Privacy Policy

Introduction

This privacy policy explains how WebIQ Analytics Limited collects, uses, stores, and protects your personal data when you use our website (webiqanalytics.com) or engage our services.

The short version: We collect minimal data necessary to provide services and improve our website. We never sell your data. You have full control over your information.

This policy is written in plain English. Legal terms are explained as needed.

Who We Are

Company Name: WebIQ Analytics Limited
Company Number: 16798948
Registered in: England and Wales
Registered Office: 22 Willis Way Purton, Swindon SN5 4BD
Trading Address: Swindon, Wiltshire, United Kingdom

Contact:
Email: admin@webiqanalytics.com
Phone: +44 (0) 7376 949338

VAT Number: Not VAT registered

Data Protection Role: We are the data controller for personal data we collect.

What we do: Marketing measurement and analytics consulting services for growing businesses.

What This Policy Covers

This policy applies to:

• Website visitors to webiqanalytics.com
• People who contact us via forms, email, or phone
• People who book consultations
• Clients who engage our services
• Newsletter subscribers (if applicable)
• People who interact with our content on LinkedIn, Google, etc.

Related documents:

• Cookie Policy – How we use cookies
• Terms & Conditions – Website and service terms
• Data Processing Agreement (provided to clients separately)

Legal Basis for Processing

We process personal data under UK GDPR based on:

1. Consent – You’ve given clear permission (e.g., newsletter signup, cookie consent)
2. Contract – Necessary to provide services you’ve requested
3. Legal Obligation – Required by law (e.g., accounting records)
4. Legitimate Interests – Reasonable business purposes that don’t override your rights

We’ll always tell you which basis applies when we collect your data.

What Data We Collect

Website Visitors

Automatically collected:

• IP address (anonymised in Google Analytics)
• Browser type and version
• Device type (desktop, mobile, tablet)
• Operating system
• Pages visited and time spent
• Referral source (how you found us)
• Geographic location (country/city level only)

How: Via cookies and analytics tools (Google Analytics, LinkedIn Insight Tag, Meta Pixel)
Why: To understand how people use our website and improve user experience
Legal basis: Legitimate interests (website improvement) + Consent (for marketing cookies)

Contact Form Submissions

You provide:

• Name
• Email address
• Phone number (optional)
• Company name (optional)
• Message content

How: Via contact forms on our website
Why: To respond to your enquiry
Legal basis: Consent (you submitted the form) + Legitimate interests (responding to enquiries)
Stored in: HubSpot CRM

Consultation Bookings (Calendly)

You provide:

• Name
• Email address
• Phone number (optional)
• Company details (optional)
• Meeting time preference
• Any questions or context you share

How: Via Calendly booking widget
Why: To schedule and conduct your free consultation
Legal basis: Consent + Pre-contractual discussions
Stored in: Calendly (US-based), synced to HubSpot CRM

Clients (Paying Customers)

You provide:

• Full name
• Job title
• Company name
• Email address
• Phone number
• Billing address
• VAT number (if applicable)
• Payment details (processed by third-party payment processor)

We may also collect:

• Communication history (emails, calls, meetings)
• Project requirements and deliverables
• Access to your marketing data (GA4, ad accounts, CRM)
• Feedback and testimonials (with permission)

How: Direct communication, contracts, service delivery
Why: To deliver contracted services, communicate, and invoice
Legal basis: Contract performance + Legal obligation (accounting)
Stored in: HubSpot CRM, Google Workspace, project management tools

Analytics & Advertising Data

Third-party platforms collect:

• LinkedIn Insight Tag: Professional interests, job title, company size
• Google Ads: Ad interaction, conversion events
• Meta Pixel: Website activity, ad performance
• Google Analytics: Detailed usage patterns (IP anonymised)

How: Via cookies and tracking pixels (requires your consent)
Why: To measure marketing effectiveness and show relevant ads
Legal basis: Consent (via cookie banner)
Control: You can withdraw consent any time via cookie settings

How We Use Your Data

Website Analytics

• Understand which content is most valuable
• Identify technical issues
• Improve navigation and user experience
• Measure traffic sources

Tools used: Google Analytics 4 (GA4), HubSpot

Marketing & Advertising

• Show ads to people interested in analytics services
• Retarget website visitors with relevant content
• Measure campaign performance
• Build lookalike audiences

Tools used: Google Ads, LinkedIn Campaign Manager, Meta Ads, HubSpot

You control this: Reject marketing cookies to opt out.

