Privacy Policy

1. Who We Are

The data controller responsible for your personal data is:

Delatrix Marketing Agency
The Bittoms, Kingston upon Thames, London, KT1, United Kingdom
Email: info@delatrix.co.uk

2. What Data We Collect

2.1 Data you give us directly

When you complete our contact form or email us, we collect:

• Your name
• Your email address
• Your company name (optional)
• The service you are enquiring about (optional)
• The content of your message

2.2 Data collected automatically

When you visit our website, our hosting provider may collect standard technical logs including your IP address, browser type, device type, pages visited, and referring URL. We use this data only for security and performance monitoring. We do not use tracking cookies or third-party analytics tools that process personal data.

2.3 Data we receive from third parties

If you contact us via social media (LinkedIn, Instagram, X/Twitter, or Facebook), we will receive your username and any information you include in your message. We do not purchase or receive data from data brokers.

3. Why We Use Your Data (Lawful Basis)

We process your personal data only where we have a lawful basis to do so under UK GDPR:

• Contract performance — processing necessary to deliver the services you have requested or engaged us for.
• Legitimate interests — responding to enquiries submitted through our contact form; maintaining security of our systems; improving our website.
• Legal obligation — retaining financial records as required by HMRC and UK law.
• Consent — if we send you marketing communications by email, we will only do so with your explicit prior consent, which you may withdraw at any time.

4. How We Use Your Data

We use the personal data we collect to:

• Respond to your enquiries and provide the services you request
• Manage our ongoing client relationships
• Send service-related communications (invoices, updates, project information)
• Send marketing communications — only if you have opted in
• Comply with legal and regulatory obligations
• Monitor and improve website security and performance

We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.

5. Who We Share Your Data With

We do not sell, rent, or trade your personal data. We may share it with trusted third-party service providers who assist us in operating our business, subject to strict data processing agreements. These include:

• Resend — email delivery service for contact form submissions (data processed in the US/EU under standard contractual clauses)
• Hosting providers — our website infrastructure provider

We may also disclose data where required by law, court order, or to protect the rights and safety of Delatrix or others.

6. International Transfers

Some of our service providers are based or process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place — including UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses — to protect your data to the same standard as within the UK.

7. How Long We Keep Your Data

• Enquiry data (contact form submissions) — retained for 24 months unless a client relationship forms, after which the longer retention period below applies
• Client data — retained for 7 years from end of engagement to comply with HMRC requirements
• Marketing consent records — retained until consent is withdrawn, plus 12 months
• Website logs — typically retained for 90 days by hosting providers

When data is no longer needed, it is securely deleted or anonymised.

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right to access — you can request a copy of the 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 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 machine-readable format
• Right to object — you can object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent — where we rely on consent, you can withdraw it at any time

To exercise any of these rights, contact us at info@delatrix.co.uk. We will respond within one calendar month. You have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

9. Cookies

Our website does not currently use analytical or marketing cookies. We use only technically necessary browser functionality required for the site to operate. If this changes, we will update this policy and implement a consent mechanism before setting any non-essential cookies.

10. Security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. Our website is served over HTTPS. Contact form data is transmitted to our secure email system via an encrypted API. Access to client data is restricted to authorised team members only.

No method of transmission over the Internet is 100% secure. If you believe your data has been compromised, please contact us immediately at info@delatrix.co.uk.

11. Children's Privacy

Our services are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of this page. For significant changes, we will take reasonable steps to notify affected individuals. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact:

Data Controller: Delatrix Marketing Agency
The Bittoms, Kingston upon Thames, London, KT1, United Kingdom
Email: info@delatrix.co.uk