Rugby Web Design Limited Privacy Policy

Last updated: 28 July 2026

1. Introduction

Rugby Web Design Limited respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how personal information is collected, used, stored and protected when you visit this website, contact Rugby Web Design Limited or become a client.

It also explains your rights under the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable UK data protection legislation.

2. Who Is Responsible for Your Personal Information?

Rugby Web Design Limited is the data controller responsible for deciding how and why your personal information is used.

Company: Rugby Web Design Limited
Privacy contact: Graham Barr, Director
Registered office: 88 Main Street, Newbold-on-Avon, Rugby, Warwickshire, CV21 1HW
Email: hello@rugbywebdesign.co.uk
Telephone: 01788 486007

3. Personal Information We Collect

Depending on how you interact with the business, we may collect:

• Your name
• Your business or organisation
• Your job title or role
• Your postal or business address
• Your email address
• Your telephone number
• Information included within enquiries, emails and other correspondence
• Information required to prepare quotations and provide services
• Contracts, instructions, approvals and project records
• Website access details provided for project or support purposes
• Billing, payment and transaction information
• Photographs, artwork, documents, website content and other project materials
• Records of services provided and communications concerning those services
• Your communication preferences
• Technical information such as your IP address, browser, device and information generated through the operation and security of the website
• Any other information you choose to provide

We do not intentionally request or routinely process special category personal data, such as information concerning health, ethnicity, religious beliefs or sexual orientation. Please do not provide this type of information unless it is genuinely necessary.

We do not knowingly collect personal information from children through this website.

4. How We Collect Personal Information

We may collect personal information:

• When you submit an enquiry through the website
• When you contact us by email, telephone or another communication method
• When you request a quotation or enter into a contract
• During the delivery and ongoing support of a website or related service
• When you provide content, files, photographs, access details or instructions
• Through recommendations or referrals
• From publicly available business sources where relevant to a legitimate business enquiry
• Automatically through the technical operation and security of the website
• Through third-party services used to operate the website and business

If you provide personal information concerning another person, you should ensure that you have permission to do so where required.

5. How and Why We Use Personal Information

We only use personal information where we have an appropriate lawful basis.

Enquiries and quotations

We use contact details and enquiry information to:

• Respond to enquiries
• Discuss potential projects
• Arrange meetings
• Understand requirements
• Prepare quotations and proposals
• Follow up an active enquiry

We normally rely on legitimate interests and, where applicable, taking steps at your request before entering into a contract.

Our legitimate interest is operating the business and responding to people who have asked about our services.

Providing contracted services

We use personal information to:

• Create, develop and support websites
• Communicate with clients and their authorised contacts
• Manage projects and obtain instructions or approvals
• Provide hosting, maintenance and support
• Manage the ongoing client relationship
• Administer website transfers and handovers
• Exercise or enforce contractual rights

Where the client is an individual, this processing may be necessary to perform a contract. Where the client is a company or other organisation, we normally rely on our legitimate interests in delivering the agreed services and communicating with its representatives.

Invoicing and business administration

We use relevant information to:

• Create and issue invoices
• Record and reconcile payments
• Maintain accounting and tax records
• Manage contracts and business records
• Meet legal, regulatory and reporting obligations
• Establish, exercise or defend legal claims

We rely on contractual necessity, legitimate interests and compliance with legal obligations, depending on the circumstances.

Website operation and security

We may process limited technical information to:

• Operate and secure the website
• Deliver website forms
• Prevent spam, fraud and misuse
• Diagnose technical problems
• Maintain the reliability of the website and its services

We rely on our legitimate interests in operating a secure and functional website.

6. Website Enquiries

Website enquiry forms are hosted and processed through Webflow.

Form submissions are delivered to Rugby Web Design Limited through Google Workspace and are also retained within Webflow. Access is restricted to Rugby Web Design Limited and authorised service providers where access is required to operate or support the relevant platform.

Information submitted through the enquiry form is used to review and respond to the enquiry. It is not added automatically to a promotional mailing list.

Please do not submit confidential access credentials, financial information or sensitive personal information through a general website enquiry form.

7. Client Projects and Website Data

During a website project or support relationship, clients may provide content, photographs, artwork, documents, contact information and access to relevant website or business platforms.

This information is used only where reasonably necessary to deliver the requested services, maintain appropriate project records or provide ongoing support.

Rugby Web Design Limited may also have access to personal information collected through a client’s website, such as website form submissions. In these circumstances, the client will normally be the data controller and Rugby Web Design Limited will act as a data processor on the client’s instructions.

Information collected by a client’s website is subject to that client’s own privacy policy.

Rugby Web Design Limited does not use personal information obtained through a client’s website for its own marketing or unrelated business purposes.

No freelancers or subcontractors are currently used to deliver client work.

8. Administrative Client Communications

We use Mailchimp to send occasional administrative communications to existing clients about matters such as:

• Website hosting
• Pricing changes
• Webflow platform changes
• Security matters
• Service availability
• Contractual terms
• Services already being provided
• Other important matters affecting an existing client relationship

These communications are intended to provide clients with relevant operational or contractual information. They are not used to promote additional services or encourage purchases.

Where appropriate, recipients can use the unsubscribe facility provided within the email or contact Rugby Web Design Limited directly to update their communication preferences. Some essential contractual or service information may still need to be provided separately while an active service remains in place.

9. Cookies and Embedded Content

Rugby Web Design Limited does not use cookies for website analytics, advertising or behavioural tracking. However, third-party embedded content may use cookies or similar technologies as explained below.

Some pages contain content embedded from third-party services, including YouTube videos and Google Maps.