Client Services

• Deliver contracted analytics work
• Communicate about projects
• Provide support
• Invoice for services
• Comply with legal obligations (tax, accounting)

Legal basis: Contract + Legal obligation

Business Operations

• Respond to enquiries
• Schedule consultations
• Maintain CRM records
• Improve our services
• Send relevant updates (if you’ve opted in)

Legal basis: Legitimate interests + Consent (where required)

Who We Share Data With

We share your data only when necessary:

Service Providers (Data Processors)

Google (Workspace, Analytics, Ads) – Email, analytics, advertising
HubSpot – CRM and marketing automation
Calendly – Meeting scheduling
LinkedIn – Professional advertising
Meta – Social media advertising
Stripe / PayPal – Payment processing (if applicable)
AWS / Google Cloud – Hosting and infrastructure

All processors:

• Have data processing agreements in place
• Meet UK GDPR compliance standards
• Process data only on our instructions
• Use appropriate security measures

Legal Requirements

We may disclose data if:

• Required by law (court order, subpoena)
• Necessary to protect our legal rights
• Required by HMRC or Companies House
• To prevent fraud or abuse

Business Transfers

If we sell or merge our business:

• Your data may transfer to new owner
• We’ll notify you beforehand
• Your rights remain protected
• You can object to the transfer

We Never:

❌ Sell your personal data
❌ Share data with third parties for their marketing
❌ Use your data for purposes you haven’t consented to
❌ Share sensitive client data publicly

International Data Transfers

Some processors are based outside UK/EEA (mainly US-based):

• Google (US)
• HubSpot (US)
• Calendly (US)
• Meta (US)

Safeguards we use:

• Standard Contractual Clauses (SCCs) – EU Commission approved contracts
• Adequacy decisions – Where available (e.g., Data Privacy Framework)
• Additional security measures – Encryption, access controls

Your data remains protected under UK GDPR standards regardless of location.

How Long We Keep Data

Retention periods:

After retention period: Data is securely deleted or anonymised.

You can request earlier deletion (subject to legal obligations).

Your Rights (UK GDPR)

You have the following rights regarding your personal data:

1. Right to Access

What: Get a copy of all personal data we hold about you
How: Email admin@webiqanalytics.com with subject “Data Access Request”
Response time: Within 30 days
Format: PDF or CSV (your choice)
Cost: Free (excessive requests may incur reasonable fee)

2. Right to Rectification

What: Correct inaccurate or incomplete data
How: Email admin@webiqanalytics.com with corrections
Response time: Within 30 days
We’ll notify: Third parties if data was shared

3. Right to Erasure (“Right to be Forgotten”)

What: Request deletion of your personal data
When allowed:

• Data no longer needed
• You withdraw consent
• You object to processing
• Data processed unlawfully

When NOT allowed:

• We have legal obligation to keep it (tax records)
• Necessary for contract performance
• Required for legal claims

How: Email admin@webiqanalytics.com
Response time: Within 30 days

4. Right to Restrict Processing

What: Limit how we use your data
When: You dispute accuracy, contest lawfulness, or object to processing
How: Email admin@webiqanalytics.com
Effect: We store data but don’t use it until issue resolved

5. Right to Data Portability

What: Receive your data in machine-readable format
Applies to: Data you provided under consent or contract
Format: CSV, JSON, or PDF
How: Email admin@webiqanalytics.com
Response time: Within 30 days

6. Right to Object

What: Object to processing based on legitimate interests or direct marketing
How: Email admin@webiqanalytics.com
Effect:

• Marketing: We stop immediately
• Legitimate interests: We stop unless we have compelling grounds

Cookie-based marketing: Use cookie settings to object

7. Right to Withdraw Consent

What: Withdraw consent for consent-based processing
How:

• Marketing cookies: Use cookie settings
• Email marketing: Click unsubscribe link
• Other: Email admin@webiqanalytics.com

Effect: We stop processing from point of withdrawal (doesn’t affect previous processing)

8. Right Not to be Subject to Automated Decision-Making

Current status: We don’t use automated decision-making or profiling
If we do in future: We’ll update this policy and notify you

How to Exercise Your Rights

Email: admin@webiqanalytics.com
Subject line: “[Your Right] Request” (e.g., “Data Access Request”)
Include:

• Your full name
• Email address used with us
• Specific request details
• Proof of identity (for access/deletion requests)

We’ll respond within 30 days (may extend to 60 days for complex requests).

