Privacy Policy

Your Site Matters Privacy Policy

Date of publication: 31^st March 2023

Our contact details

Name: Amy Dudbridge

Address: 11 Dormer Place, Leamington Spa, CV32 5AA

Phone Number: 01926 757575

E-mail: heretohelp@yoursitematters.co.uk

The type of personal information we collect

We currently collect and process the following information:

Names
Email addresses
Phone numbers
Mobile phone numbers
Addresses
Customer financial information
Email account login information
Website user statistics
Website usernames and login information
Domain registrar account information
Hosting provider account information
IP addresses
Location identifiers
Cookie identifiers
Social media account handles and login information

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

You email us (for example with an enquiry or support request)
You book a meeting with us
You call us or leave a message
You send us a WhatsApp message
You send us a SMS message
You send us a message via a social media platform (such as Linkedin or Facebook)
You fill out an enquiry form on our website
You have agreed for us to send a proposal or quotation
You have signed or accepted a proposal or quotation
We need to send you an invoice
You have paid an invoice
You have set up a payment subscription (for example for domain name renewals, website hosting, website maintenance)
You have asked us to purchase plugin licenses on your behalf
You have asked us to set up email accounts on your behalf
You have asked us to purchase domain names on your behalf
We need your details to be able to send information or assets related to the services we are providing
We need your details to inform you of services that are due for renewal or that have expired
You have asked for a recommendation (for example for third party suppliers or service providers)

We also receive personal information indirectly, from the following sources in the following scenarios:

Receiving your details from someone who has recommended our services to you
Finding your details on contact lists created and maintained by networking groups that we are a member of
You have provided personal data that will be used as content on a website we are building or maintaining for you (for example, contact details or photographs of employees, testimonials received from your customers)
You have given us permission to access your accounts for third party providers related to the services we are providing and/or maintaining (for example, existing websites, email accounts, domain registrations, website hosting accounts, payment processing accounts, email marketing service accounts, social media accounts)
Google Analytics data from our website
Cookies on our website (where you have permitted our use of cookies)
Personal data, financial transactions and communications processed by our client’s websites that we build and/or maintain
Personal data and communications processed by our client’s email accounts that we may see while providing support for those accounts

We use the information that you have given us in order to:

Contact you for specific processes, including:
- Registering you as a new client
- Managing payments, subscriptions and fees
- Notifying you of changes to our terms and conditions or policies
- Asking for your consent to receive marketing communications
- To make suggestions and recommendations to you about products and services that may be of interest to you
- Asking you to leave a review or take a survey
- Checking that the information we hold on file is accurate and up to date

Contact you, or a third party, for the purposes of carrying out our services and contractual obligations

Legitimate business interests, including:
- To administer and protect our business, brand and website, including: troubleshooting, data analysis, testing, system maintenance, support, reporting, hosting of data, provision of administration and IT services, network security, prevention of fraud
- To deliver relevant marketing and communications campaigns, including: website content, advertisements, email marketing, social media posts, presentations, public speeches, networking event activities
- To measure and understand the effectiveness of our marketing and communications campaigns, study how our clients use our products and services, to inform our marketing strategy and develop campaigns, and to grow our business

We may share this information with:

Our approved suppliers and sub-contractors
Google Analytics

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting heretohelp@yoursitematters.co.uk

(b) We have a contractual obligation.

How we store your personal information

Your information is securely stored.

We keep the personal information you have provided for the duration of time that you are a client of ours, or for 2 years after you have ceased to use any of our services. This includes:

Name
Email addresses
Phone numbers
Mobile phone numbers
Addresses
Customer financial information
Email account login information
Website usernames and login information
Domain registrar account information
Hosting provider account information
Social media account handles and login information

When we dispose of your data, we do so by permanently deleting it from all of our business systems, devices, software and cloud based storage tools. Our suppliers and sub-contractors are instructed to do the same where they hold your data for the purpose of you being a client of Your Site Matters.

Other personal information is tracked and stored with your consent by WordPress, Google Analytics, or other tracking mechanisms for the purposes of reporting. We do not use this data to directly identify you. The data is retained for as long as the tracking mechanism is in place. Sources include:

Website user statistics
IP addresses
Location identifiers
Cookie identifiers

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at:

heretohelp@yoursitematters.co.uk

01926 757575

Your Site Matters, 11 Dormer Place, Leamington Spa, Warwickshire, CV32 5AA

if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at

heretohelp@yoursitematters.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113