Template: replace everything in [square brackets] with your own details before publishing. This policy is written for UK GDPR, the Data Protection Act 2018 and PECR, and also covers EU GDPR for clients and visitors in Romania and the EU. It is not legal advice.
This policy explains what personal data Deal Marketing collects, why we collect it, how we look after it and what rights you have. We've written it in plain English. If anything is unclear, get in touch.
1. Who we are
Deal Marketing is a trading name of [LEGAL NAME: your full name as a sole trader, or your company name][, a company registered in England and Wales under company number [NUMBER]]. Our address is [BUSINESS ADDRESS].
We are the data controller for personal data collected through this website and in running our business. We are registered with the UK Information Commissioner's Office (ICO) under registration number [ICO REGISTRATION NUMBER].
You can contact us about privacy at dealmarketing22@gmail.com or by post at the address above.
[If required: Our representative in the European Union under Article 27 EU GDPR is [NAME AND ADDRESS].]
2. The personal data we collect
When you send an enquiry
- Your name, email address and business name
- Your message and the service you're interested in
- Whether you'd like a free Google profile check
When you book a call
- Your name, email address, chosen date and time, and any answers you give on the booking form
When you contact us another way
- Your contact details and anything you tell us by phone, WhatsApp, email or social media
When you become a client
- Contact and billing details for you and your team
- Access details you choose to share so we can deliver our services, for example to your Google Business Profile, website or social media accounts
- Our correspondence, agreements, invoices and payment records
When you order NFC cards
- Your name, delivery address and the details you want on your card
When you use this website
- Technical data such as IP address, browser type and pages requested, recorded in server and security logs
- Analytics data such as pages visited, time on site, device type, approximate location and how you found us, but only if you accept analytics cookies
We do not ask for special category data (such as health or religious beliefs). Our services are for businesses, and we do not knowingly collect data from children.
3. How we use your data and our lawful basis
Data protection law requires a lawful basis for each way we use personal data. Ours are:
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry, send an automatic confirmation and arrange a call | Legitimate interests (responding to people who contact us), or steps you've asked us to take before entering a contract |
| Provide our services, manage your account and send invoices | Contract |
| Keep accounting and tax records | Legal obligation |
| Keep the website secure and block spam, bots and fraud | Legitimate interests (protecting our business and users) |
| Measure how the website is used with analytics cookies | Consent, which you can withdraw at any time |
| Send occasional updates about our services to business contacts | Legitimate interests, or consent where the law requires it. You can unsubscribe at any time. |
| Show your business name and our work for you in our portfolio | Legitimate interests. You can ask us to remove it at any time. |
4. Automated replies
When you submit our enquiry form, our automation system sends you an instant confirmation email and records your enquiry so we can follow it up. This is simply to respond faster. We do not make any decisions about you by automated means that have legal or similarly significant effects.
5. Who we share your data with
We never sell your personal data. We share it only with trusted service providers who process it on our behalf and under contract, and only as much as they need:
- Website hosting and security: Cloudflare (Cloudflare Workers)
- Email and documents: Google (Gmail and Google Workspace)
- Call booking: [Calendly or Cal.com]
- Automation: [n8n, self-hosted on [PROVIDER] or n8n Cloud]
- Analytics (only with your consent): [Google Analytics]
- Accounting and payments: [ACCOUNTING SOFTWARE], [PAYMENT PROVIDER]
We may also share data with professional advisers (such as our accountant), or with authorities where the law requires it.
6. International transfers
Some of our providers store data outside the UK and EEA, for example in the United States. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, the UK International Data Transfer Agreement or Addendum, or the EU Standard Contractual Clauses.
7. How long we keep your data
| Data | How long |
|---|---|
| Enquiries that don't lead to working together | Up to 12 months after our last contact |
| Call booking records | Up to 12 months |
| Client records, agreements and invoices | 6 years after the end of the financial year they relate to, as required for tax purposes |
| Analytics data | [14] months |
| Server and security logs | [30] days |
After these periods, we securely delete or anonymise the data.
8. Cookies
Cookies are small files stored on your device. We use:
- Essential cookies that make the website work, such as remembering your cookie choice and protecting forms from bots. These don't need consent.
- Analytics cookies ([e.g. Google Analytics: _ga, _ga_*]) that help us understand how the site is used. We only set these if you click "Accept all".
Embedded services such as our booking calendar and Google Maps may set their own cookies when they load. [We only load them after you've given consent / when you choose to view them.]
You can change your choice at any time using the Cookie settings link in the footer, or by clearing cookies in your browser.
9. How we keep your data secure
We protect your data with encrypted HTTPS connections, security headers, protected forms (including CSRF tokens and spam protection), strong passwords with two-factor authentication, and access limited to people who need it. No system is completely secure, but we take reasonable, up-to-date measures and review them regularly.
10. When we process data for our clients
When we build automations or manage systems for a client, we may handle personal data about that client's own customers. In that case the client is the data controller and we act as their data processor, under a written data processing agreement. If you're a customer of one of our clients, please contact that business directly about your data.
11. Your rights
You have the right to:
- Access the personal data we hold about you
- Correct data that is wrong or incomplete
- Erase your data in certain circumstances
- Restrict how we use your data
- Object to us using your data based on legitimate interests, including for direct marketing
- Data portability, meaning a copy of data you gave us in a commonly used format
- Withdraw consent at any time, where we rely on consent
To use any of these rights, email dealmarketing22@gmail.com. It's normally free, and we'll respond within one month.
If you're unhappy with how we've handled your data, please tell us first so we can put it right. You also have the right to complain to the UK Information Commissioner's Office at ico.org.uk or on 0303 123 1113. If you live in the EU, you can complain to your local data protection authority. In Romania, this is ANSPDCP at dataprotection.ro.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.
13. Contact us
Deal Marketing, [LEGAL NAME]
[BUSINESS ADDRESS]
Email: dealmarketing22@gmail.com
Phone: 07393 739435