1. Who We Are

This Privacy Policy explains how Polly Marketing collects, uses and protects your personal data when you visit our website at www.pollymarketing.co.uk or contact us about our services.

Polly Marketing is operated as a sole trader business by Polly Menear, based in the United Kingdom.

If you have any questions about this policy or how we handle your data, please contact us:

Email: hello@pollymarketing.co.uk

Phone: 07737 606465

Website: www.pollymarketing.co.uk

2. What Data We Collect

We only collect personal data that is necessary for us to provide our services or communicate with you. This may include:

2.1 Data You Provide to Us

• Your name and business name
• Your email address
• Your phone number
• Details about your project or enquiry
• Any other information you choose to share with us

This data is collected when you contact us directly via email (hello@pollymarketing.co.uk) or by phone.

2.2 Data Collected Automatically

When you visit our website, we may automatically collect certain technical information including:

• Your IP address
• Browser type and version
• Pages you visit on our website
• Time and date of your visit
• Time spent on each page
• Referring website address

This data is collected via Google Analytics and is used to understand how visitors use our website so we can improve it. This data is anonymised and aggregated where possible.

2.3 Email Marketing

In the future, we may use Mailchimp to manage an email newsletter. If and when we introduce this service, we will only add you to our mailing list with your explicit consent. You will always have the option to unsubscribe at any time.

3. How We Use Your Data

We use your personal data for the following purposes:

• To respond to your enquiries and provide quotes for our services
• To deliver the services you have engaged us to provide
• To send you project updates and communicate about ongoing work
• To send invoices and process payments
• To improve our website and user experience using anonymised analytics data
• To comply with our legal obligations

We will never sell your personal data to third parties. We will never share your data with any third party without your explicit consent, except where required by law.

4. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

• Contractual necessity — to fulfil a contract with you or take steps before entering into a contract
• Legitimate interests — to respond to your enquiries and improve our services
• Consent — for any email marketing communications (where applicable)
• Legal obligation — where we are required by law to process your data

5. How Long We Keep Your Data

We retain your personal data only for as long as necessary:

• Enquiry data — up to 12 months if no contract is entered into
• Client data — for the duration of our working relationship plus 6 years (in line with HMRC requirements for financial records)
• Website analytics data — as per Google Analytics retention settings (default 26 months)
• Email marketing data — until you unsubscribe or request deletion

After these periods, your data will be securely deleted or anonymised.

6. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right to access — you can request a copy of the data we hold about you
• Right to rectification — you can ask us to correct inaccurate data
• Right to erasure — you can ask us to delete your data in certain circumstances
• Right to restrict processing — you can ask us to limit how we use your data
• Right to data portability — you can request your data in a portable format
• Right to object — you can object to our processing of your data
• Right to withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at hello@pollymarketing.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

7. Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss or misuse. These include:

• Secure email communications
• Password-protected devices and accounts
• Regular software and security updates
• SSL encryption on our website (https://)

However, please be aware that no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Third Party Services

We use the following third party services which may process your data:

• Google Analytics — website analytics (Google LLC, USA). Google Analytics data is processed under Google’s Privacy Policy. Data may be transferred outside the UK under appropriate safeguards.
• Mailchimp — email marketing (when introduced). Mailchimp is operated by The Rocket Science Group LLC. Data is processed under Mailchimp’s Privacy Policy.
• SiteGround — website hosting. Your data may be processed on SiteGround’s servers. SiteGround operates under appropriate data processing agreements.

We ensure that all third party providers offer adequate levels of data protection and comply with applicable data protection laws.

9. Cookies

Our website uses cookies. Please see our separate Cookie Policy for full details of the cookies we use and how to manage them.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy on this page with a revised date. We encourage you to review this policy periodically.