Privacy Policy — Your Social Media State

Privacy Policy

Last updated: [DATE]
Draft for review. This document is a structured starting point, not legal advice. Highlighted fields must be completed, and the whole document should be reviewed by a qualified adviser before you rely on it.

Contents

  1. Who we are
  2. What information we collect
  3. How we use it, and our lawful basis
  4. Who we share it with
  5. Transfers outside the UK
  6. How long we keep it
  7. Your rights
  8. Cookies and tracking
  9. Complaints
  10. Changes to this policy

1. Who we are

Your Social Media State is a trading name of State Systems Limited, a company registered in England and Wales under company number [COMPANY NUMBER], with its registered office at [REGISTERED ADDRESS].

For the purposes of UK data protection law, we are the data controller for personal information you provide to us.

If you have any questions about this policy or how we handle your information, contact us at [CONTACT EMAIL].

ICO registration number: [ICO NUMBER — see note below]

2. What information we collect

When you submit an enquiry form or book a discovery call, we collect:

  • Your first and last name
  • Your email address
  • Your phone number
  • Your business name and industry
  • Your business website or social media profile, if you provide it
  • The content of your enquiry or any notes you add
  • The date and time of any appointment you book

We may also collect limited technical information automatically, such as your IP address and basic analytics about how you use our website.

If you become a client, we will also hold information necessary to deliver the service, which may include access to or content for your social media accounts.

3. How we use it, and our lawful basis

We use your information to:

  • Respond to your enquiry
  • Arrange, confirm and manage discovery calls
  • Provide the services you have engaged us for
  • Send service-related communications, such as appointment confirmations and reminders
  • Keep records for accounting and legal purposes

Our lawful basis

Where you have contacted us about our services, we rely on legitimate interests — specifically, responding to a request you have made and operating our business. Where you are a client, we rely on performance of a contract. Where we are required to retain records, we rely on legal obligation.

We do not add enquiry contacts to marketing lists without separate consent. If we introduce marketing communications, we will ask for your consent first, and you can withdraw it at any time.

4. Who we share it with

We do not sell your personal information. We share it only with service providers who help us operate, acting as our processors:

  • HighLevel, Inc. (GoHighLevel) — our customer relationship management, forms and scheduling platform
  • Google — calendar and video meeting services, and email
  • [ACCOUNTANT / OTHER PROVIDERS, IF ANY]

We may also disclose information where required by law.

5. Transfers outside the UK

Some of our service providers are based outside the United Kingdom, including in the United States. Where personal information is transferred outside the UK, we rely on appropriate safeguards as required by UK data protection law, such as the UK International Data Transfer Addendum or an adequacy decision.

[CONFIRM SAFEGUARD MECHANISM WITH ADVISER]

6. How long we keep it

We keep personal information only as long as necessary:

  • Enquiries that do not become clients: [e.g. 12 months] from last contact
  • Client records: for the duration of the engagement and [e.g. 6 years] afterwards, to meet accounting and legal requirements
  • Appointment records: [RETENTION PERIOD]

After these periods we securely delete or anonymise the information.

7. Your rights

Under UK data protection law you have the right to:

  • Access the personal information we hold about you
  • Have inaccurate information corrected
  • Request erasure of your information in certain circumstances
  • Restrict how we process your information in certain circumstances
  • Object to processing based on legitimate interests
  • Request transfer of your information to another provider
  • Withdraw consent, where we rely on it

To exercise any of these rights, contact us at [CONTACT EMAIL]. We will respond within one month.

8. Cookies and tracking

Our website and the platforms we use may set cookies necessary for the site to function, and may use analytics to understand how the site is used.

[COMPLETE ONCE ANALYTICS / PIXELS ARE CONFIRMED — a cookie banner may be required]

9. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can try to put it right.

You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection, at ico.org.uk.

10. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last revised. Where changes are significant, we will take reasonable steps to notify you.