Privacy Policy

This Privacy Policy explains how DigitalHQ collects, uses, and protects your personal data when you use our website, contact us, or engage with our services.

1. Who We Are

DigitalHQ is a UK-based software development company specialising in custom app development, chatbots, and web platforms.

2. What Data We Collect

We may collect and process the following data:

  • Identity Data: name, business name, job title
  • Contact Data: email address, phone number, physical address
  • Project Data: information about your business, app requirements, and technical specs
  • Usage Data: how you interact with our website or client portal
  • Technical Data: IP address, browser type, cookies, time zone, device
  • Communications: emails, support requests, proposals, contracts

3. How We Use Your Data

We use your data to:

  • Provide and manage services you’ve requested
  • Communicate project details, timelines, and support
  • Issue proposals, contracts, and invoices
  • Improve our services and website
  • Comply with legal and regulatory obligations

We do not sell or rent your personal data to third parties.

4. Legal Basis for Processing

We process personal data based on the following lawful grounds under UK GDPR:

  • Contract: to fulfil our obligations in delivering services
  • Consent: when you opt-in to marketing or contact forms
  • Legitimate Interest: to run our business and improve our offerings
  • Legal Obligation: for tax, accounting, and compliance purposes

5. How We Store and Protect Data

We store data securely using encrypted cloud storage, password-protected systems, and access control.

We take reasonable steps to protect your data from unauthorised access, loss, misuse, or disclosure.

6. Data Retention

We retain personal data only as long as necessary:

  • Client project data – up to 7 years for legal and tax reasons
  • Marketing data – until you unsubscribe or withdraw consent
  • Contact or enquiry data – typically retained for 1 year

7. Sharing Your Data

We may share your data with:

  • Subcontractors or freelancers working on your project
  • Professional advisers (e.g. accountants, legal)
  • Service providers (e.g. hosting, chat tools, analytics)
  • Government bodies if legally required

All third parties are subject to strict confidentiality and data protection agreements.

8. International Transfers

Some of our providers may be based outside the UK or EEA (e.g. hosting, analytics, Chatbase).

Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or UK adequacy decisions.

9. Cookies

Our website uses cookies to improve functionality and analyse performance. These may include:

  • Essential cookies – required for core site functions
  • Analytics cookies – e.g. Google Analytics
  • Chat widget cookies – e.g. Chatbase or similar tools

You can disable cookies in your browser settings, though this may impact functionality.

10. Your Rights

Under UK data protection law, you have rights including:

  • Access – request a copy of your data
  • Rectification – correct inaccurate data
  • Erasure – request deletion of your data
  • Restriction – limit how we use your data
  • Portability – request your data in a portable format
  • Objection – object to processing based on legitimate interests or direct marketing

To exercise your rights, contact us at [Email Address]. We will respond within 30 days.

11. Third-Party Links

Our website may include links to other websites or tools. We are not responsible for their privacy policies or practices.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the updated date noted at the top.