Privacy policy

This Privacy Policy explains how South Digital Ltd (“South Digital”, “we”, “us”, “our”) collects, uses, and protects your personal information when you use our website and services.

We are committed to handling your information in a clear, respectful, and secure way.

South Digital Ltd is a web design and development studio.

Legal entity

South Digital Ltd

Company number

11859310

Registered in

United Kingdom

Registered office

Unit 8 The Courtyard, Gaulby Lane, Stoughton, Leicester, LE2 2FL

Email

hello@south.digital

For the purposes of data protection law, South Digital is usually the “data controller” for the personal information we collect through our own website and marketing.

When we handle data on behalf of our clients (for example, when we manage their website, forms, or simple automations) we usually act as a “data processor” and follow their instructions.

This policy applies when you:

• Visit our website at south.digital or any related subdomains
• Fill in a contact or “Get started” form
• Book a call with us
• Communicate with us by email, phone, or messaging apps
• Work with us as a client, supplier, or partner

It does not cover websites or tools that belong to other companies, even if we link to them or use them as part of a project.

The type of information we collect depends on how you interact with us. We may collect:

4.1 Information you provide to us

• Contact details Name, email address, company name, role, and country.
• Project information Information you share about your website, business, goals, budget, and timelines.
• Account and billing information (for clients) Billing contact name, company address, VAT or tax details, and basic payment records (we do not store full card details if payments go through a third party provider).
• Content and files you share For example: website copy, brand assets, screenshots, documents, or example data so we can work on your project.
• Communication history Emails, messages, and call notes so we can keep track of what we have discussed.

4.2 Information we collect automatically

When you visit our website we may collect:

• Usage data Pages visited, links clicked, time on page, approximate location (city or region), device type, browser type and version, operating system.
• Technical data IP address, referrer URL, and basic diagnostic information for security and performance.

This is usually collected through cookies or similar technologies. You can read more about this in our Cookie Policy.

4.3 Information from third parties

We may receive personal information from:

• Booking tools when you schedule a call
• CRM, analytics, or email tools that track our own marketing
• Our clients, when they share user or customer data we need in order to provide our services

When we handle your information on behalf of a client, that client is responsible for explaining how your data is used and for providing a legal basis.

We use your personal information for the following purposes:

To respond to inquiries and provide proposals

• Answer questions you send via forms, email, or messaging
• Review your current website and needs
• Prepare recommendations, scopes of work, and quotes

To deliver our services

• Plan and manage projects
• Build, update, and maintain websites
• Provide design, development, SEO, copywriting, and automation support
• Communicate with you throughout a project

To run and improve our business

• Keep internal records
• Manage contracts and invoices
• Monitor website performance and security
• Improve our services and user experience

To send you updates if you opt in

• Occasional emails about useful content, updates, or offers
• You can unsubscribe at any time

To meet legal, regulatory, or risk management obligations

• Keeping records for tax and accounting
• Handling complaints or legal claims

We do not sell your personal information.

Under UK and EU data protection law we must have a legal basis to process your personal data. We typically rely on:

Contract

Where processing is necessary to enter into or perform a contract with you. For example: providing a quote, delivering a project, or managing your account.

Legitimate interests

Where we have a reasonable business interest that does not override your rights. For example: keeping basic records of past conversations, monitoring website performance, and improving our services.

Consent

Where you have clearly agreed to a specific use. For example: signing up to receive marketing emails or optional cookies.

Legal obligation

Where we must keep or share information to comply with the law. For example: tax and accounting records.

We may share your information with:

Trusted service providers

For example:

• Website hosting and analytics providers
• Email and CRM tools
• Project management and file storage tools
• Online meeting and scheduling tools

These providers only use your data to provide services to us and are bound by data protection agreements.

Clients

If we are working on a project where your data needs to be shared with a client, we will only do this where it is clearly part of the service.

Professional advisers

Such as accountants, lawyers, or insurers where reasonably necessary.

Authorities

Where we are required to by law or in connection with legal claims.

We do not sell or rent your personal data to third parties.

We are based in the United Kingdom, but some of our service providers or tools may be located outside the UK and European Economic Area (EEA), for example in the United States.

Where personal data is transferred internationally, we will take steps to make sure appropriate safeguards are in place, such as:

• Using providers in countries that have an adequacy decision, or
• Using standard contractual clauses or similar protections approved under data protection law.

We only keep your personal information for as long as it is needed for the purposes set out in this policy, or as required by law.

As a guide:

• Inquiry and sales information Usually kept for up to 2 years after our last interaction, to understand past conversations and follow up if appropriate.
• Client project records Usually kept for up to 6 years after a project ends, to meet legal obligations and handle any questions or claims.
• Financial records Kept for the period required by tax and accounting law.

We may keep information for longer where we need it for legal reasons. When information is no longer needed, we will delete or anonymize it.

We use a mix of technical and organizational measures to help keep your information secure, including:

• Secure devices and accounts
• Access controls for internal tools
• Use of reputable, well maintained third party providers
• Regular software updates

No system is perfectly secure, but we take reasonable steps to reduce risk and choose tools that treat data seriously.

Depending on where you live, you may have rights over your personal information, including:

Right to access

Ask for a copy of the personal data we hold about you.

Right to correction

Ask us to correct inaccurate or incomplete information.

Right to deletion

Ask us to delete your personal data, in certain situations.

Right to restrict processing

Ask us to pause the use of your data in certain cases.

Right to object

Object to certain types of processing, such as direct marketing.

Right to data portability

Ask for your data in a structured, machine readable format, in some cases.

To exercise any of these rights, please email hello@south.digital with your request. We may need to confirm your identity before acting on your request.

If you are not happy with how we handle your personal data, you also have the right to complain to your local data protection authority.

In the UK, this is the Information Commissioner’s Office (ICO).

We use cookies and similar technologies to run our website and understand how it is used.

• Some cookies are necessary for the site to function.
• Other cookies are used for analytics and performance.
• Where required, we will ask for your consent before using non essential cookies.

For more detail, including the types of cookies we use and how to change your preferences, please read our Cookie policy.

Our services are aimed at businesses and adult professionals.

We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal data, please contact us at hello@south.digital and we will delete it where appropriate.

Our website may contain links to other websites or services. We are not responsible for how those sites collect or use your data.

We encourage you to read the privacy policies of any third party sites you visit.

We may update this Privacy Policy from time to time.

If the changes are material, we may also provide a clearer notice on our website.

If you have any questions about this Privacy Policy or how we handle your personal information, you can contact us at:

Email: hello@south.digital