Legal
Privacy Policy
Last updated [DATE]
This policy explains what [CLIENT NAME] does with personal information collected through [CLIENT WEBSITE], by email, and in the course of providing services. Please read it alongside our Terms of Service.
1. Who we are
[CLIENT NAME] ("we", "us", "our") is the data controller for the personal information described in this policy. Our registered address is [CLIENT ADDRESS]. Our company registration number is [CLIENT COMPANY NUMBER] and our registration with the Information Commissioner's Office is [CLIENT ICO REGISTRATION NUMBER]. You can reach us at any time at [CLIENT EMAIL].
2. What this policy covers
It covers the information we collect when you visit [CLIENT WEBSITE], complete an enquiry form, subscribe to updates, book or take part in a service, or otherwise correspond with us. It does not cover third-party websites we link to, which have their own policies.
3. Information we collect
Information you give us: your name, email address, business name, telephone number where you provide it, and whatever you choose to tell us in an enquiry form or email. If you become a client, this extends to the commercial and operational information you share with us in order for the work to be done, and to billing details.
Information collected automatically: your IP address, device and browser type, the pages you visit and how long you spend on them, and the site that referred you. This is collected through cookies and similar technologies — see section 6.
4. How we use your information
To respond to your enquiry, to provide and administer the services you have engaged us for, to issue invoices and take payment, to send updates you have asked to receive, to keep the records we are legally required to keep, and to understand how the site is used so we can improve it.
We do not sell your personal information, and we do not use it to make automated decisions that produce legal effects for you.
5. Our legal bases for using it
We rely on your consent where you have opted in to marketing updates, which you can withdraw at any time. We rely on the performance of a contract where we are delivering services you have engaged us for. We rely on our legitimate interests in running and improving the business, where those interests are not overridden by your rights. And we rely on legal obligation where the law requires us to keep records, such as for tax.
6. Cookies and similar technologies
We use essential cookies to make the site work and to remember your cookie preferences. With your consent we also use analytics cookies to understand how the site is used. You can accept or reject non-essential cookies using the banner shown on your first visit, and you can change your choice at any time by clearing your browser's site data for [CLIENT WEBSITE]. Blocking essential cookies may stop parts of the site working.
7. Who we share it with
We share personal information only with service providers who process it on our behalf, under contract and on our instructions. These currently include [LIST YOUR PROVIDERS — e.g. website host, email platform, analytics provider, payment processor, accountant]. We may also disclose information where we are legally required to, or to establish or defend legal claims.
8. How long we keep it
Enquiries that do not become work are kept for [RETENTION PERIOD — e.g. 12 months] and then deleted. Client records are kept for the duration of the engagement and for [RETENTION PERIOD — e.g. 7 years] afterwards, which is the period we are required to retain financial records. Marketing consents are kept until you withdraw them.
9. Where your information is held
Some of our providers are based outside the [JURISDICTION]. Where personal information is transferred outside the [JURISDICTION], we make sure an appropriate safeguard is in place, such as an adequacy decision or standard contractual clauses.
10. Keeping it secure
We take reasonable technical and organisational measures to protect personal information, including access controls and encrypted connections. No transmission over the internet is completely secure, so we cannot guarantee absolute security, but we do take it seriously and we will tell you and the relevant regulator if a breach occurs where we are required to.
11. Your rights
You have the right to ask for a copy of the personal information we hold about you, to have it corrected if it is wrong, and to ask us to delete it where there is no continuing reason for us to hold it. You can object to processing based on our legitimate interests, ask us to restrict processing while a query is resolved, and ask for your information in a portable format. Where we rely on consent, you can withdraw it at any time.
To exercise any of these, email [CLIENT EMAIL]. We will respond within one month. There is no charge unless a request is manifestly unfounded or excessive.
12. Marketing
We only send marketing emails to people who have asked for them. Every email includes an unsubscribe link, and unsubscribing takes effect immediately. Unsubscribing from marketing does not stop essential correspondence about work we are doing for you.
13. Children
Our services are for businesses and are not directed at children. We do not knowingly collect personal information from anyone under 18. If you believe we have, contact [CLIENT EMAIL] and we will delete it.
14. Changes to this policy
We may update this policy from time to time. The date at the top of this page tells you when it was last changed. Where a change materially affects how we use your information, we will tell you directly.
15. Contact and complaints
For anything to do with this policy, contact [CLIENT NAME] at [CLIENT EMAIL], or write to [CLIENT ADDRESS]. If you are not satisfied with our response, you have the right to complain to the supervisory authority in [JURISDICTION] — in the UK this is the Information Commissioner's Office at ico.org.uk.