Privacy
Policy

Last updated: 1 November 2026

1. Who we are

This policy explains how SpiderIT Ltd, trading as Spider Agency (“we”, “us”, “our”), collects and uses personal data. We are a company registered in England and Wales (company number 14913228) with our registered office at 2 Gaynor Close, Wymondham, Norfolk, United Kingdom, NR18 0EA. We are the controller of the personal data described in this policy and are registered with the Information Commissioner’s Office under registration number [ICO number].

This policy covers our website, spideragency.co.uk, our services, and our emails, calls and social media pages. If you have any questions, contact us at hello@spideragency.co.uk or on 01953 456789.

2. The personal data we collect

• Enquiries: your name, email address, phone number, company name and anything you include in your message when you use our contact form, email us or call us.
• Clients and suppliers: names, job titles, business contact details, billing details, and records of our communications and the work we do together.
• Newsletter: your name and email address if you sign up for updates [remove if the new site has no sign-up form].
• Website usage: if you accept analytics cookies, information about how you use our website, such as pages visited, time on each page, clicks, device and browser type, approximate location and IP address. Our Cookie Policy has the details.
• Social media: information you share when you interact with our LinkedIn, Facebook or Instagram pages.

We do not ask for special category data, such as health information, and our services are not aimed at children.

3. How we use it and our lawful basis

• To reply to your enquiry and give you a quote: our legitimate interests in responding to people who contact us, or steps you have asked us to take before entering into a contract.
• To provide our services, manage your account and communicate with you: performance of our contract with you or your business, and our legitimate interests in running our business.
• To invoice, keep accounts and meet tax and legal requirements: legal obligation.
• To send you news and updates about our services: your consent or, for business clients and contacts, our legitimate interests. Every email includes an easy way to unsubscribe.
• To understand how our website is used and improve it: your consent, given through our cookie banner.
• To keep our website, systems and data secure and prevent fraud: our legitimate interests.

Where we rely on legitimate interests, we have weighed our interests against your rights. You can ask us for details of this assessment.

4. Who we share it with

We only share personal data where we need to, with:

• our website hosting and IT providers;
• our email, office software and customer relationship management providers, including HubSpot [confirm the providers you use];
• Google Analytics and Microsoft Clarity, if you accept analytics cookies;
• our accountants, bank, insurers and professional advisers;
• trusted freelancers and subcontractors who help us deliver projects, under confidentiality terms;
• the police, HMRC, courts or regulators, where the law requires it.

To load fonts and a scrolling script, our website connects to Google Fonts and the jsDelivr content delivery network, which receive your IP address when the page loads [remove this paragraph if these files are hosted on our own server before launch].

We never sell your personal data.

5. International transfers

Some of our providers, such as Google, Microsoft and HubSpot, may process personal data outside the UK, including in the United States. Where they do, the data is protected by UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework) or by approved safeguards, such as the UK International Data Transfer Agreement or Addendum.

6. How long we keep it

• Enquiries that do not lead to work: [2 years] from our last contact.
• Client and supplier records, contracts and invoices: 6 years after the end of the financial year in which our relationship ends, to meet tax and legal requirements.
• Newsletter details: until you unsubscribe.
• Analytics data: [14 months] in Google Analytics, and in line with Microsoft Clarity’s retention settings.

After these periods we securely delete or anonymise the data.

7. Your rights

You have the right to:

• access the personal data we hold about you;
• ask us to correct inaccurate or incomplete data;
• ask us to delete your data;
• ask us to restrict how we use your data;
• object to how we use your data, including the absolute right to object to direct marketing;
• ask for your data in a portable format;
• withdraw your consent at any time, where we rely on consent.

We do not make decisions about you based solely on automated processing. To use any of these rights, email hello@spideragency.co.uk. There is usually no charge, and we will reply within one month.

8. Complaints

If you are unhappy with how we have handled your personal data, please contact us first at hello@spideragency.co.uk so that we can try to put it right. We will acknowledge your complaint within 30 days and keep you updated on our progress. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

9. How we keep your data secure

We use appropriate technical and organisational measures to protect personal data, including SSL encryption, firewalls, secure UK hosting, access controls and regular security updates. Only people who need access to personal data to do their jobs can see it.

10. Cookies

Our website uses cookies. Non-essential cookies are only set if you accept them. Our Cookie Policy explains which cookies we use and how to change your choices.

11. Websites we look after for clients

When we host, build or maintain a website for a client, that client is the controller of the personal data collected through their website and we act as their processor. If you have a question about a website we look after for a client, please contact the website owner directly.

12. 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.