Privacy Policy
How Web Robin collects, uses and protects personal data, and the rights you have under UK data protection law.
Draft for review. This wording is a starting point written from your business details. Have it checked by a UK solicitor before the site goes live.
1.Who we are
- 1.1Web Robin is a trading name of Websterz Ltd, a company registered in England and Wales with company number 16232323. Our registered office is 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.
- 1.2For the personal data described in this policy, Websterz Ltd is the data controller. This means we decide how and why your data is used.
- 1.3You can contact us about your data by email at support@webrobin.co.uk or by post at the address above. Please put "Data protection" in the subject line.
- 1.4We are registered with the Information Commissioner's Office (ICO). Registration number: [to be added].
2.Who this policy covers
- 2.1People who visit webrobin.co.uk or contact us with a question.
- 2.2Customers and their staff who use our client area, buy a website plan, add-on or domain, or send us content and change requests.
- 2.3People named as the contact for a domain we register.
- 2.4This policy does not cover visitors to our customers' own websites. Each customer is responsible for the privacy policy on their own website. See section 8.
3.The data we collect
- 3.1Contact and account details: your name, business name, email address, phone number, billing address and client area login.
- 3.2Payment details: invoices, payments, refunds the last four digits and expiry date of your card, and the email address of a PayPal account you save for automatic payments. Full card numbers are handled by our payment providers, Stripe and PayPal, and we never see or store them.
- 3.3Domain registration details: the name, address, email and phone number of the domain owner, which domain registries require.
- 3.4Website content: the logo, text, photos and other material you send us to build your website, and any personal data they contain, such as staff names or photos.
- 3.5Support and change requests: messages, attachments and notes about the work we do for you.
- 3.6Technical data: your IP address, browser type, device and the pages you view when you use our website or client area, and login and security logs. If you accept analytics cookies on our public website, this also includes how you click, scroll and move around our pages.
- 3.7Marketing preferences: whether you have agreed to receive news and offers from us.
- 3.8We do not ask for special category data, such as health information, and ask you not to send it to us.
4.How we use your data and our legal reasons
- 4.1UK data protection law says we must have a lawful reason to use your data. The table below shows what we use your data for and the reason that applies.
| What we use it for | Data used | Lawful reason |
|---|---|---|
| Setting up and running your account, website, email and domain | Contact, account, domain, website content | Contract |
| Taking payments, sending invoices and chasing unpaid invoices | Contact, payment | Contract |
| Answering questions and change requests | Contact, support messages | Contract, or legitimate interests for people who are not yet customers |
| Keeping accounting and tax records | Payment, contact | Legal obligation |
| Keeping our systems and your account secure, and preventing fraud | Technical data, login logs, payment | Legitimate interests |
| Measuring visits and studying how visitors use our public website with Google Analytics and Microsoft Clarity | Technical data, clicks, scrolling and mouse movement | Consent (through our cookie banner) |
| Improving our services from customer feedback | Feedback, support messages | Legitimate interests |
| Sending service emails about your plan, such as renewals and maintenance | Contact | Contract |
| Sending news and offers | Contact, marketing preferences | Consent, or legitimate interests for existing customers (you can opt out at any time) |
6.Transfers outside the UK
- 6.1Some of our suppliers store or process data outside the UK.
- 6.2When this happens, we make sure your data is protected to UK standards. We do this by using countries the UK has approved as adequate, or by using the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
- 6.3You can ask us for more information about these safeguards.
7.How long we keep your data
- 7.1We keep your data only as long as we need it.
| Data | How long we keep it |
|---|---|
| Account and contact details | While you are a customer, then 6 years after your last plan ends |
| Invoices and payment records | 6 years from the end of the financial year they relate to, as HMRC requires |
| Website files, email accounts and backups | Until 30 days after your plan ends, then deleted |
| Support messages and change requests | 2 years after the request is closed |
| Enquiries from people who do not become customers | 12 months from the last contact |
| Security and login logs | 12 months |
| Domain registration records | As required by the registrar and registry rules |
8.When we act for our customers
- 8.1When we host a customer's website and email, we store personal data about their visitors and customers, such as contact form messages and emails. For this data, our customer is the data controller and we are a data processor.
- 8.2We only use this data to provide our services, following our customer's instructions. We keep it secure and do not use it for our own purposes.
- 8.3Our Terms of Service include data processing terms that meet the requirements of UK GDPR.
- 8.4If you have a question about how a website we host uses your data, please contact the business that owns that website.
9.How we keep your data safe
- 9.1We use encrypted connections (HTTPS) for our website, client area and the websites we host.
- 9.2Client area passwords are stored in a scrambled (hashed) form, and staff access to customer data is limited to people who need it.
- 9.3Websites are backed up daily, and our systems are monitored and kept up to date.
- 9.4If a data breach is likely to put your rights at risk, we will tell you and the ICO as the law requires.
10.Your rights
- 10.1You have the right to ask for a copy of the personal data we hold about you.
- 10.2You have the right to ask us to correct data that is wrong or incomplete.
- 10.3You have the right to ask us to delete your data, where we no longer have a lawful reason to keep it.
- 10.4You have the right to ask us to limit how we use your data, or to object to us using it based on legitimate interests or for marketing.
- 10.5You have the right to ask us to send your data to you or another organisation in a common format, where we use it based on contract or consent.
- 10.6Where we rely on consent, you can withdraw it at any time, for example by using the unsubscribe link in our emails.
- 10.7To use any of these rights, email support@webrobin.co.uk. We will reply within one month. There is normally no charge.
11.Complaints
- 11.1If you are unhappy with how we have used your data, please contact us first so we can try to put it right.
- 11.2You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by phone on 0303 123 1113.
12.Other things you should know
- 12.1Our services are for adults and businesses. We do not knowingly collect data from children under 18.
- 12.2We do not make decisions about you based only on automated processing. Our payment providers use automated checks to prevent fraud.
- 12.3Our website uses cookies. Our Cookie Policy explains which cookies we use and how to control them.
- 12.4We may update this policy. We will post the new version here and email customers about important changes.