Privacy notice
The Committee Room is run by Rachel Wall, trading as The Committee Room ("we", "us") — the data controller for this website and our own records. This notice explains what information we hold, why, and what your rights are. If anything here is unclear, email us — a person answers. Our postal address is available on request and appears on our invoices.
What we collect, and why
- Your email address, when you enquire, download a template, or join the newsletter. We use it to reply to you, deliver what you asked for, and (if you opted in) send the monthly newsletter. Lawful basis: your consent, which you can withdraw any time by unsubscribing or emailing us.
- Meeting recordings and documents, when you use the minutes service. We use them solely to produce your minutes. Lawful basis: performing our contract with your organisation. Recordings and transcripts are permanently deleted 30 days after delivery — sooner if you ask. The approved minutes belong to your organisation.
- Basic site analytics (page views, visitor counts) via a privacy-focused analytics service that does not use advertising cookies or track you across the web.
How long we keep things
- Recordings and transcripts: permanently deleted 30 days after delivery (sooner on request).
- Enquiries and general correspondence: up to 2 years, so we have context if you come back.
- Invoices and business records: 6 years, as tax law requires.
- Newsletter address: until you unsubscribe.
Providing your information is never a statutory requirement — but we can't produce your minutes without the recording, or reply without an email address.
Who else touches your data
We use a small number of carefully chosen services to run The Committee Room: a form provider (to receive your enquiries), a payment provider (Stripe — we never see your card details), an email provider, and AI transcription and drafting tools configured so that your content is never used to train AI models. Each processes your data only on our instructions. We never sell or share your information for marketing.
Where your data lives
We use reputable providers with appropriate safeguards. Meeting recordings are stored encrypted and only for as long as the 30-day window above. Some of our providers process data outside the UK; where they do, the transfer is protected by UK GDPR-approved safeguards such as adequacy decisions or standard contractual clauses.
Your rights
Under UK data protection law you can ask us what we hold about you, ask for a copy (data portability included, where it applies), ask us to correct or delete it, ask us to restrict how we use it, or object to our using it. Email us and we'll sort it — usually the same week. If you're unhappy with how we've answered, the next section tells you how to complain.
How to complain
If you think we've handled your information badly, tell us. There's no form to fill in and no particular wording you need to use — email hello@thecommitteeroom.co.uk, write to us (postal address on request), or simply say so in a reply to anything we've sent you. However it reaches us, we'll treat it as a complaint.
What happens then: we acknowledge it within 30 days — realistically the same week — look into it properly, keep you updated while we do, and then tell you plainly what we've concluded and why. Complaints come to Rachel Wall, who runs The Committee Room; there is no queue and no call centre.
You can also complain to the Information Commissioner's Office — ico.org.uk or 0303 123 1113 — at any point, whether or not you've come to us first. Raising it with us doesn't take that right away, and we'd never ask you to wait.
Contact
hello@thecommitteeroom.co.uk