Privacy Policy

Effective date: 27 October 2026
Who this covers: visitors to cairnscom.com, and anyone who contacts or works with CairnsCom LLC, in the United States, the United Kingdom, Spain and the rest of Europe.

1. Who we are

CairnsCom LLC ("CairnsCom", "we", "us") is a limited liability company formed in Texas, United States. We decide how and why the personal information described here is used, which makes us the "controller" under EU and UK data protection law.

You can reach us at info@cairnscom.com or on +1 (214) 267-8040.

2. What we collect and why

When you contact us

The contact form asks for your first and last name, email address and message, and, if you want to give them, your company and phone number. Each submission is emailed to us and also stored in our website's database. If you email or call us directly, we get whatever you choose to send.

We use this to reply, talk about what you need and, if we go on to work together, prepare a proposal. We may also note the conversation in our customer relationship system (HubSpot) so nothing gets lost.

When you book a call

The Book a Call buttons open a booking page run by Google (Google Calendar appointment scheduling). Google collects your name, email address and anything else you type there, and passes it to us so we can hold the meeting. Google's own privacy policy also applies to that page.

When you become a client

We keep the contact, project and billing details we need to do the work, send invoices and meet our tax and accounting obligations.

When you browse the site

• Analytics, only if you say yes. If you accept statistics cookies, we use Google Analytics 4 to see which pages people visit, how they found the site and what kind of device and browser they use. Until you accept, the Google Analytics code doesn't load at all.
• Your cookie choice. Our cookie tool (Complianz) stores your choice in your browser so we don't ask on every page.
• Security and hosting. Like any website, our server records technical details of each visit, such as IP address, browser type, the page requested and the time. Our security plugin (Wordfence) and our host use these to block attacks and keep the site running.
• Fonts. Pages load their typefaces from Google Fonts, so your browser connects to Google's servers, which see your IP address.

The cookies themselves are listed in our cookie policy. You can change your choice at any time with the Manage consent button at the bottom of every page.

3. Our legal basis (EU and UK visitors)

Under the GDPR and the UK GDPR, we rely on these grounds:

• Replying to you and preparing a proposal: steps you've asked us to take before a contract (Article 6(1)(b)), and our legitimate interest in answering business inquiries (Article 6(1)(f)).
• Client work and invoicing: carrying out our contract with you (Article 6(1)(b)) and meeting legal duties such as keeping tax records (Article 6(1)(c)).
• Analytics cookies: your consent (Article 6(1)(a)), which Spanish law (Article 22.2 of Ley 34/2002) and UK law (regulation 6 of the Privacy and Electronic Communications Regulations) also require. You can withdraw it at any time.
• Security logs and our CRM notes: our legitimate interest in protecting the site and keeping track of business conversations (Article 6(1)(f)).

4. Who we share it with

We don't sell personal information, and we don't share it for targeted advertising. We use these service providers, who handle data on our behalf:

• Kinsta, for website hosting, and Cloudflare, which our host uses for content delivery and security
• Google, for email (Google Workspace), call booking (Google Calendar), analytics if you accept it (Google Analytics) and fonts (Google Fonts)
• HubSpot, for customer relationship management
• Wordfence, for website security

We may also disclose information when the law requires it, or to protect our rights or someone's safety.

5. International transfers

CairnsCom LLC is a US company, and most of our service providers are based in the US, so information you send us is handled in the United States. Where EU or UK personal data goes to these providers, they rely on the EU-U.S. Data Privacy Framework and its UK Extension where they're certified, or on the European Commission's standard contractual clauses with the UK addendum. Ask us if you'd like more detail.

6. How long we keep it

• Inquiries that don't lead to work: up to 24 months after our last contact, then deleted.
• Client records: while we work together, then for as long as tax and accounting law requires.
• Google Analytics data: no longer than 14 months.
• Security logs: only as long as our security and hosting providers need them to protect the site.
• Your cookie choice: remembered for 12 months, then we ask again.

7. Your rights

If you're in the EU or the UK

You can ask us to give you a copy of your data, correct it, delete it, restrict how we use it, or send it to you or another organization in a portable format. You can object to anything we do on the basis of legitimate interests, and you can withdraw consent at any time without affecting what happened before.

You also have the right to complain to a data protection authority. In Spain that's the Agencia Española de Protección de Datos (aepd.es). In the UK it's the Information Commissioner's Office (ico.org.uk). You can also go to the authority where you live. We'd appreciate the chance to sort things out first, so please get in touch.

If you're in the United States

Depending on your state, you may have the right to know what personal information we hold about you, and to get a copy, correct it or delete it. We honor these requests from everyone, wherever they live. We don't sell or share personal information, and we don't use it for targeted advertising or profiling.

Do Not Track. Our site doesn't load analytics until you opt in, and our cookie tool treats a browser Do Not Track signal as a refusal of non-essential cookies.

How to make a request

Email info@cairnscom.com. It's free. We'll reply within one month, and we may ask you to confirm your identity first.

8. Children

This site is for businesses and isn't aimed at children. We don't knowingly collect information from anyone under 16, or under 13 in the United States. If you think a child has sent us information, let us know and we'll delete it.

9. Keeping it secure

We use encrypted connections (HTTPS), restricted access to our accounts and a website firewall. No system is completely secure, but we take reasonable steps to protect what you send us.

10. Changes to this policy

If we change how we handle personal information, we'll update this page and the effective date at the top.

11. Contact

Questions about this policy, or about your data, can go to:

CairnsCom LLC
Email: info@cairnscom.com
Phone: +1 (214) 267-8040