Privacy policy

Last updated: 28 October 2026

This policy explains what personal information Qualified Replies collects, why, and what your rights are. It covers people who use this website, our clients, and the business contacts we email on our clients' behalf. We have written it in plain English. If anything is unclear, email us and we will explain.

1. Who we are

Qualified Replies is a business-to-business cold email agency and a trading name of Whinco Group Limited. We are the “controller” of the personal data described in this policy, except where we act for a client (see section 6).

  • Company: Whinco Group Limited, trading as Qualified Replies
  • Company number: 16534674 (registered in England and Wales)
  • Registered office: [registered office address]
  • Email: hello@qualifiedreplies.com

2. What we collect

If you use this website

  • The work email address you enter in our “Book a call” forms.
  • Anything you tell us when we reply, such as your name, company, role and what you are looking for.
  • Basic technical information our hosting provider records automatically to keep the site running and secure, such as IP address and browser type.

If you are a business contact we email

  • Your name, job title, company and work email address.
  • Publicly available business information about your company, such as news, job adverts, website content and public LinkedIn posts, which we use to make our emails relevant.
  • Whether you replied, and what you said.

We get this from public sources (company websites, public profiles, news) and from business contact databases such as Hunter. We only use work contact details. We do not collect sensitive information such as health, religion or political views.

3. Why we use it, and our legal basis

  • To reply to your enquiry and arrange a call. Legal basis: our legitimate interest in responding to people who contact us, and taking steps towards a contract at your request.
  • To deliver our service to clients. Legal basis: performing our contract with them.
  • To contact business decision makers about services that are relevant to their role. Legal basis: legitimate interests. We have assessed that sending a small number of relevant, individually researched emails to work addresses is reasonable, and every email lets you opt out.
  • To keep our own records, meet legal obligations and protect our business. Legal basis: legal obligation and legitimate interests.

4. Your right to say no

You can object to us contacting you at any time, and we will stop. Reply to any of our emails with “unsubscribe” or email hello@qualifiedreplies.com. We will keep a minimal record of your email address on a suppression list so that we, and our clients, do not contact you again by mistake.

5. Who we share it with

We do not sell personal data. We share it only with trusted providers who help us run the business, under contracts that require them to protect it:

  • Email and workspace: Google Workspace
  • Email sending and follow-ups: Instantly
  • Finding and verifying business emails: Hunter
  • Website hosting: Cloudflare
  • Booking calls: Cal.com
  • AI tools that help us research companies and draft emails, such as Claude by Anthropic

We may also share information if the law requires it, or with a buyer if the business is ever sold.

6. When we work for a client

When we run outreach on behalf of a client, that client decides who to contact and why, so they are usually the controller and we act on their instructions as a “processor”. If you received an email sent on behalf of one of our clients, you can contact them or us, and we will make sure your request reaches the right place.

7. International transfers

Some of our providers store data outside the UK, for example in the United States. Where that happens, we rely on recognised safeguards, such as the UK International Data Transfer Agreement or Addendum, or the UK–US Data Bridge, to make sure your data is protected to UK standards.

8. How long we keep it

  • Enquiries from this website: up to 2 years after our last contact, unless you become a client.
  • Prospect data used in outreach: up to 12 months after a campaign ends, then deleted.
  • Client records: 6 years after the contract ends, for legal and tax reasons.
  • Suppression list: for as long as we operate, so we never contact you again.

9. Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the information we hold about you
  • ask us to correct it
  • ask us to delete it
  • object to us using it, including for direct marketing (we will always stop)
  • ask us to restrict how we use it
  • ask for it in a portable format

Email hello@qualifiedreplies.com to use any of these rights. We will respond within one month and there is no charge.

10. Cookies

This website does not use advertising or analytics cookies. Our fonts are hosted on our own site, so your browser does not contact Google Fonts. If that changes, we will update this policy and ask for your consent where required.

11. Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

12. Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.