Privacy & Cookie Policy

1. Who we are

This website, thisisfoursocial.com, is run by Four Social Marketing & Web Design Ltd, a company registered in England and Wales (company number 16330359), with its registered office at 36 Ropergate, Pontefract, West Yorkshire, WF8 1LY. We also trade as Web Design Wakefield and provide the FOURLOOP lead system.

We are the data controller for the personal data described in this policy. That means we decide how and why it is used. We are registered with the Information Commissioner's Office (ICO) under registration number ZB820323.

If you have any questions about this policy, email kyle@thisisfoursocial.com or call 07725 842496.

2. What data we collect

When you contact us

If you fill in our contact form, email us, call us or message us on social media, we collect what you give us. On our contact form that is your name, phone number, email address, the service you are interested in and your message.

When you become a client

We collect the details we need to deliver our services and bill you, such as your name, business name, contact details, billing address, payment records and the information and logins you share with us for your project.

When you use our website

We collect information about how you use the site, such as the pages you visit, how long you stay, how you found us, your approximate location, your device and browser, and your IP address. Our security tools also record IP addresses and login attempts to protect the site from attacks.

Marketing emails

If you agree to hear from us, or you are an existing client, we keep your name and email address, and record whether you open our emails and click the links in them.

3. How we use your data

• To reply to your enquiry and give you the information or quote you asked for.
• To deliver our services, manage your account, and send invoices and service messages.
• To send you marketing emails about our services, tips and offers, where you have agreed to this or you are an existing client (you can unsubscribe at any time).
• To understand how people use our website so we can improve it.
• To keep our website and systems secure and prevent spam and fraud.
• To meet our legal, tax and accounting obligations.

We do not sell your personal data, and we do not use it for automated decisions that have a legal or similarly significant effect on you.

4. Our legal basis

UK data protection law requires us to have a legal basis for each way we use your data. We rely on:

• Contract, when we need your data to give you a quote or deliver a service you have asked for.
• Legitimate interests, when we reply to enquiries, keep our website secure, understand how it is used, and send marketing to existing clients about similar services. We only rely on this where it does not override your rights.
• Consent, for non-essential cookies and for marketing emails to people who are not existing clients. You can withdraw consent at any time.
• Legal obligation, when we must keep records such as invoices for HMRC.

5. Marketing emails

We send marketing emails using GoHighLevel, the platform behind our FOURLOOP system. Every marketing email includes an unsubscribe link, and you can also ask us to stop at any time by emailing kyle@thisisfoursocial.com. We will keep a record of your email address on a suppression list so that we do not contact you again by mistake.

We follow the Privacy and Electronic Communications Regulations (PECR) when sending marketing emails.

6. How long we keep your data

• Enquiries from people who do not go on to become clients are deleted after 2 years.
• Client and billing records are kept for 6 years after our work together ends, as required for tax and accounting.
• Marketing contacts are kept until you unsubscribe or ask us to delete your details (apart from the suppression record described above).
• Website analytics are kept in line with our Google Analytics retention settings.
• Security logs are kept for a short period and then deleted automatically.

7. Who we share your data with

We only share your data with trusted suppliers who help us run our business, and only as much as they need. These include:

• Google, for our business email and files (Google Workspace), website analytics (Google Analytics, via Google Site Kit and Google Tag Manager), spam protection on our contact form (Google reCAPTCHA) and website fonts.
• Our website hosting provider, who stores this website and any data submitted through it.
• GoHighLevel, for our CRM, FOURLOOP and marketing emails.
• Stripe, if you pay us by card or through a payment link. We never see or store your full card details.
• Our accountants and professional advisers, where needed.
• HMRC, regulators, the police or courts, where the law requires us to.

If we ever sell or restructure our business, your data may be transferred to the new owner, who will have to protect it in the same way.

8. Transfers outside the UK

Some of our suppliers, including Google, GoHighLevel and Stripe, may process data in the United States or elsewhere outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Agreement.

9. Cookies

Cookies are small text files that a website saves on your device. We use them to make this site work and, where you allow it, to understand how it is used.

When you first visit, our cookie banner lets you accept cookies or open the cookie settings to switch non-essential cookies off. You can change your choice at any time using the cookie settings icon on the site, or by clearing cookies in your browser.

Strictly necessary

Needed for the site to work, such as remembering your cookie choice (for example moove_gdpr_popup) and keeping the site secure. These cannot be switched off.

Security and spam protection

Google reCAPTCHA sets cookies (such as _GRECAPTCHA) on our contact form to tell real people apart from spam bots.

Analytics

Google Analytics sets cookies (such as _ga and _ga_*) to count visits and show us how people use the site. This information is grouped and does not tell us who you are.

You can also block cookies in your browser settings. Blocking some cookies may stop parts of the site, such as the contact form, from working properly. You can find out more at ico.org.uk.

10. Your rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you.
• Correct anything that is wrong or incomplete.
• Delete your data, in certain circumstances.
• Restrict how we use your data.
• Object to how we use your data, including marketing at any time.
• Move your data to another provider in a common format.
• Withdraw consent where we rely on it.

To use any of these rights, email kyle@thisisfoursocial.com. It is free, and we will reply within one month.

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office on 0303 123 1113.

11. If you are one of our clients

When we run websites, CRM systems (including FOURLOOP), social media or advertising for you, we may handle personal data about your own customers. In that case you are the data controller and we act as your data processor, following your instructions. How we handle that data is set out in our Terms & Conditions and any data processing agreement between us.

12. Keeping your data safe

• This website uses HTTPS encryption.
• We use security software, firewalls and regular updates to protect the site.
• Access to personal data is limited to people who need it, and our accounts are protected by strong passwords and two-factor authentication.

No system is completely secure, but if a data breach ever puts your rights at risk, we will tell you and the ICO as the law requires.

13. Children

Our services are for businesses, and this website is not aimed at children. We do not knowingly collect data from anyone under 16. If you think a child has sent us their details, please contact us and we will delete them.

14. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.