Privacy policy

How we handle your information, in plain English.

Before you publish: have this reviewed against your actual setup — your hosting, your email provider, your analytics and your ICO registration status. The text below is a working draft, not legal advice.

Last updated: 2026

Who we are

Web Design Witney (“we”, “us”) provides website design, build and hosting services in Witney, Oxfordshire. We are the data controller for the personal data described in this policy.

You can contact us at [email protected] or on 01865 689798 about anything in this policy.

What we collect

Enquiry details. When you complete our contact form we collect your name, business name, email address, phone number, the plan you’re interested in and whatever you write in your message.
Correspondence. Emails, call notes and messages you send us.
Client records. If you become a client, the information needed to provide and bill for the service, including billing details.
Technical data. Our hosting provider records standard server logs, which may include IP addresses, for security and reliability.

Why we use it, and our lawful basis

To reply to your enquiry and quote for work. Lawful basis: legitimate interests — responding to someone who has contacted us about our services.
To provide services you’ve engaged us for. Lawful basis: performance of a contract.
To meet our legal and accounting obligations. Lawful basis: legal obligation.
To keep our systems and your website secure. Lawful basis: legitimate interests.

We do not sell your data, and we do not send marketing emails to enquirers who haven’t asked for them.

Who we share it with

Only the suppliers we need to run the business, and only for that purpose:

Our website host and form provider, who process form submissions and deliver them to us.
Our email provider.
Our accountant and accounting software, for billing records.

Where a supplier processes data outside the UK, we rely on the appropriate safeguards permitted under UK data protection law.

How long we keep it

Enquiries that don’t become work: up to 24 months, then deleted.
Client records: for the length of the engagement and 6 years afterwards, to meet accounting and tax requirements.
Server logs: as retained by our hosting provider, typically a short rolling period.

Cookies and analytics

This website does not set advertising or tracking cookies, and does not use third-party advertising scripts.

If we add website analytics, we will use a privacy-respecting service configured without cookies or personal identifiers, and we will update this policy before doing so.

Your rights

Under UK GDPR you have the right to access the personal data we hold about you, to have inaccurate data corrected, to have data erased in certain circumstances, to restrict or object to our processing, and to data portability.

To exercise any of these, email [email protected]. We’ll respond within one month.

If you’re unhappy with how we’ve handled your data you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put it right first.

Changes to this policy

If we change this policy we’ll update the date at the top of this page.