Legal
Privacy Policy & Cookie Notice
Digitopia Design Ltd · Registered in England & Wales
Company No: #12037302 · Last updated: 16 April 2026
We've written this in plain English. We know privacy policies are usually impossible to read. We've tried to make this one actually useful - explaining what we collect, why, and what you can do about it. If something isn't clear, email us.
Section 01
Who we are
We are Digitopia Design Ltd, a digital agency based in the UK offering WordPress design and development, UX strategy, local SEO, and growth operations services.
For the purposes of UK GDPR and the Data Protection Act 2018, we are the data controller for personal data collected through this website and in connection with our services.
Our contact details
digitopia.design · hello@digitopiadesign.com
Registered in England & Wales · Company No: #12037302
Section 02
Data we collect and when
We only collect data that we actually need. Here's what we collect and when:
| Data type | When collected | Why |
|---|---|---|
| Name & email address | Contact form, booking form | To respond to your enquiry or confirm your booking |
| Company name | Contact form (optional) | To understand your business context |
| Phone number | Booking form (optional) | For call reminders if you choose to provide it |
| Message content | Contact/enquiry forms | To respond to your specific question or project brief |
| IP address & browser data | Automatically - all visits | Security, analytics, and fraud prevention |
| Page views & behaviour | If analytics cookies accepted | To understand how people use our site and improve it |
| Payment information | Stripe - purchases (Rank Map) | To process your payment. We never store card details - Stripe handles this. |
We don't buy or scrape data
Every piece of personal data we hold was provided directly by the person it belongs to - either through our website, a booking, or an active client relationship.
Section 03
How we use your data
We use the personal data we collect for these specific purposes:
- Responding to enquiries and project briefs submitted through our contact forms
- Confirming and managing bookings made through our cal.com booking system
- Delivering paid products (Rank Map) and communicating about your order
- Sending invoices and project communications to active clients
- Sending our email newsletter - but only if you've explicitly opted in
- Understanding how visitors use our site so we can improve it (analytics, if accepted)
- Complying with our legal obligations (e.g. keeping financial records)
We don't use your data for advertising
We don't sell your data, use it for retargeting ads, or share it with ad networks. Full stop.
Section 04
Our legal basis for processing
Under UK GDPR, we need a lawful basis to process your personal data. Here's what applies to each activity:
| Activity | Legal basis |
|---|---|
| Responding to enquiries | Legitimate interests - you've asked us to respond |
| Processing bookings | Contract - to fulfil your booking |
| Delivering paid products | Contract - to fulfil your purchase |
| Sending invoices | Legal obligation (financial record-keeping) |
| Email newsletter | Consent - opt-in only, unsubscribe any time |
| Analytics (if accepted) | Consent - via cookie banner |
| Security & fraud prevention | Legitimate interests |
Section 05
Who we share your data with
We share data with the following third-party services where necessary to operate our business. We've listed them because you deserve to know:
| Service | Purpose | Where data is processed |
|---|---|---|
| Cal.com Booking Plugin | Scheduling calls and appointments | Your WordPress server (EU/UK) |
| Stripe | Payment processing for Lab products | EU - Stripe's GDPR-compliant servers |
| Google Analytics 4 | Website analytics (if cookies accepted) | USA - Standard Contractual Clauses |
| Site Mailer (Elementor) | Transactional emails from contact forms | EU |
| Pabbly Connect / Make.com | Workflow automation for product delivery | EU |
| ClickUp | Project management (client names, briefs) | USA - SCCs in place |
We don't share your data with anyone else. No data brokers, no marketing platforms, no third-party ad networks.
Section 06
How long we keep your data
- Enquiries that didn't convert to a project - deleted within 6 months of last contact
- Active client records - kept for the duration of the project plus 6 years (UK financial record-keeping requirement)
- Invoices and financial records - 6 years, as required by HMRC
- Booking data - deleted within 3 months of the booking date if no project follows
- Email newsletter subscribers - kept until you unsubscribe, then deleted within 30 days
- Analytics data (GA4) - retained for 14 months as per our GA4 configuration
When data reaches its retention limit, we delete it from all systems including our email, ClickUp, and any other platforms where it may be stored.
Section 07
Cookies
Cookies are small text files stored in your browser. We use them for the following purposes:
Essential cookies (always active)
These are necessary for the website to function. They cannot be turned off.
| Cookie name | Purpose | Duration | Type |
|---|---|---|---|
| wordpress_* | WordPress session management (admin area only) | Session | Required |
| wp-settings-* | WordPress UI preferences (admin area only) | 1 year | Required |
| [consent_cookie] | Stores your cookie consent choice | 6 months | Required |
Analytics cookies (optional)
Only set if you accept analytics cookies via our cookie banner.
| Cookie name | Purpose | Duration | Type |
|---|---|---|---|
| _ga | Google Analytics - distinguishes unique users | 2 years | Analytics |
| _ga_[ID] | Google Analytics 4 - session data | 2 years | Analytics |
Managing your cookie preferences
You can change your cookie preferences at any time by clicking the Cookie icon in the bottom left of the page, or by clearing cookies in your browser settings. Withdrawing consent won't affect data already collected.
No advertising cookies
We don't run retargeting campaigns through this website. We don't use Facebook Pixel, Google Ads remarketing tags, or any other advertising cookies. If we ever change this, this policy will be updated first.
Section 08
Your rights under UK GDPR
Right of access
You can request a copy of the personal data we hold about you, free of charge.
Right to rectification
If any data we hold about you is inaccurate or incomplete, you can ask us to correct it.
Right to erasure
You can ask us to delete your personal data. Some exceptions apply where we're required to keep records by law.
Right to restrict processing
You can ask us to stop processing your data in certain circumstances - for example, while a complaint is being investigated.
Right to portability
You can request a machine-readable copy of your data to transfer to another service provider.
Right to object
You can object to processing based on legitimate interests, including any direct marketing we send.
Right to withdraw consent
Where we process data based on consent (newsletter, analytics cookies), you can withdraw consent at any time.
Right to complain
If you're unhappy with how we've handled your data, you can complain to the ICO at ico.org.uk.
Section 09
Contact us about privacy
If you have any questions about this policy, want to exercise your rights, or just want to understand something better - please get in touch. We'll reply within one business day.
For all privacy-related requests and questions:
- hello@digitopiadesign.com
- Digitopia Design Ltd, Registered in England & Wales
We'll respond to data rights requests within 1 month, as required by UK GDPR.
This policy was last updated on 16th April 2026. When we make significant changes, we'll update the date at the top of this page and note what changed. If you've signed up to our newsletter, we'll email you about any material changes.