Privacy Policy

This policy explains what Cloud Employee Ltd ("Cloud Employee", "we", "us") collects about you when you use cloudemployee.io, why we collect it, and the choices you have. We have tried to write it the way we would explain it to you in person: plainly, and without hiding the interesting parts in the fine print.

It covers our website at https://www.cloudemployee.io and the forms, booking tools and chat on it. It also applies when you engage with us in sales, marketing or events connected to the website.

The short version

• We are a UK company helping businesses hire offshore and nearshore

engineers. People visit this site to learn about that, price it, and book calls with us.

• We count every visit to the site using analytics that store nothing on your

device. No cookie, no fingerprint stored, nothing to clear.

• If you accept analytics cookies, we can additionally recognise you when you

come back, and we record a sample of visits (screens and clicks, with typed text masked) so we can see where the site confuses people and fix it.

• If you send us a form, we keep what you sent, it goes into our sales system,

and, if you accepted analytics cookies, we connect your earlier browsing on this site to your email address so we know which pages actually led to real conversations.

• Advertising cookies (LinkedIn, Meta) are only set if you accept them.
• We never sell your personal information.

Everything below is the detail behind those sentences.

Who is responsible for your data

Cloud Employee Ltd is the data controller for personal information collected through this website.

Cloud Employee Ltd 77 New Cavendish St, Marylebone London W1W 6XB, England

Questions about this policy or your data: info@cloudemployee.co.uk, or +44 20 3289 6876, addressed to our Data Protection Officer.

What we collect, and where it comes from

Information you give us directly. When you fill in a form on this site (the hiring enquiry form, the contact form, the pricing calculator unlock, a download request, or a job brief upload), we collect what you type: typically your name, work email, and depending on the form your phone number, company, the skills and team you are hiring for, and any message or job description you attach. Our chat assistant also processes whatever you choose to type into it.

Booking information. When you book a call through the scheduling tools embedded on the site (Calendly, and HubSpot Meetings on some pages), the booking provider collects your name, email, and the time you picked, and tells us about the booking. That notification reaches our systems both from your browser and directly from Calendly's servers, so bookings are counted reliably.

Information collected automatically. When you visit any page we receive technical data every website receives: your IP address, browser type, device type, the page you are on, the page you came from, and any campaign labels in the link that brought you here (the utm parameters in the address). We use your IP address at request time to derive your approximate country, which personalises things like currency and which pages we suggest, and then we do not keep the IP as part of our analytics profile of you.

Information from other sources. When you enquire about hiring through us, we may look up publicly available business information about you or your company (for example your company website or professional profile) so the person who calls you back arrives prepared. We do not buy lists of personal data.

We do not collect any sensitive categories of personal data through this website, and we ask you not to send us any.

How our analytics works

We use PostHog, an analytics service, hosted for us in the European Union (Frankfurt). It works in two modes, and which one applies to you is your choice.

Counting mode, for everyone. By default, our analytics stores nothing on your device: no cookies, no localStorage, nothing. Within a single visit we count the pages you view, the buttons you click, whether you start or submit a form, whether you use the pricing calculator, and whether a booking widget opened. Because nothing is stored on your device, each visit stands alone: if you come back tomorrow, we cannot tell you are the same person. This mode runs regardless of your cookie choices, because it does not read or write anything on your device; it is how we know our visitor numbers are real.

Full mode, only if you accept analytics cookies. If you choose "Accept all" or switch on Analytics in the cookie settings, two things change. First, we set an analytics cookie so we can connect your visits over time and see journeys rather than single days. Second, session replay may switch on: for a sample of visitors in the United States and United Kingdom, we record what the visit looked like (the screens, the scrolling, the clicks) so we can watch where the site fails people and fix it. Anything you type into any field is masked in these recordings and is not part of them. Replay never runs for visitors who have not accepted analytics cookies.

Connecting your visit to your enquiry. If you submit a form while you have accepted analytics cookies, we link your browsing on this site to the email address you submitted. This is deliberate and worth stating clearly: it is how we know which pages and campaigns lead to real conversations rather than just traffic. If you have not accepted analytics cookies, this linking does not happen in your browser; we still record that an enquiry was made, because the form you submitted reached our server, but your earlier anonymous browsing stays anonymous.

Our own servers. When you submit a form or complete a booking, our server records that event directly (what was submitted and from which page). This does not depend on cookies or consent because it involves nothing stored on your device; it is simply our record that you contacted us, the same as an email would be.

Google Analytics. The site also loads Google Tag Manager and Google Analytics 4, which we keep as a historical archive. Google's cookies are controlled by the same consent banner and are not set unless you accept.

