised service interest, such as Design, is passed into the booking URL. Names, email addresses and free-text enquiries are not placed in that link. Leave or reload the booking page to stop using the embed, and manage stored cookies through your browser. This does not undo information already submitted.

6. International processing

We are a UK company working with international clients and online providers. Information may be accessed or processed outside your country, including in the United Kingdom, the European Economic Area and the United States. Cal.com describes US processing and transfer arrangements in its policy; hosting, email and meeting providers also operate internationally.

Applicable arrangements depend on the provider and destination. UK or EU rules may require an adequacy decision or approved contractual safeguards for a restricted transfer. Contact us for details of destinations and safeguards relevant to your information, or to request a copy of applicable safeguards. Using this website does not waive your data-protection rights.

7. Keeping information

We keep enquiry and booking correspondence while needed to respond, assess the requested work and manage the resulting conversation. We determine the period by the nature of the enquiry, whether the relationship continues and whether records are needed for a legal obligation or claim. We delete or anonymise information when it is no longer needed for these purposes.

If an enquiry becomes an engagement, relevant records may be kept for delivery, applicable accounting and legal requirements and resolving claims. An active dispute or preservation requirement may extend the period. You can ask what applies to your records.

Provider retention is separate: FormSubmit states that its submission archive lasts 30 days, while Cal.com holds bookings under its service settings and policy. Our contact endpoint’s temporary abuse counter uses a ten-minute window; this is not a promise that all hosting or security logs are deleted after ten minutes.

8. Security and sensitive information

The website uses HTTPS, validates enquiry fields, limits submission size and applies spam checks. No system or email service can guarantee absolute security. Send general business context only: leave out passwords, access tokens, financial-account details, health information and confidential client records. The enquiry form accepts no uploads.

Where work needs confidential documents, we will agree an appropriate way to share and use them. This website is intended for adult business users and is not directed at children.

9. Your rights

Depending on the law and circumstances, you can request access, correction, deletion or restriction of personal information, and portability of information processed by automated means on the basis of consent or contract. Legal conditions and exceptions apply.

Right to object: you may object to legitimate-interest processing on grounds relating to your situation. You may object to direct marketing at any time.

Where we rely on consent, you can withdraw it without affecting earlier lawful processing. Contact rub@bigbearx.com to exercise your rights. We may request proportionate identity information before disclosing records and will respond within the applicable legal time limit. Requests are normally free.

10. Questions, complaints and changes

Contact rub@bigbearx.com with a privacy concern. You may also complain to the UK Information Commissioner’s Office. Where EU law applies, you can contact the authority where you live, work or believe an infringement occurred, including Portugal’s CNPD. You do not have to contact us first.

We will update this notice when processing or relevant requirements change and show the revised date above. Where a material change requires a separate notice or consent, we will provide it.