Privacy Policy

1. Who we are

This privacy policy applies to WebHQ Ltd (“WebHQ”, “we”, “us”, or “our”). We are the data controller for the personal data described in this policy.

2. What data we collect

We may collect the following categories of personal data:

• Contact and enquiry data: your name, email address, phone number, and any other information you provide when completing a contact or enquiry form on our website.
• Usage data: anonymised information about how you use our website, including pages visited and time spent on site, collected via Fathom Analytics (see section 6).
• Communications: records of any correspondence you have with us by email or other means.

3. How we use your data

We use the personal data we collect to:

• Respond to enquiries and provide services you have requested.
• Manage our contractual relationship with you or your business.
• Improve our website and understand how visitors use it (using anonymised analytics data only).
• Comply with our legal and regulatory obligations.

4. Legal basis for processing

We process your personal data on the following legal bases under UK GDPR:

• Contract: where processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.
• Legitimate interests: where we have a legitimate interest in processing your data (for example, to respond to enquiries and improve our services), provided those interests are not overridden by your rights and interests.
• Legal obligation: where processing is necessary to comply with a legal obligation to which we are subject.

5. How long we keep your data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or to satisfy any legal, accounting, or reporting requirements. In practice:

• Enquiry and contact data is retained for up to 3 years from the date of last contact, unless a longer period is required by law or to defend a legal claim.
• Anonymised analytics data does not constitute personal data and is not subject to retention limits under UK GDPR.

6. Third-party services

Fathom Analytics

Our website uses Fathom Analytics to understand how visitors use our site. Fathom is a privacy-focused analytics tool that does not use cookies and does not track individuals across websites. It collects no personally identifiable information and is compliant with UK GDPR, PECR, and other applicable privacy regulations. No consent is required for Fathom Analytics because it does not process personal data.

FormHQ

Contact and enquiry forms on our website are processed by FormHQ.uk, a GDPR-compliant form processing service. Any personal data you submit through our forms is handled in accordance with FormHQ's privacy practices. FormHQ acts as a data processor on our behalf, processing data only as instructed by us.

7. Cookies

Our website does not use cookies for tracking or advertising purposes. Fathom Analytics operates without cookies. We may use strictly necessary cookies to enable core website functionality where required.

8. Sharing your data

We do not sell, rent, or trade your personal data to third parties. We may share your data with:

• Our data processors (such as FormHQ) who process data on our behalf and under our instruction.
• Professional advisers (such as solicitors or accountants) where necessary.
• Regulatory authorities or law enforcement agencies where we are legally required to do so.

9. Your rights

Under UK GDPR, you have the following rights in respect of your personal data:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of your personal data in certain circumstances.
• Right to restriction: to request that we restrict processing of your data in certain circumstances.
• Right to data portability: to receive your data in a structured, commonly used, machine-readable format.
• Right to object: to object to processing based on legitimate interests.
• Rights relating to automated decision-making: we do not carry out automated decision-making or profiling that produces legal or similarly significant effects.

To exercise any of these rights, please contact us at web@webhq.uk. We will respond within one calendar month of receiving your request.

10. Right to complain

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the UK's supervisory authority:

We would, however, appreciate the opportunity to address your concerns before you approach the ICO, so please contact us in the first instance.

11. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this policy periodically.