[Privacy Policy]
Last updated:
This policy explains how Prox Digital Agency collects and uses personal information when you visit proxdigitalagency.co.uk, contact us, or work with us. It also explains your rights and how to use them.
1. Who we are
Prox Digital Agency is the trading name of Prox Digital Ltd, a company registered in England and Wales under company number+44 204 525 7801. Registered office: 24 Philip Avenue, Romford, England, RM7 0XD.
We are the controller of the personal information described in this policy.
Contact us about privacy: contact@proxdesign.studio ·+44 204 525 7801· or write to us at the address above.
2. Summary
- We collect what you give us when you enquire, plus basic technical data when you use the site.
- We use it to reply to you, to deliver work you’ve hired us for, and to keep the site secure.
- We use analytics cookies only if you agree to them.
- We don’t sell your information.
- You can ask to see, correct or delete your information at any time.
3. What we collect
Information you give us
- Contact and enquiry forms: name, email address, phone number, company name, website, the service you’re interested in, budget range and your message.
- Email, phone and WhatsApp: whatever you choose to send us, plus your contact details.
- Clients: business contact details, billing information, and any account logins, files or data you share so we can do the work.
- Job applicants: your CV, cover letter and application details.
Information collected automatically
- Security data: when you submit a form, we record your IP address and the time of submission. This helps us detect and block spam and abuse.
- Analytics data (only with your consent): the pages you visit, how you arrived (for example a search engine or link), device and browser type, approximate location (city or region), and actions such as clicking to call, email or submit a form.
- Server logs: our hosting provider automatically records requests to the site, including IP addresses, for security and to keep the site working.
We don’t knowingly collect special category information (such as health data), and we ask you not to send it through our forms.
4. How we use it, and our lawful basis
| Purpose | Lawful basis |
| Replying to your enquiry and preparing proposals or quotes | Legitimate interests (responding to people who contact us) or steps before entering a contract, at your request |
| Delivering services to clients, managing projects, invoicing | Contract |
| Keeping accounting and tax records | Legal obligation |
| Blocking spam, fraud and abuse, and keeping the site secure (including IP logging) | Legitimate interests (protecting our site and business) |
| Website analytics to understand and improve the site | Consent (via our cookie banner) |
| Sending marketing emails, such as news, insights and offers | Consent, or for existing clients, the “soft opt-in” for similar services. You can unsubscribe at any time. |
| Recruitment | Legitimate interests and steps before entering a contract |
| Defending or bringing legal claims | Legitimate interests |
Where we rely on legitimate interests, we have weighed our interests against your rights. You can ask us for details of that assessment.
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
5. How long we keep it
| Information | How long |
| Enquiries that don’t become client work | 24 months from our last contact |
| Client records and contracts | 6 years after the engagement ends (for tax and legal claims) |
| Form security logs (IP addresses) | 90 Days |
| Analytics data | 14 months (set in Google Analytics) |
| Unsuccessful job applications | 6 months, unless you agree we can keep your CV longer |
| Marketing preferences | Until you unsubscribe, then kept on a suppression list so we don’t contact you again |
After these periods, we securely delete or anonymise the information.
6. Who we share it with
We use trusted service providers who process information on our behalf, under contracts that require them to protect it:
- Website hosting: Hostinger
- Email and office software: Google Workspace
- Analytics: Google Analytics and Google Tag Manager (Google Ireland Ltd / Google LLC)
- Messaging: WhatsApp (WhatsApp Ireland Ltd / Meta), if you choose to contact us that way
- CRM or project management: HubSpot and ClickUp
- Accounting: Accountant
We may also share information with professional advisers (lawyers, accountants, insurers), with authorities where the law requires it, or with a buyer if our business is sold or restructured.
We do not sell your personal information.
7. International transfers
Some of our providers, including Google and Meta, process data outside the UK, for example in the United States. When that happens, we make sure it is protected by one of these:
- a UK adequacy decision (including the UK Extension to the EU–US Data Privacy Framework, where the recipient is certified),
- the UK International Data Transfer Agreement, or
- the UK Addendum to the EU Standard Contractual Clauses.
Contact us for more detail on the safeguard used for a particular transfer.
8. Cookies
Cookies are small files stored on your device. We use:
| Type | What it does | Consent needed? |
| Strictly necessary | Makes the site work, remembers your cookie choice, protects forms from spam | No |
| Analytics (Google Analytics _ga, _ga_*) | Measures visits and how the site is used | Yes |
Analytics and marketing cookies only load after you click Accept on our cookie banner. You can change your choice at any time using Cookie Settings in the footer, or by clearing cookies in your browser.
9. Your rights
Under UK data protection law, you have the right to:
- Access: get a copy of the personal information we hold about you
- Rectification: have inaccurate information corrected
- Erasure: have your information deleted in certain circumstances
- Restriction: ask us to limit how we use your information
- Object: object to processing based on legitimate interests, and to direct marketing at any time
- Portability: receive information you gave us in a reusable format, where processing is based on consent or contract
- Withdraw consent: at any time, where we rely on consent (this doesn’t affect processing before you withdrew)
To use any of these rights, contact us using the details in section 1. We will respond within one month. Complex requests can take up to two months more, and if so we’ll tell you. We may need to confirm your identity first. We carry out reasonable and proportionate searches.
10. Security
We protect personal information with appropriate technical and organisational measures. These include encrypted connections (HTTPS), access controls, spam and abuse protection on our forms, and limiting access to staff who need it. No system is completely secure, but we take reasonable steps to protect your information.
11. Third-party websites
Our site links to other websites and platforms, such as social media. We are not responsible for their privacy practices, so please read their policies.
12. Complaints
If you’re unhappy with how we’ve handled your personal information, please contact us first at contact@proxdesign.studio . We will acknowledge your complaint within 30 days, investigate it, and tell you the outcome without undue delay.
If you’re still not satisfied, you can complain to the Information Commissioner’s Office (ICO): ico.org.uk · 0303 123 1113.
13. Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top shows when it last changed. If we make significant changes, we will make that clear on this page.
