Last updated:
This policy explains how Prox Digital Agency collects and uses personal information when you visit proxdigitalagency.co.uk, contact us, or work with us. It also explains your rights and how to use them.
Prox Digital Agency is the trading name of Prox Digital Ltd, a company registered in England and Wales under company number+44 204 525 7801. Registered office: 24 Philip Avenue, Romford, England, RM7 0XD.
We are the controller of the personal information described in this policy.
Contact us about privacy: contact@proxdigitalagency.co.uk ·+44 204 525 7801· or write to us at the address above.
Information you give us
Information collected automatically
We don’t knowingly collect special category information (such as health data), and we ask you not to send it through our forms.
| Purpose | Lawful basis |
| Replying to your enquiry and preparing proposals or quotes | Legitimate interests (responding to people who contact us) or steps before entering a contract, at your request |
| Delivering services to clients, managing projects, invoicing | Contract |
| Keeping accounting and tax records | Legal obligation |
| Blocking spam, fraud and abuse, and keeping the site secure (including IP logging) | Legitimate interests (protecting our site and business) |
| Website analytics to understand and improve the site | Consent (via our cookie banner) |
| Sending marketing emails, such as news, insights and offers | Consent, or for existing clients, the “soft opt-in” for similar services. You can unsubscribe at any time. |
| Recruitment | Legitimate interests and steps before entering a contract |
| Defending or bringing legal claims | Legitimate interests |
Where we rely on legitimate interests, we have weighed our interests against your rights. You can ask us for details of that assessment.
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
| Information | How long |
| Enquiries that don’t become client work | 24 months from our last contact |
| Client records and contracts | 6 years after the engagement ends (for tax and legal claims) |
| Form security logs (IP addresses) | 90 Days |
| Analytics data | 14 months (set in Google Analytics) |
| Unsuccessful job applications | 6 months, unless you agree we can keep your CV longer |
| Marketing preferences | Until you unsubscribe, then kept on a suppression list so we don’t contact you again |
After these periods, we securely delete or anonymise the information.
We use trusted service providers who process information on our behalf, under contracts that require them to protect it:
We may also share information with professional advisers (lawyers, accountants, insurers), with authorities where the law requires it, or with a buyer if our business is sold or restructured.
We do not sell your personal information.
Some of our providers, including Google and Meta, process data outside the UK, for example in the United States. When that happens, we make sure it is protected by one of these:
Contact us for more detail on the safeguard used for a particular transfer.
Cookies are small files stored on your device. We use:
| Type | What it does | Consent needed? |
| Strictly necessary | Makes the site work, remembers your cookie choice, protects forms from spam | No |
| Analytics (Google Analytics _ga, _ga_*) | Measures visits and how the site is used | Yes |
Analytics and marketing cookies only load after you click Accept on our cookie banner. You can change your choice at any time using Cookie Settings in the footer, or by clearing cookies in your browser.
Under UK data protection law, you have the right to:
To use any of these rights, contact us using the details in section 1. We will respond within one month. Complex requests can take up to two months more, and if so we’ll tell you. We may need to confirm your identity first. We carry out reasonable and proportionate searches.
We protect personal information with appropriate technical and organisational measures. These include encrypted connections (HTTPS), access controls, spam and abuse protection on our forms, and limiting access to staff who need it. No system is completely secure, but we take reasonable steps to protect your information.
Our site links to other websites and platforms, such as social media. We are not responsible for their privacy practices, so please read their policies.
If you’re unhappy with how we’ve handled your personal information, please contact us first at contact@proxdigitalagency.co.uk . We will acknowledge your complaint within 30 days, investigate it, and tell you the outcome without undue delay.
If you’re still not satisfied, you can complain to the Information Commissioner’s Office (ICO): ico.org.uk · 0303 123 1113.
We may update this policy from time to time. The “Last updated” date at the top shows when it last changed. If we make significant changes, we will make that clear on this page.
