Structured Sales Solutions Limited (company number 16368503), 59 Packmores Road, London, England, SE9 2NA, is the controller of the personal data described here. Registered with the Information Commissioner's Office, registration number ZC275432.
Questions or requests: mete@structured-sales-solutions.com.
Whose data we hold and where it comes from
We work with UK law firms, accountancy practices and other professional services firms. We hold business contact details for people in those firms: name, job title, firm, work email, a work, mobile or switchboard phone number, and public professional profile. We also hold basic facts about the firm, such as its size and Companies House number. These come from public sources such as firm websites, Companies House and LinkedIn, and from business data providers we buy contact details from. When we first contact you, we tell you which provider your details came from.
Before we call a firm, we may prepare a short note about it from its own website and from Companies House. About you, it records only your role and any appointments shown on the public register.
If you speak to us, we also hold what you tell us and our notes of the conversation, such as the size of the firm, the systems it uses, who makes decisions about spending, and when to call back.
If you book a call with us, or we book one for you while we are speaking, we hold the details on the booking (your name, email address, the email address of anyone you invite, anything you choose to add) and the time of the call.
What we use it for, and why we are allowed to
We contact people in their professional capacity to offer our services. We rely on our legitimate interests in developing our business. We keep this to business contact details and business conversations.
If you contact us through our website, we use your details to reply, relying on our legitimate interests in answering enquiries.
If your firm becomes a client, we use the details we need to deliver and manage the work (including the answers given on our client onboarding form). Where you are personally a party to our contract, for example as a sole practitioner or partner, this is necessary for that contract. Otherwise we rely on our legitimate interests in delivering the work we have agreed with your firm. We keep invoices and accounting records because the law requires it.
Your right to object. You can object at any time to us using your data for direct marketing, by phone, email or LinkedIn. We will stop straight away, on every channel. Email mete@structured-sales-solutions.com or tell us on the call.
Before any sales call, we check the number against the Telephone Preference Service and Corporate Telephone Preference Service registers. We do not call registered numbers unless you have told us you are happy to be called. We keep the result of that check, and the date of a clear one, with your details.
We also keep a list of the email addresses we have already emailed, and our do-not-contact list, so that we do not contact you more than we should.
Call recording
We record our business phone calls, including sales calls, relying on our legitimate interests in keeping an accurate record and improving how we run our calls. We tell you once you have agreed to hear why we are calling. Calls that only reach a receptionist or a voicemail are recorded without a notice, because nothing more than a name and a message is exchanged.
Each recording is automatically transcribed and summarised. We review calls to improve how we make them. The recording and the full transcript are deleted automatically once they are 14 days old. A short written summary of the conversation, its outcome, our notes and a coaching score on how we ran the call are kept as part of our business records (see How long we keep it). The score is about our own technique, not about you, and holds no quotes from the call.
While we are speaking, the call is also transcribed as it happens so that the caller can see the words on screen. That live text is not saved: it is dropped once the call is over and the next call starts.
If you would rather not be recorded, say so on the call, or tell us afterwards. We will delete the recording, its transcript, its summary and any coaching score straight away, and stop the live transcription.
If you call us, a short recorded message tells you the call is recorded before it is put through. If we cannot answer, a recorded greeting says the same and invites you to leave a message. Calls and messages are handled in the same way as the recordings described above.
We never publish a recording, or any part of one, without your separate written consent to that specific use. Where you give that consent, consent is our lawful basis for that use, and you can withdraw it at any time for anything not yet published.
Texts
We only text you if you agree to it on a call, and only on the mobile number you give us. Every text says it is from Structured Sales Solutions and how to stop: reply STOP and we will not text you again. We keep a record of your agreement, the texts and your replies.
Who we share it with
We use service providers who process data for us under contract:
- telephony, call recording and texts (Twilio)
- call transcription, including live transcription during calls (Deepgram, which processes the audio only to produce the transcript)
- call summaries, short call review notes, coaching scores on how we ran our calls, research notes on firms before a call, and drafts of follow-up emails (Anthropic)
- email sending (Instantly)
- booking calls (Calendly)
- calendar and video calls (Google Calendar and Google Meet)
- recording of booked video calls (Fathom)
- website hosting, the contact form and the client onboarding form (Netlify)
- the chat assistant on our website (Anthropic)
- email hosting (Titan, and Microsoft 365 for the mailboxes we use for outreach)
- checking numbers against the TPS and CTPS registers (a UK screening service, which receives the phone numbers only)
- our CRM, hosted on our own server in the UK
Some of these providers are in the United States. Where data leaves the UK, we rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified under it, and otherwise on the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses in the provider's data processing terms. Email us for details of the safeguard for a particular provider.
We do not sell personal data. We do not make decisions about you that have legal or similarly significant effects by automated means alone.
If you use our website
If you use the contact form or the client onboarding form, we hold what you submit, and our website host stores the submission for us. The onboarding form saves your answers in your own browser as you type, so you can come back to them; nothing is sent to us until you submit, and the saved copy is cleared when you do. If you use the chat assistant, your messages are sent to our AI provider to produce a reply, relying on our legitimate interests in answering questions about our services; we do not keep a copy of the conversation. Our website uses no analytics, no tracking scripts and no cookies, and our fonts are served from our own site.
How long we keep it
- Contact details of people we have not worked with: up to 24 months from the last contact, then deleted.
- Call recordings, full transcripts and the short review notes written from them: deleted automatically once they are 14 days old.
- Call summaries, outcomes, coaching scores and our notes: as for contact details, up to 24 months from the last contact.
- Research notes on firms: as for contact details. A note more than 60 days old is rewritten when the firm is next due a call.
- Call bookings, including the copies in Calendly and our calendar: as for contact details.
- Recordings of booked video calls (discovery and diagnostic calls, recorded by Fathom; we tell you at the start of the call), with Fathom's transcript and summary of the call: kept for up to 12 months, then deleted.
- Website contact form submissions: as for contact details.
- Client records (the engagement, onboarding form answers, contracts and invoices): 6 years after the engagement ends.
- The list of email addresses we have already emailed: for as long as we send cold email, reviewed once a year. It exists so that we do not email you again.
- If you ask us not to contact you: we keep your name and contact details on a do-not-contact list, only so that we never contact you again.
Your rights
You can ask us to do any of the following:
- give you a copy of your data
- correct it
- delete it
- restrict how we use it
- stop using it, where we rely on our legitimate interests (object)
- stop using it to market to you
An objection to marketing is always honoured and covers every channel. Email mete@structured-sales-solutions.com.
You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Last updated 3 November 2026.