Privacy Policy

1. Who We Are

CommuniCopy is a website design and hosting company registered in Scotland under company number SC822936. Our registered office is at 87 Lindores Drive, East Kilbride, G74 1HJ.

For the purposes of data protection law, CommuniCopy is the Data Controller of your personal data.

If you have any questions about this policy or how we handle your data, please contact us at: gary@communicopy.com

2. What Personal Data We Collect

We may collect the following types of personal data:

• Contact information — your name, email address, and business name when you submit an enquiry via our contact form
• Communication data — any information you choose to include in messages you send to us
• Usage data — information about how you interact with our website, including your IP address, browser type, pages visited, and time spent on pages (collected via analytics tools)
• Technical data — device information, operating system, and browser settings

We do not collect sensitive personal data (such as health information, financial details, or biometric data) through this website.

3. How We Collect Your Data

We collect personal data in the following ways:

• When you submit our contact form
• When you email us directly
• Automatically through cookies and analytics tools when you browse our website

4. Why We Use Your Data (Legal Basis)

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following:

Legitimate Interests

We process your contact and enquiry data to respond to your messages and provide information about our services. This is in our legitimate business interests and we have assessed that it does not override your rights.

Contractual Necessity

If you become a client, we process your data as necessary to deliver the services set out in our agreement with you.

Legal Obligation

We may retain certain data to comply with our legal and regulatory obligations (e.g. tax and accounting records).

Consent

Where we use non-essential cookies or send marketing communications, we will ask for your consent first. You may withdraw consent at any time.

5. How We Use Your Data

We use your personal data to:

• Respond to your enquiries and provide quotations
• Deliver website design, hosting and related services to clients
• Maintain and improve our website
• Comply with legal obligations
• Send service-related communications (not marketing, unless you have consented)

We will never sell your personal data to third parties or use it for purposes beyond those stated above.

6. Who We Share Your Data With

We may share your data with trusted third-party service providers who help us operate our business:

• Formspree — our contact form processor, which receives and forwards enquiry data to us. They are subject to their own privacy policy and GDPR-compliant data handling practices.
• Google Analytics — we may use Google Analytics to understand how visitors use our website. This collects anonymised usage data. You can opt out via your browser settings or the Google Analytics opt-out tool.
• Email providers — we use standard email services to communicate with clients and enquirers.

All third-party processors are contractually required to handle your data securely and in compliance with UK data protection law.

We will disclose personal data if required to do so by law or by a competent authority.

7. How Long We Keep Your Data

• Enquiry data — retained for up to 12 months from last contact, unless you become a client
• Client data — retained for 6 years after the end of our business relationship, in line with HMRC requirements
• Analytics data — typically retained for 26 months (Google Analytics default)

After the relevant retention period, data is securely deleted or anonymised.

8. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate or incomplete data
• Right to erasure — you can ask us to delete your personal 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 structured, machine-readable format
• Right to object — you can object to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making — we do not carry out automated decision-making or profiling

To exercise any of these rights, please contact us at gary@communicopy.com. We will respond within 30 days.

9. Cookies

Our website may use cookies — small text files stored on your device — to improve your browsing experience and analyse site traffic.

Types of cookies we may use:

• Essential cookies — necessary for the website to function correctly
• Analytics cookies — help us understand how visitors use the site (e.g. Google Analytics)

You can control cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the website.

10. Data Security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. These include use of encrypted email communications, secure hosting environments, and access controls.

However, no transmission over the internet is completely secure. If you believe your data has been compromised, please contact us immediately.

11. Transfers Outside the UK

Some of our third-party service providers (such as Formspree and Google) may process data outside the UK. Where this occurs, we ensure that appropriate safeguards are in place in line with UK GDPR requirements, such as Standard Contractual Clauses or adequacy decisions.

12. Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will always be available on this page, with the date of last update shown at the top.

14. How to Complain

If you are unhappy with how we have handled your personal data, please contact us first at gary@communicopy.com so we can try to resolve the matter.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: ico.org.uk
• Helpline: 0303 123 1113