Disclaimer

MeThree Ltd has provided this example privacy policy as a template. However, it is your responsibility to ensure that your final privacy policy aligns with your company’s specific data handling practices and complies with applicable laws and regulations. We recommend reviewing this policy with a legal professional to ensure full compliance.

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Who we are

This website is operated by [Your Business Name], a company registered in the United Kingdom. Our website address is https://yourdomain.com.

For any privacy-related enquiries, you can contact us at [your email].

Last updated: [DD/MM/YYYY]

What personal data we collect and why we collect it

Forms

We use [Gravity Forms/Formidable Forms] to collect information via our website. The personal data collected may include:

  • Your name, email address, phone number, and message (if you submit a contact form).
  • Any additional details provided when signing up for newsletters, bookings, or account registrations.
  • Your IP address and browser user agent string, which helps with spam detection.

Why we collect it:

  • To respond to enquiries or support requests.
  • To process event registrations, purchases, or other transactions.
  • To send newsletters, updates, or marketing emails (if you have opted in).

If you use an email marketing service (e.g., Mailchimp, Brevo):
When you sign up for a newsletter or other forms connected to a mailing list, your data may be stored and processed by that service. You can review their privacy policies here:

Media

If you upload images to the website, please avoid including embedded location data (EXIF GPS), as visitors can download and extract this data.

Cookies

We use the CookieYes plugin to manage cookie consent preferences. You can review our cookie policy and manage your preferences here: [Insert Cookie Policy Link].

Cookies help improve website functionality and provide analytics. By using our site, you agree to the use of cookies in accordance with our policy.

Embedded content from other websites

Articles on this site may include embedded content (e.g., videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the original website.

These websites may collect data, use cookies, embed additional third-party tracking, and monitor interactions, including tracking if you have an account and are logged into that site.

Who we share your data with

We do not sell or share personal data with third parties, except in the following circumstances:

  • Hosting Provider: Form submissions are processed through the website’s hosting provider. If hosted by MeThree, data is stored securely on our ISO 27001, ISO 9001, and Cyber Essentials-certified hosting provider. For client-managed hosting, data is handled according to the client’s chosen provider. Data is not shared externally unless otherwise stated.
  • Email services (if applicable): If SMTP is enabled, form submissions may be routed through an external mail server (e.g., Google Workspace, Microsoft 365, SendGrid).
  • Email marketing services (if applicable): If you have integrated Mailchimp, Brevo, or another provider, form data may be processed by your chosen service.
  • Analytics tools: If analytics tracking is enabled (e.g., Google Analytics), anonymised data may be collected.
  • Legal Requirements: We may disclose data if required by law or to protect our legal rights.
  • Spam Prevention: Visitor form submissions may be checked through an automated spam detection service.

How long we retain your data

  • Form submission data: Stored on the website’s hosting provider’s servers (either MeThree’s managed hosting or the client’s own hosting) for [Specify duration, e.g., 12 months], unless deleted earlier at your request. If SMTP is enabled, emails may also be stored on the configured mail server.
  • Email marketing data (if applicable): Retained by Mailchimp, Brevo, or other email marketing services in accordance with their policies.
  • Analytics data: Stored for [Specify duration, e.g., 26 months] or based on your analytics provider’s retention policy.
  • Registered user data: Users can edit or delete their profile information at any time (except usernames).

If you wish to request deletion of your data, please contact [your email].

What rights you have over your data

Under UK data protection law, you have the right to:

  • Request a copy of the personal data we hold about you.
  • Request that we correct or erase any personal data we hold.
  • Withdraw consent for processing where applicable.

Suggested text:
If you have an account on this site or have submitted data via a form, you can request an exported file of your personal data or request deletion. This does not include data we are required to retain for administrative, legal, or security purposes.

To make a request, please contact [your email].

Where your data is sent

  • Form submissions: Processed through the website’s hosting provider (either MeThree’s managed hosting or the client’s chosen provider). If SMTP has been requested, emails may be sent via an external mail server.
  • Email marketing (if applicable): If you have opted into newsletters or marketing emails, your data may be sent to Mailchimp, Brevo, or another provider.
  • Spam Detection: Visitor comments and form submissions may be checked through an automated spam detection service.

Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page. We recommend reviewing this policy periodically.