Privacy Policy

1. Who We Are

9WEB Agency Ltd ("9WEB", "we", "us", "our") is a web design, SEO and digital marketing agency based in London, United Kingdom. We are the data controller responsible for your personal data collected through our website at https://9web.co and through our business operations.

If you have any questions about this Privacy Policy or how we handle your data, please contact us at hello@9web.co or call +44 7497 159686.

2. Data We Collect

We may collect and process the following categories of personal data:

• Identity data: first name, last name, company name
• Contact data: email address, telephone number, postal address
• Communication data: messages, enquiries and correspondence you send us
• Technical data: IP address, browser type and version, time zone, browser plug-in types, operating system and platform
• Usage data: information about how you use our website, including pages visited, time spent and referral sources
• Marketing preferences: your preferences for receiving marketing communications from us
• Financial data: payment details where relevant to a project engagement (processed securely via third-party payment providers)

We do not collect any Special Category data (such as health information, race, religion or political opinions) through our website unless you voluntarily provide it in a message to us.

3. How We Collect Data

We collect data through the following means:

• Direct interactions: when you complete our contact form, email us, call us, book a call via Calendly, or engage us for services
• Automated technologies: as you browse our website, we may automatically collect technical data using cookies and similar technologies (see Section 9)
• Third parties: we may receive data about you from analytics providers (such as Google Analytics), advertising networks, and search information providers
• Publicly available sources: such as Companies House or LinkedIn, where relevant to a business enquiry

4. How We Use Your Data

We use your personal data for the following purposes:

• To respond to your enquiries and provide the information or services you have requested
• To manage and fulfil our contractual obligations when you engage us as a client
• To send you project updates, invoices and other communications necessary for our working relationship
• To send you marketing communications about our services, where you have consented or where we have a legitimate interest to do so
• To improve our website, services and user experience using aggregated analytics data
• To comply with legal obligations, including tax and accounting requirements
• To detect, prevent and address technical issues or fraudulent activity

We will never sell your personal data to third parties. We do not use your data for automated decision-making or profiling.

5. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on how and why we process your data, the applicable legal basis is:

• Contract: where processing is necessary to perform a contract with you, or to take steps before entering into a contract at your request
• Legitimate interests: where processing is necessary for our legitimate business interests (such as responding to enquiries, improving our services, or direct marketing to existing clients), provided these interests are not overridden by your rights
• Consent: where you have given clear, specific consent for us to contact you for marketing purposes
• Legal obligation: where processing is required to comply with a legal duty, such as keeping financial records for HMRC

6. Data Sharing & Third Parties

We may share your personal data with the following categories of third parties:

• Service providers: companies that provide services on our behalf, including email delivery services (e.g. Formspree, EmailJS), scheduling tools (Calendly), analytics providers (Google Analytics) and cloud storage providers
• Professional advisers: including lawyers, accountants and insurers where necessary
• HM Revenue & Customs (HMRC) and other regulatory bodies where required by law
• Business successors: in the event of a merger, acquisition or sale of assets, your data may be transferred to the relevant parties

All third parties we work with are required to handle your data securely and in accordance with applicable data protection law. We do not permit them to use your data for their own marketing purposes.

We do not transfer your personal data outside of the United Kingdom or European Economic Area unless appropriate safeguards are in place (such as Standard Contractual Clauses).

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting or reporting requirements.

• Client project data: retained for 7 years after project completion, in line with HMRC requirements
• Enquiry and contact form data: retained for 2 years from the date of the enquiry, unless you become a client
• Marketing consent records: retained until you withdraw consent or for 3 years from last engagement, whichever is earlier
• Website analytics data: retained in anonymised/aggregated form in accordance with Google Analytics' data retention settings (typically 26 months)

When data is no longer required, it is securely deleted or anonymised.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right to access: you can request a copy of the personal data we hold about you
• Right to rectification: you can ask us to correct inaccurate or incomplete data
• Right to erasure: you can ask us to delete your personal data in certain circumstances ("right to be forgotten")
• Right to restrict processing: you can ask us to pause processing of your data in certain circumstances
• Right to data portability: you can request your data in a structured, machine-readable format
• Right to object: you can object to processing based on legitimate interests, including direct marketing
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at hello@9web.co. We will respond within one month. You also have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO), at ico.org.uk or by calling 0303 123 1113.

9. Cookies

Our website uses cookies and similar tracking technologies to improve your browsing experience and analyse site usage. Cookies are small text files stored on your device.

We use the following types of cookies:

• Strictly necessary cookies: essential for the website to function properly — these cannot be disabled
• Analytics cookies: we use Google Analytics to understand how visitors interact with our website. This data is aggregated and anonymised. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on
• Preference cookies: used to remember choices you make on the site (such as language preferences)

You can control and manage cookies through your browser settings. Disabling certain cookies may affect the functionality of the website. For more information, visit aboutcookies.org.

10. Security

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it against unauthorised access, loss, destruction or alteration. These include:

• SSL/TLS encryption for all data transmitted through our website
• Restricted access to personal data on a need-to-know basis
• Regular review of our data handling practices and security measures
• Use of reputable, security-audited third-party service providers

While we take all reasonable steps to protect your data, no transmission over the internet is completely secure. If you have reason to believe your interaction with us is no longer secure, please notify us immediately at hello@9web.co.

11. Children's Privacy

Our website and services are directed at businesses and individuals aged 18 and over. We do not knowingly collect personal data from children under the age of 13. If you believe we have inadvertently collected data from a child, please contact us immediately and we will take steps to delete it.

12. 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 material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

Your continued use of our website after any changes constitutes your acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns or requests relating to this Privacy Policy or how we handle your personal data, please contact us:

• Email: hello@9web.co
• Phone: +44 7497 159686
• Website: 9web.co/contact.html
• Registered: London, England & Wales

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. We would, however, appreciate the chance to address your concerns before you approach the ICO — please contact us first.