Privacy Policy

Ubie Websites is the trading name of Ubie Ltd (company number 12380483). Our registered office is 27 Old Gloucester Street, London, WC1N 3AX, United Kingdom.

Ubie Ltd is responsible for deciding how personal information is used when you enquire about our services or deal with us as a customer. In data protection law, this makes us the “controller”.

For privacy questions or requests, email info@ubiewebsites.co.uk or write to the registered office above.

Enquiries and appointments: your name, business name, email address, phone number, website address, requirements, messages and booking details. We receive these from you through forms, email, phone, WhatsApp and our booking service.

Customer relationships: contact and billing details, agreed services, project instructions, website material, correspondence and support requests.

Website use: where the relevant tools are enabled, information about visits and interactions, device and browser details, online identifiers and advertising conversions. Google Analytics and Google Ads may use cookies or similar technologies. Google Tag Manager manages the deployment of tags; the data collected depends on the tags configured.

Please do not send passwords, full payment-card details or sensitive personal information through our general enquiry form.

Check before publication: confirm server logs, payment information, any call recording and any information obtained from referrals or public sources.

Answering enquiries and preparing quotations: to understand your requirements and respond. Where you would personally enter into the agreement, our basis is taking steps at your request before a contract. Where you represent a company, our legitimate interest is responding to business enquiries and arranging services with that company.

Providing services and support: to build and manage your website, arrange appointments, communicate with you and resolve support requests. We rely on our contract with you, or our legitimate interests in managing an organisation’s account where you are its representative.

Accounts and legal duties: to maintain financial records and meet applicable tax, accounting and other legal obligations.

Managing and protecting our business: to maintain appropriate records, investigate misuse and deal with complaints or legal claims. Our basis is our legitimate interests in running and protecting the business, balanced against your rights.

Measurement and marketing: to understand website performance and measure advertising results where lawful. Consent is required for advertising tracking. Promotional communications must follow the applicable consent or permitted business-marketing rules; sending an enquiry does not automatically subscribe you to marketing.

Check before publication: confirm which marketing channels and audiences are used and the corresponding lawful basis, including any processing of customer data in Zoho Analytics or Brevo.

Our contact form requires your name, email address, phone number and message. Your business name is optional. These details help us understand and respond to your enquiry. You are not legally required to submit the form; you can instead contact us by email or phone.

Some information may be needed to enter into or fulfil a service agreement. If required details are not supplied, we may be unable to provide the requested service. We will explain this when relevant.

We use the following services to operate the business:

• Zoho CRM: managing enquiries, contact details and customer relationships.
• Zoho Mail: sending, receiving and storing business email.
• Zoho Bookings: arranging appointments and handling booking details.
• Zoho Desk: managing customer-support requests and related correspondence.
• Zoho Analytics: business reporting using the information connected to that service.
• Google Analytics: website usage measurement.
• Google Tag Manager and Google Ads conversion tracking: managing website tags and measuring responses to advertising.
• Brevo: email communications and marketing where used and permitted.

WhatsApp receives information when you choose to contact us through its service. Third-party services may also process information for their own purposes under their privacy notices. Our site displays Trustpilot review content.

Personal information may also need to be shared with hosting, payment and accounting providers, professional advisers or authorities where required by law. Providers should receive only the information needed for their role.

Check before publication: confirm Brevo, identify the hosting and payment arrangements, and check actual data flows, supplier contracts, contractor access and Trustpilot loading behaviour.

Before publication: confirm which providers store or access personal data outside the UK, the destinations involved and the transfer arrangements actually used. Where relevant, describe UK adequacy regulations or the applicable UK International Data Transfer Agreement/Addendum and how a person can request a copy of the safeguards. Do not state that information stays in the UK without verifying this.

There is no single UK legal maximum for keeping personal information. Retention depends on the purpose, legal duties and whether the information is still needed.

Proposed retention schedule — configure and confirm before publication:

• Unsuccessful enquiries: normally 12 months after the last meaningful contact, to handle follow-up questions and avoid losing the context of a genuine enquiry. Delete earlier if it is no longer needed.
• Essential customer and contract records: normally up to six years after the service relationship ends, where needed to address contractual matters or legal claims. This does not mean retaining every email or project file for six years.
• Routine support records: review 24 months after the request is closed and remove information no longer needed. Keep relevant evidence longer only where necessary for an ongoing service, complaint or claim.
• Accounting and tax records: generally six years from the end of the financial year concerned, or longer where a specific legal requirement applies.
• Marketing preferences: retain only the information needed while marketing remains lawful and relevant. Keep a minimal suppression record where necessary to honour an unsubscribe or objection.

A specific legal obligation, active dispute or investigation may justify keeping relevant records longer. Once no longer needed, personal information should be deleted or irreversibly anonymised.

Check before publication: set and document the actual periods for analytics, advertising identifiers, security logs and backup rotation. Apply the approved schedule across Zoho, Brevo, email, local copies and other suppliers; changing this notice does not change those systems.

Google Analytics measures website use, while Google Ads conversion tracking helps measure the results of advertising. Google Tag Manager manages configured website tags. These technologies may process device information, online identifiers and interactions with our website.

Advertising tracking requires consent under the applicable UK rules. Any reliance on an exception for statistical measurement must meet all the conditions of that exception; analytics should not simply be treated as essential.

Service emails, appointment confirmations and replies to enquiries are different from promotional messages. Where we send marketing, you can unsubscribe using the link provided or contact us to object. This does not stop necessary messages about services you have requested.

Check before publication: audit the actual cookies and tags, document their durations and providers, test the consent and withdrawal controls, and add the correct cookie-policy link. Confirm the marketing permissions and unsubscribe process used in Brevo and Zoho.

Depending on the circumstances, you can ask to access your personal information, correct inaccurate details, erase information, restrict its use or receive qualifying information in a portable format. These rights are subject to the conditions and exceptions in data protection law.

Your right to object: you can object to processing based on legitimate interests for reasons relating to your situation. You can object to use of your personal information for direct marketing at any time.

Where processing is based on consent, you can withdraw that consent. This does not affect the lawfulness of processing before withdrawal.

Send requests to info@ubiewebsites.co.uk. We may need information to confirm your identity. We will respond within the applicable legal timeframe, normally one month, and explain any lawful extension or exception.

If you are concerned about how we use your personal information, contact us at info@ubiewebsites.co.uk.

You can also complain to the Information Commissioner’s Office, the UK data protection regulator, through ico.org.uk/make-a-complaint/.

Before publication: confirm the internal complaint-handling process and add any relevant privacy representative or data protection officer contact.

This notice concerns Ubie’s own handling of personal information. Where a customer determines how information is used on a website that we host or maintain, that customer’s privacy notice applies to that use. Our processing on their behalf is governed by the applicable service agreement and data-processing terms.

Before publication: describe the security measures actually used, without exposing security-sensitive details. Confirm whether any solely automated decisions with legal or similarly significant effects occur and provide the required information if they do.

We will update this notice when our services or use of personal information changes. The published notice will show its last-updated date.