Privacy Policy

At Extra Mile Consulting ("we", "us", "our"), we collect as little information as possible and use it only to help you. This policy explains what this website collects, why, and the choices you have.

Information we collect

What you send us. When you use our contact form, we receive the details you enter: your name, email address, company name (if you give one), subject, and message. Please don't include sensitive financial details, such as account numbers or passwords, in the form. We'll arrange a secure way to share those if we work together. The message itself is emailed to us rather than stored on the website, but we keep a record of the email address it came from, because sending us a message first is what lets you request a consultation.

Your account. If you create an account, we store your name, email address, company name (if you give one), and the date you signed up. Your account is only created once you open the link we email you, which confirms the email address is yours; until then your sign-up details are held for no more than a day. Your password is stored only in a scrambled (hashed) form, so nobody - including us - can read it. We use these details to let you log in, to send you password reset emails when you ask for them, and to manage your account. A small number of our staff can see the list of accounts to provide support.

Meetings. You need an account to request a consultation, and we use your account's email address for it. When you request a consultation, we store your name, email address, company name (if you give one), the date, time and length you choose, whether you'd like a video call or a phone call, the phone number to ring (for phone calls only), the topic, and any notes you add. We use these details to arrange the meeting and to email you about it.

Technical information. Like most websites, the servers that run this site may automatically record basic technical details when you visit, such as your IP address, browser type, the pages you view, and the time of your visit. These records are used to keep the site running and secure. To stop password-guessing and spam, the site also keeps a scrambled (non-reversible) record of recent sign-in, sign-up and form attempts, which is deleted automatically within a day.

Cookies

We don't use advertising, tracking, or analytics cookies. The site sets a single essential cookie when you submit a form or log in. It shows you confirmations (such as "your message was sent") and, if you log in, keeps you logged in. It contains no personal details other than a reference to your account, and it is deleted when you close your browser or log out. Even if your browser stays open, you're logged out automatically after 12 hours.

The contact, sign-up, login, password reset and meeting pages also use Cloudflare Turnstile (see below) to protect them from spam.

How we use your information

We use the information you send us only to:

• reply to your inquiry,
• discuss the services you asked about,
• run your account, including sign-up confirmation and password reset emails,
• arrange your meetings and email you about them, and
• keep normal business records of our conversations.

We won't add you to a mailing list or send you marketing emails unless you ask us to.

Who we share it with

We never sell or rent your personal information. We share it only with the service providers we need to run this site, and only so they can provide that service:

• Google (Gmail) and Zoho Mail, which send the site's emails: contact form messages to our inbox, and the sign-up, password reset and meeting emails we send you.
• Our hosting provider, which runs the servers and database this site uses.
• Microsoft Outlook, our calendar. When we confirm a meeting, its details - your name, company, email address, the time, topic, any notes and, for phone calls, your phone number - are added to our Outlook calendar so we don't miss it, and you're emailed a calendar invite. For video calls the invite includes a Microsoft Teams link. The site also checks our own Outlook calendar to show which times are free; that doesn't involve any of your information.
• jsDelivr, a content delivery network that supplies some of the site's styles and icons. Your browser connects to it directly, so it receives your IP address.
• Cloudflare Turnstile, which checks that our forms are being used by a person and not an automated program. To do this it receives information about your browser and device, including your IP address. See Cloudflare's Privacy Policy.

We may also disclose information if we are required to by law.

How long we keep it

We keep contact form messages for as long as we need them to respond and to keep normal business records. After that, we delete them. We keep the record of your email address, so you can request consultations, until you ask us to remove it. We keep account details for as long as your account is open, and meeting details as part of our business records. You can delete your account at any time from Account Settings on your My Account page: your account details are deleted straight away and any upcoming meetings are cancelled.

How we protect it

Access to your messages is limited to us, and we use reasonable measures to protect them. No method of sending or storing information online is completely secure, though, so we can't guarantee absolute security.

Your choices

You can update your name, company and password, or delete your account, yourself from your My Account page. You can also ask us at any time to show you, correct, or delete the information you've sent us. Just get in touch through our contact page and we'll take care of it promptly.

Children's privacy

This website is meant for businesses and is not directed at children under 13. We do not knowingly collect information from children.

Changes to this policy

If we change this policy, we'll post the new version on this page and update the date at the top.