Performance measurement. We use Vercel Speed Insights to measure how fast pages load for real visitors. It reports aggregated performance timings and does not identify you or use cookies.

Advertising cookies

If, and only if, you accept marketing cookies, the site loads:

• LinkedIn Insight Tag, so we can measure LinkedIn campaigns and show

relevant ads on LinkedIn

• Meta Pixel, the equivalent for Facebook and Instagram
• the HubSpot tracking cookie, which connects your visit to your record in

our sales system and tells us which marketing source brought you

If you do not accept marketing cookies, none of these load, at all. Not loading them is how we honour your choice; there is no half-way state.

Booking tools

The call-booking widgets on this site are provided by Calendly and, on some pages, HubSpot Meetings. When you use them you are also subject to those providers' own privacy notices. Calendly tells our systems about bookings made through our pages (including cancellations) so that the person you booked with is prepared and our records are accurate.

What we do with your information

• Answer you. Forms and bookings exist so we can respond to your enquiry.
• Run the sales process. Enquiries go into HubSpot, our CRM, where our team

manages the conversation, and our team is notified in our internal messaging (Slack) when enquiries arrive.

• Understand what works. The analytics described above tells us which pages,

posts and campaigns bring visitors who actually want to talk to us.

• Improve the site. Aggregate analytics and sampled session replays show us

what confuses people.

• Advertise efficiently, only with your consent, via the advertising cookies

described above.

• Meet legal obligations and enforce our terms, in the rare cases that

applies.

We do not sell your personal information, and we do not share it with third parties for their own advertising.

Our lawful bases (UK and EEA visitors)

• Consent: analytics cookies, session replay, the linking of browsing to your

email, and all advertising cookies. You can withdraw consent at any time from Cookie settings in the site footer.

• Legitimate interests: responding to business enquiries you initiate,

cookieless visit counting, fraud and abuse prevention, and looking up public business information about enquirers. Where we rely on legitimate interests we have weighed them against your rights, and none of it involves storage on your device or intrusive profiling.

• Contract: where processing is needed to take steps you request before

entering a contract with us.

• Legal obligation: where the law requires us to keep or disclose records.

Who processes your data for us

We use a small set of service providers, each doing one job:

• Vercel: Hosts the website, Global edge, primary in EU/US
• PostHog: Analytics and session replay, European Union (Frankfurt)
• HubSpot: CRM, forms, meetings, United States
• Calendly: Call scheduling, United States
• Google: Tag Manager, Analytics archive, United States
• LinkedIn, Meta: Advertising, consent only, United States
• Slack: Internal notifications to our team, United States
• Sanity: Website content management (no visitor data), European Union

Where a provider is outside the UK, transfers are protected by the UK extension to the EU-US Data Privacy Framework or by standard contractual clauses, depending on the provider.

How long we keep things

• CRM records of enquiries: for as long as we have an active relationship or

a live conversation, and then per our CRM retention schedule.

• Analytics events: PostHog's standard retention, currently up to seven

years for events, though we work with far shorter windows in practice.

• Session replays: deleted automatically after the replay retention window

(currently one month at our tier).

• Server logs: rotated on our hosting provider's standard schedule.

If you ask us to delete your data (below), we delete it from these systems rather than waiting the windows out.

Your rights

If you are in the UK, EEA or Switzerland you can ask us for access to your data, correction, deletion, restriction, portability, and you can object to processing based on legitimate interests. Several US states grant similar rights, including access, deletion and correction; we honour these requests for all visitors regardless of state. We do not discriminate against anyone for exercising a right.

To exercise any of these, email info@cloudemployee.co.uk. We will verify the request and respond within the statutory window (one month in the UK). If you are unhappy with our answer you can complain to the UK Information Commissioner's Office (ico.org.uk) or your local supervisory authority.

Withdrawing cookie consent needs no email: open Cookie settings in the site footer, switch categories off, and the change takes effect immediately, including deleting what the analytics had stored on your device.

Do Not Track and Global Privacy Control

Our default analytics mode already behaves the way DNT asks: nothing is stored on your device without consent. We treat a Global Privacy Control signal as an objection to the sale or sharing of personal information, which in our case changes nothing, because we do neither.

Children

This website is for businesses and working professionals. We do not knowingly collect personal information from anyone under 18, and if you believe we have, contact us and we will delete it.

Changes to this policy

When we change what we actually do, we update this page and the date at the top, and if the change is significant we will say so prominently on this page. The version history of our practices is kept internally and is available on request.

Contact

Cloud Employee Ltd Data Protection Officer 77 New Cavendish St, Marylebone London W1W 6XB, England

info@cloudemployee.co.uk +44 20 3289 6876