We want to start by mentioning we do more than just say we take your privacy seriously. In fact, we’ve spent a great deal of time and effort making sure we’re doing the right thing. It’s in our name!
We first provide the following ‘Too Long; Didn’t Read‘ (TLDR) summary for our privacy policy – because hardly anyone speaks legalese.
- We’re passionate about user privacy and include our approach to privacy and using ethical technology solutions in our ethical statement.
- We are registered with the Information Commissioner’s Office (ICO) in the UK, reference ZB041811.
- We only collect personal information for the purposes of scoping business, providing quotes and carrying out work for our clients. That’s it.
- We have taken steps to de-cookie our website, including replacing Google Analytics, Google Fonts and reCaptcha with lighter, more privacy-friendly solutions. As such, we don’t have a separate cookie policy any longer.
- We comply with GDPR and all other relevant UK and EU data protection legislation.
- We provide secure ways of communicating with us for the privacy-conscious.
- We have actively moved away from technology solutions that gather more data than they strictly need to in order to operate.
- We use the latest technology to encrypt and safeguard data.
- We don’t share your data with third parties (except where the law says we have to), and we hate spam.
Who we are
We’re Ethical Pixels®. A company registered at Companies House in England with the company registration number 11827788. We’re a distributed team, with our head office address in the city of Preston, United Kingdom.
Our website address is: www.ethicalpixels.com
Your data
We may collect and process the following information, depending on the scope of your work with us:
- Your name
- Your email address
- Your phone number
- The organisation your represent (if applicable)
- Your role within the organisation (if applicable)
- Your address (or the address of your organisation) for billing purposes
- Your web domain
- Your IP address(es)
Legal basis
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You are able to remove your consent at any time. You can do this by contacting us
- We have a contractual obligation
- We have a vital interest
- We have a legal obligation
- We have a legitimate interest
How we gather data
Contact forms
We use contact forms so that users can make contact with us. By submitting contact forms, we will process the information you submit in order that we can reply to your message. Form submissions and subsequent replies may be retained in our email archives.
Referral
Our main source of business is referrals from happy clients. If you have been referred to us by a third party, we must assume there is a prior agreement between you and the referring party that we may contact you to follow up.
If you do not wish us to contact you or retain your information please let us know and be aware of your right to withdraw consent at any time.
Spam Prevention
We use hCaptcha to prevent spam on this website. hCaptcha is a privacy-focused service that doesn’t sell personal data, collect only minimum necessary personal data and is transparent in describing the information they collect and how they use and/or disclose it. You can read hCaptcha’s privacy policy here, and given our location in the UK, please refer to the ‘Notice to EU Data Subjects’ part of this policy.
If you subscribe to our mailing list, we will collect your name and contact information so we can occasionally send you updates that may be of interest. We use the email platform MailerLite to collect and store this data. Read MailerLite’s privacy policy.
We do not share subscribers’ details with anyone and you can amend your details or unsubscribe at any time.
Analytics
We make use of analytics services to evaluate and improve our website’s performance, and to make sure it is working properly for our users.
Our privacy-focused analytics solution Plausible does not store cookies on your device, nor does it capture Personally Identifiable Information (PII) and is fully compliant with GDPR.
Cookies
Only logged in users (administrators) will have cookies stored on their device, therefore we no longer have a separate cookie policy.
Appointment bookings
We use Calendly, a third-party appointment booking service, so that you can easily confirm appointments directly in our diary, for available time slots.
To book an appointment, enter the requested data and the desired date in the screen provided. The data entered will be used for planning, executing and, if necessary, for the follow-up of the appointment. The appointment data is stored for us on the servers of Calendly, whose privacy policy can be viewed here.
The data you have entered will remain with us until you ask us to delete it, revoke your consent for storage or the purpose for which the data was stored ceases to apply. Mandatory legal provisions, in particular retention periods, remain unaffected.
Data transfer to the USA is based on the standard contractual clauses of the European Commission. Details can be found here.
Payments
We may collect data necessary to process your payment if you make purchases, such as your payment instrument number (for example a credit card number), and the security code associated with your payment instrument. All payment data is stored by Stripe. You can find their privacy notice here.
Embedded content from other websites
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 other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. We bear no responsibility for the content of third-parties, nor how they use your data.
Data storage
In our daily operations, we use a number of third party services, who process data on our behalf – our data processors.
We use these services to work with clients, host sites, provide services, and handle communications like email.
Each supplier we use has a policy that explains what data they process, how they process it, how long they keep it, and how they keep it safe.
- Google Workspace – we use google for a variety of operational and productivity services, as well as some limited cloud compute resources, where appropriate. Read Google’s privacy policy.
- Notion – we use notion as an organisational tool and internal knowledge-sharing platform. Read Notion’s privacy policy.
- Hetzner – we run a number of virtual machines on Hetzner’s infrastructure, in Germany and Finland. Read Hetzner’s privacy policy.
- Adobe – we use adobe for delivering creative work, but actively avoid Adobe’s Fonts API. Read Adobe’s privacy policy.
- Cloudflare – we use Cloudflare for securely serving content to users, DNS and keeping sites safe from attacks. Read Cloudflare’sPrivacy Policy.
- Calendly – we use Calendly to process appointment bookings. Read Calendly’s privacy policy.
- MailerLite – If you subscribe to our mailing list, we will collect your name and contact information so we can occasionally send you updates that may be of interest. We use the email platform MailerLite to collect and store this data. Read MailerLite’s privacy policy. We do not share subscribers’ details with anyone and you can amend your details or unsubscribe at any time.
- Stripe – we may use Stripe to process payments. Read Stripe’s privacy policy.
Hosting services
Sensitive data may also be held by our various hosting service providers, including:
- 20i
- Amazon Web Services
- Google Cloud
Unless otherwise requested by the client, our hosting regions are based in the UK by default, ensuring your data (and any customer data that passes to you via services hosted by us) is hosted and processed via UK data centres.
Data sharing
We will never share your data with third parties for the purposes of sales, marketing, retargeting or other similar activities.
Your data may be held or processed using the third parties listed above to facilitate our provision of a quote or service to you, or other third parties that make up our digital infrastructure for the functions or purposes listed above.
Any visitor submissions may be checked through automated spam detection services.
Retention
If you fill in a contact or enquiry form, the information you submit is retained only as long as is necessary for the purpose it is gathered (mainly to respond to your enquiry), or one year after the completion of any work we conduct for you, whichever is shorter.
Emails, form submissions and subsequent replies may be retained in our email archives indefinitely.
Your rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You can also request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us if you wish to make a request.
Complaints
If you have any concerns about our use of your personal information, you should first raise a complaint to us by contacting us.
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.
We are registered with the (ICO) in the UK, reference ZB041811.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Contact
You can contact us using this website if you want to query anything regarding this policy, or how it relates to your data.