Privacy policy.

1. Who we are

SmartPPC is a trading name of Pro Digital and provides freelance digital marketing services through smartppc.co.uk. In this policy, “we”, “us” and “our” refer to the business operating SmartPPC.

COMPLETE BEFORE PUBLISHING: Identify the legal data controller here. If you operate as a sole trader, use your full legal name followed by “trading as Pro Digital and SmartPPC”. If you operate through a limited company, use its full registered name. Add your business correspondence address.

We are the controller of personal information collected for our own enquiries, business relationships and website administration. This means we decide why and how that information is used.

2. Information we collect

The information we collect depends on how you interact with us. It may include:

• Contact details: your name, email address, telephone number, business name and website address.
• Enquiry and call details: your message, preferred call date and time, and information you share about your campaigns or project.
• Client information: correspondence, proposals, agreements, billing details and information needed to deliver the agreed work.
• Account and campaign information: account identifiers, user details, reports and relevant advertising or analytics data where you grant us access.
• Technical information: information recorded by website systems, such as IP addresses, browser details, request times and security logs.

We receive information directly from you through forms, email, telephone calls and our work together. We may also receive relevant business contact details from your colleagues or agency, and information from accounts you authorise us to access.

Please do not include passwords, payment card details or sensitive personal information in an enquiry form.

3. How and why we use your information

Responding to enquiries and arranging calls

We use your details to answer questions, discuss your requirements and agree a call time. Where you are considering entering a contract with us personally, this is necessary to take steps at your request before entering that contract. For general enquiries and business representatives, we rely on our legitimate interest in responding to requests and developing business relationships.

Providing services

We use relevant information to plan, deliver and communicate about agreed work. Our lawful basis is performance of our contract with you, or our legitimate interest in delivering services to the organisation you represent.

Business records and legal requirements

We retain relevant accounting and tax information to meet legal obligations. We may also use necessary records for our legitimate interests in handling complaints, resolving disputes and establishing or defending legal claims.

Website operation and security

We use necessary technical information for our legitimate interests in maintaining a functioning website, preventing abuse and investigating technical problems.

When relying on legitimate interests, we consider whether the use is necessary and whether your rights and interests outweigh ours.

Required form fields are marked. You do not have a legal obligation to submit an enquiry, but without the necessary contact details we may be unable to respond or arrange a call.

4. Forms and correspondence

Our contact and call request forms use Gravity Forms. Submitted information is processed through our WordPress website and the email systems used to receive and respond to enquiries.

Requesting a call does not confirm an appointment. We use your preferred availability to agree a suitable time with you.

Submitting an enquiry is not consent to receive a newsletter or unrelated promotional emails. If we introduce optional email updates, we will explain the use of your information when you sign up and provide a way to unsubscribe.

5. Cookies and website measurement

Cookies and similar technologies can support website functions, remember preferences and measure website activity. The technologies actually used on this website, their purposes and available controls are explained in our cookie policy.

COMPLETE BEFORE PUBLISHING: Confirm the tools active on this website, including analytics, advertising tags, spam protection, embedded content and externally hosted fonts. For any personal information they collect, identify the provider, information collected, purpose, lawful basis and retention period. Confirm how visitors can change their choices. Do not list a tool simply because SmartPPC manages it for clients.

Where consent is required for optional tracking, it must be obtained before that tracking takes place. This privacy policy does not itself provide that consent.

6. Who information is shared with

Where necessary for the purposes described above, information may be handled by:

• Website hosting, maintenance, security and backup providers.
• Email, communications and business document service providers.
• Advertising and analytics platforms involved in work you have authorised.
• Accountants, legal advisers and other professional advisers.
• Authorities or other recipients where disclosure is required by law or necessary to protect legal rights.

Access should be limited to information needed for the recipient’s role. Providers acting on our behalf must handle personal information under appropriate contractual instructions and safeguards.

7. Processing outside the UK

COMPLETE BEFORE PUBLISHING: Check where your hosting, email and other providers store personal information or allow it to be accessed. Identify any processing outside the UK and the applicable protection, such as UK adequacy regulations or contractual safeguards using the UK International Data Transfer Agreement or UK Addendum. If there are no such transfers, state that only after checking your providers.

You can contact info@smartppc.co.uk for information about international processing and to request details of any applicable safeguards.

8. How long information is kept

We keep personal information only for as long as it is needed for the purpose for which it was collected, including relevant legal and record-keeping requirements.

• Enquiries: retention depends on whether the enquiry remains active, whether follow-up has been agreed and whether a record is needed to resolve a complaint or dispute.
• Client and project records: retention takes account of the contract, ongoing support, handover requirements and relevant legal claim periods.
• Financial records: retention follows the tax and accounting requirements that apply to the business.
• Technical and tracking data: retention depends on the security purpose and the settings of the relevant service. Cookie durations are described in the cookie policy.

Information that is no longer needed is deleted or anonymised. Backup copies are removed through the relevant backup retention cycle.

9. Information handled for clients

When delivering advertising, tracking or website services, we may handle personal information on a client’s instructions. In that situation, the client will usually be the controller and we act as a processor under the agreed terms.

The client’s privacy notice explains its use of customer and prospect information. If your request concerns information held for a client, we will help direct it to the relevant controller and assist as required by our agreement.

10. Your data protection rights

Depending on the circumstances and the lawful basis for processing, you may have the right to:

• Access your personal information and receive a copy.
• Have inaccurate or incomplete information corrected.
• Have your information erased in certain circumstances.
• Restrict how your information is used.
• Receive information you provided in a portable format where the right to data portability applies.
• Withdraw consent where processing relies on consent, without affecting the lawfulness of earlier processing.

To make a request, email info@smartppc.co.uk or use the contact details above. Requests are normally handled free of charge and within one month. Where the law allows extra time, we will explain why. We may need information to verify your identity.

11. Questions and complaints

If you are concerned about how your personal information has been handled, please contact Jaimie at info@smartppc.co.uk so we can investigate.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint for information about raising a concern.

12. Changes to this policy

We will update this policy when our services, systems or use of personal information change. The date at the top shows when it was last updated. Where necessary, significant changes will also be brought to your attention directly.