When a page containing this content is opened or the embedded content is used, the relevant provider may receive technical information such as:

• Your IP address
• Your browser and device information
• The page you are viewing
• Information about how you interact with the embedded content

The provider may also place or access cookies or similar technologies on your device.

YouTube and Google Maps are services provided by Google. Information collected through these services is handled by Google in accordance with its own privacy policy.

You can control or delete cookies through your browser settings. Restricting cookies may prevent embedded videos, maps or other website features from working correctly.

10. Sharing Personal Information

Rugby Web Design Limited does not sell or rent personal information.

We may share or make personal information available to trusted service providers where reasonably necessary to operate the website, communicate with clients, manage projects or meet legal obligations.

These providers include:

• Webflow, which hosts the website and processes website form submissions
• Google Workspace, which is used for business email and communications
• Xero, which is used for invoicing and accounting
• Dropbox, which may be used to store or exchange project files
• Google Drive, which may be used to store, create or exchange project documents and files
• Mailchimp, which is used to distribute important administrative communications to existing clients
• YouTube and Google Maps, which provide embedded website content
• Banking, payment and financial service providers
• Accountants, insurers, solicitors and other professional advisers
• Regulatory bodies, courts, law-enforcement agencies or public authorities where disclosure is legally required

These organisations may act as data processors acting on our instructions or as separate data controllers responsible for their own use of information.

Personal information may also be disclosed where necessary to protect legal rights, prevent fraud, recover money owed or support the sale, restructuring or transfer of the business.

11. International Data Transfers

Some service providers used by Rugby Web Design Limited operate internationally or may process, store or access information outside the United Kingdom.

Where personal information is transferred outside the UK, we rely on safeguards recognised under UK data protection law. These may include:

• UK adequacy regulations
• The UK International Data Transfer Agreement
• The UK Addendum to the European Commission’s Standard Contractual Clauses
• Other legally recognised safeguards adopted by the relevant provider

Further information about the international-transfer arrangements used by individual providers is normally available within their privacy notices and data-processing terms.

12. How Long We Keep Personal Information

We retain personal information only for as long as it is reasonably required for the purpose for which it was collected.

Our normal retention periods are:

Enquiries

Enquiries that do not result in a client relationship are normally retained for up to three years after the last meaningful contact.

Client correspondence

Email correspondence and routine client project records are normally retained for up to three years after the client relationship ends.

Information may be retained for longer where reasonably necessary to manage an ongoing service, resolve a dispute, recover payment or establish, exercise or defend a legal claim.

Project files and supplied materials

Files, photographs, artwork and other materials supplied for website projects are normally retained throughout the active client relationship.

When the website is transferred to another provider or the client’s business ceases trading, these materials will be securely deleted unless continued retention is reasonably necessary for legal, contractual or record-keeping purposes.

Webflow submissions

Enquiries retained within Webflow are normally kept for up to three years after the last meaningful contact, unless they form part of an active client relationship or another valid reason for continued retention applies.

Accounting records

Invoices, payment information and accounting records are normally retained for at least six years from the end of the financial year to which they relate, or longer where required by law.

Administrative communication records

Contact details held within Mailchimp are retained while they are reasonably required for relevant administrative client communications or until the recipient unsubscribes, objects or no longer has a relevant relationship with Rugby Web Design Limited.

A minimal suppression record may be retained after an unsubscribe request to ensure that the person is not inadvertently added to the relevant mailing list again.

When information is no longer required, it will be securely deleted or anonymised where reasonably practicable.

13. How We Protect Personal Information

We use reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss, misuse or destruction.

These measures include:

• Password-protected computers and business systems
• Access restrictions
• Encrypted website connections
• Reputable cloud and technology providers
• Software and security updates
• Secure access credentials
• Limiting access to information according to business need

Client project records and locally stored files are held on a secure, password-protected computer. Selected information may also be stored or exchanged through the cloud providers identified in this policy.

No method of online transmission or electronic storage can be guaranteed to be completely secure. However, reasonable steps are taken to protect the personal information under our control.

14. Automated Decision-Making

Rugby Web Design Limited does not use personal information to make solely automated decisions that produce legal or similarly significant effects.

We do not carry out automated profiling of website visitors.

15. Links to Other Websites

This website may contain links to websites operated by other organisations.

Rugby Web Design Limited is not responsible for the content, security or privacy practices of external websites. You should review the relevant organisation’s privacy policy before providing personal information through an external website.

16. Your Data Protection Rights

Depending on the circumstances and the lawful basis being relied upon, you may have the right to:

• Be informed about how your personal information is used
• Request access to the personal information held about you
• Ask for inaccurate or incomplete information to be corrected
• Ask for your personal information to be erased
• Ask for the use of your information to be restricted
• Object to processing based on legitimate interests
• Request the transfer of information you have provided
• Withdraw consent where processing is based on consent
• Object to the use of your information for direct marketing
• Complain to the Information Commissioner’s Office

These rights are not absolute and may be subject to legal conditions or exemptions.

We may need to request information to confirm your identity before responding. We will normally respond within one month, although this period may be extended where permitted by law.

There is normally no charge for exercising your rights. However, a reasonable fee may be charged, or a request refused, where permitted by law because it is manifestly unfounded or excessive.

To exercise a data protection right, contact:

Graham Barr
Rugby Web Design Limited
88 Main Street
Newbold-on-Avon
Rugby
Warwickshire
CV21 1HW

Email: hello@rugbywebdesign.co.uk
Telephone: 01788 486007

17. Complaints

If you have concerns about how your personal information has been handled, please contact Rugby Web Design Limited first so that the matter can be investigated.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

18. Changes to This Privacy Policy

This Privacy Policy may be updated when business practices, technology providers or legal requirements change.

The latest version will be published on this page and the “Last updated” date will be revised.