Data Security

How we protect your data:

Technical Measures

• Encryption: HTTPS for website, encrypted databases
• Access controls: Role-based permissions, multi-factor authentication
• Firewalls: Network security and intrusion detection
• Backups: Regular encrypted backups
• Software updates: Regularly patched and updated systems

Organisational Measures

• Staff training: GDPR and data protection awareness
• Limited access: Only authorised personnel access personal data
• Data processing agreements: With all third-party processors
• Incident response plan: Procedures for data breaches
• Regular audits: Security reviews and updates

Third-Party Processors

• Vetted providers: Only use reputable, compliant services
• Contractual safeguards: DPAs with all processors
• Security standards: ISO 27001, SOC 2, or equivalent

Data Breach Notification

If a breach occurs:

• We’ll assess risk to your rights and freedoms
• High risk: We’ll notify you within 72 hours
• Very high risk: We’ll also notify ICO (UK data protection authority)
• We’ll provide details: what happened, data involved, steps taken, recommendations

You can help prevent breaches:

• Use strong passwords
• Don’t share login credentials
• Report suspicious emails

Children’s Privacy

Our services are not for children.

Age limit: Our website and services are for businesses only, not individuals under 18.

We don’t knowingly collect data from children.

If you’re a parent/guardian and believe we’ve collected your child’s data, contact us immediately at admin@webiqanalytics.com. We’ll delete it.

Cookies & Tracking

Summary: We use cookies for website functionality, analytics, and advertising.

Full details: See our Cookie Policy

Your control:

• Accept/reject via cookie consent banner
• Change preferences any time via “Cookie Settings” in footer
• Use browser settings to block cookies

Cookie categories:

1. Essential (always active) – Website functionality
2. Analytics (optional) – Usage statistics
3. Marketing (optional) – Advertising and retargeting
4. Functional (optional) – Enhanced features

Third-Party Links

Our website links to:

• Google services
• LinkedIn
• Client websites
• Industry resources

We’re not responsible for:

• Third-party privacy practices
• Content on external sites
• Data collection by third parties

Always check third-party privacy policies before providing data.

Updates to This Policy

We may update this policy to reflect:

• Changes in law
• New services or features
• Improved data practices
• Feedback from users

When we update:

• “Last Updated” date at top changes
• Continued use of website = acceptance of changes
• Significant changes: We’ll email active clients or show prominent notice

Your responsibility: Review this policy periodically.

Your Privacy Choices

Quick actions:

Withdraw cookie consent: Click “Cookie Settings” in website footer

Unsubscribe from emails: Click unsubscribe link in any email

Delete your data: Email admin@webiqanalytics.com with “Deletion Request”

Access your data: Email admin@webiqanalytics.com with “Access Request”

Update your details: Email admin@webiqanalytics.com with changes

Opt out of marketing: Email admin@webiqanalytics.com or update cookie settings

Complaints & Concerns

Contact Us First

If you’re unhappy with how we handle your data:

Email: admin@webiqanalytics.com
Subject: “Privacy Concern” or “Data Protection Complaint”
We’ll respond within 5 working days

We take privacy seriously and will work with you to resolve any issues.

Complain to ICO

If you’re not satisfied with our response:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Phone: 0303 123 1113
Report online: https://ico.org.uk/make-a-complaint

ICO Address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Contact Us

Privacy Questions

Email: admin@webiqanalytics.com
Phone: +44 (0) 7376 949338
Post:
WebIQ Analytics Limited
22 Willis Way, Purton, Swindon SN5 4BD

Response time: Within 2 working days for privacy questions, 30 days for data rights requests.

Service Enquiries

Website: https://webiqanalytics.com/contact
Calendly: https://calendly.com/webiqanalytics/30min

Summary (Quick Reference)

What we collect: Name, email, phone, website usage, analytics data
Why we collect it: Provide services, improve website, communicate, marketing
Legal basis: Consent, contract, legitimate interests, legal obligation
Who we share with: Service providers only (Google, HubSpot, Calendly, etc.)
Your control: Access, correct, delete, or export your data any time
Security: Encrypted connections, access controls, regular audits
Your rights: Full UK GDPR rights – see above for details
Cookies: You control which cookies via consent banner
Questions: Email admin@webiqanalytics.com

This policy was written to be clear and understandable. If anything is unclear, please ask us.

Related Documents

• Cookie Policy
• Terms & Conditions
• Data Processing Agreement (provided to clients separately)

Company Information (Companies Act 2006 Disclosure)

Company Name: WebIQ Analytics Limited
Company Number: 16798948
Registered in: England and Wales
Registered Office: 22 Willis Way, Purton, Swindon SN5 4BD
VAT Number: Not VAT registered
Trading Address: Swindon, Wiltshire, United Kingdom

End of Privacy Policy