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@digitopia.design 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 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

You can request a copy of the personal data we hold about you, free of charge.

If any data we hold about you is inaccurate or incomplete, you can ask us to correct it.

You can ask us to delete your personal data. Some exceptions apply where we’re required to keep records by law.

You can ask us to stop processing your data in certain circumstances — for example, while a complaint is being investigated.

You can request a machine-readable copy of your data to transfer to another service provider.

You can object to processing based on legitimate interests, including any direct marketing we send.

Where we process data based on consent (newsletter, analytics cookies), you can withdraw consent at any time.

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.

Get in touch

For all privacy-related requests and questions:

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.

We work Monday–Friday, 9–5 UK time. Delivery times exclude weekends and bank holidays.

Senior UX Strategy and Growth Operations for UK service businesses. We build your platform and run your marketing engine. No juniors. No account managers.

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