ScopeSite LTD (trading as ScopeSite Digital Studios)
Company Registration Number: 16130355
Effective Date: 5th January 2026
1. Introduction
ScopeSite LTD, trading as ScopeSite Digital Studios ("we", "us", "our", or "ScopeSite"), is committed to protecting your privacy and handling your personal data responsibly.
This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website, services, or interact with us. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using our website or services, you acknowledge that you have read and understood this Privacy Policy.
2. Who We Are
Data Controller: ScopeSite LTD
Company Registration Number: 16130355
Registered Address: 4 Horse Close, Beckington, Somerset, BA11 6SU
Business Address: Based in Frome, Somerset
Email: dan@scopesite.co.uk
Telephone: 01373 311 339
For any questions about this Privacy Policy or how we handle your data, contact us at dan@scopesite.co.uk.
3. Information We Collect
We may collect and process the following types of personal data:
3.1 Information You Provide Directly
- Contact Information: Name, email address, phone number, business name, and address
- Account Information: Login credentials for client portals or platforms we provide
- Project Information: Content, images, documents, and materials you provide for your projects
- Payment Information: Billing address and payment details (processed securely via third-party payment processors)
- Communications: Emails, messages, feedback, and any correspondence with us
3.2 Information Collected Automatically
- Device Information: IP address, browser type, operating system, and device identifiers
- Usage Data: Pages visited, time spent on pages, navigation paths, and interactions with our website
- Cookies and Similar Technologies: See Section 8 for our Cookie Policy
3.3 Information from Third Parties
- Analytics Providers: Aggregated and anonymised usage data from services like Google Analytics or Vercel Analytics
- Payment Processors: Transaction confirmations and payment status (we do not store full card details)
4. How We Use Your Information
We use your personal data for the following purposes:
4.1 To Provide Our Services
- Delivering web design, development, and digital marketing services
- Managing your account and client portal access
- Processing payments and invoicing
- Communicating about project progress, deliverables, and support
4.2 To Improve Our Services
- Analysing website usage to improve user experience
- Identifying and fixing technical issues
- Developing new features and services
4.3 To Communicate With You
- Responding to enquiries and support requests
- Sending project updates and service notifications
- Marketing communications (only with your consent)
4.4 To Meet Legal Obligations
- Complying with UK tax, accounting, and legal requirements
- Responding to lawful requests from authorities
- Establishing, exercising, or defending legal claims
5. Legal Basis for Processing
Under UK GDPR, we process your personal data based on the following legal grounds:
| Purpose | Legal Basis |
|---|---|
| Providing services to you | Performance of a contract |
| Processing payments | Performance of a contract |
| Responding to enquiries | Legitimate interests |
| Improving our website and services | Legitimate interests |
| Marketing communications | Consent |
| Complying with legal obligations | Legal obligation |
| Protecting our legal rights | Legitimate interests |
Where we rely on legitimate interests, we have assessed that our interests do not override your fundamental rights and freedoms.
6. How We Share Your Information
We do not sell your personal data. We may share your information with:
6.1 Service Providers
Third-party providers who help us deliver our services, including:
- Hosting Providers: Vercel, Railway, or similar platforms
- Payment Processors: Stripe, GoCardless, or similar services
- Email Services: For transactional and marketing emails
- Analytics Providers: Google Analytics, Vercel Analytics
- Cloud Storage: For secure file storage and backups
All service providers are contractually obligated to protect your data and only process it on our instructions.
6.2 Professional Advisers
Accountants, lawyers, or other professional advisers where necessary for business operations or legal matters.
6.3 Legal Requirements
We may disclose your information if required by law, court order, or government request, or to protect the rights, property, or safety of ScopeSite, our clients, or others.
6.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the new owner. We will notify you of any such change.
7. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:
| Data Type | Retention Period |
|---|---|
| Client project files | Duration of contract + 2 years |
| Financial records | 7 years (UK legal requirement) |
| Marketing consent records | Until consent is withdrawn |
| Website analytics | 26 months (anonymised) |
| Support correspondence | 3 years from last contact |
| Account data | Duration of account + 1 year |
After the retention period, data is securely deleted or anonymised.
8. Cookies and Tracking
8.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help websites function properly and provide information to site owners.
8.2 Cookies We Use
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Required for website functionality (e.g., security, session management) | Session |
| Analytics | Help us understand how visitors use our site (e.g., Google Analytics, Vercel Analytics) | Up to 2 years |
| Preferences | Remember your settings and preferences | Up to 1 year |
8.3 Managing Cookies
You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.
Most browsers allow you to:
- View cookies stored on your device
- Delete all or specific cookies
- Block third-party cookies
- Block all cookies from specific sites
8.4 Third-Party Cookies
Our website may contain links to third-party sites or embedded content (e.g., YouTube videos, social media buttons). These third parties may set their own cookies. We are not responsible for third-party cookie practices.
9. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
9.1 Right of Access
You can request a copy of the personal data we hold about you.
9.2 Right to Rectification
You can request correction of inaccurate or incomplete data.
9.3 Right to Erasure
You can request deletion of your data where there is no compelling reason for continued processing.
9.4 Right to Restrict Processing
You can request that we limit how we use your data in certain circumstances.
9.5 Right to Data Portability
You can request your data in a structured, commonly used, machine-readable format.
9.6 Right to Object
You can object to processing based on legitimate interests or for direct marketing purposes.
9.7 Rights Related to Automated Decision-Making
You have the right not to be subject to decisions based solely on automated processing that significantly affect you.
9.8 Right to Withdraw Consent
Where processing is based on consent, you can withdraw consent at any time without affecting the lawfulness of prior processing.
Exercising Your Rights
To exercise any of these rights, contact us at dan@scopesite.co.uk. We will respond within one month. If your request is complex, we may extend this by a further two months, but we will inform you within the first month.
There is no fee for exercising your rights unless your request is manifestly unfounded or excessive.
10. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- Encryption of data in transit (HTTPS/TLS)
- Secure hosting with reputable providers
- Access controls and authentication
- Regular security reviews
- Staff confidentiality obligations
While we take all reasonable precautions, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but will notify you and relevant authorities of any breach as required by law.
11. International Transfers
Your data is primarily stored and processed within the UK and European Economic Area (EEA).
Where we use service providers based outside the UK/EEA (e.g., some cloud services), we ensure appropriate safeguards are in place, such as:
- UK adequacy regulations
- Standard Contractual Clauses (SCCs)
- Certification schemes
12. Children's Privacy
Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately and we will delete it.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements.
When we make significant changes, we will:
- Update the "Effective Date" at the top of this policy
- Notify existing clients via email where appropriate
- Post a notice on our website
We encourage you to review this policy periodically.
14. Complaints
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Website: ico.org.uk
Telephone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would appreciate the opportunity to address your concerns before you contact the ICO. Please reach out to us first at dan@scopesite.co.uk.
15. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
ScopeSite LTD (trading as ScopeSite Digital Studios)
Email: dan@scopesite.co.uk
Telephone: 01373 311 339
Address: 4 Horse Close, Beckington, Somerset, BA11 6SU
ScopeSite LTD (trading as ScopeSite Digital Studios)
Company Registration Number: 16130355
Last Updated: 5th January 2026