Privacy Policy

Implementation warning: This page is not publish-ready. Complete a data map covering forms, onboarding, email, analytics, payment, invoicing, support systems, hosting access, backups and third-party processors. Insert real business details, lawful bases, retention periods, international-transfer information and rights procedures, then obtain appropriate review.

1. Who we are

Data controller: {{LEGAL_BUSINESS_NAME}}

Trading name: PoodleCollective

Address: {{ADDRESS}}

Privacy email: {{PRIVACY_EMAIL}}

2. Information we collect

Depending on how you use the website or services, this may include:

Name, job title and contact details
Business and billing information
Website URL and technical information
Enquiry, project and support messages
Onboarding information
Account usernames and access records shared through approved secure systems
Transaction and invoice records
Website usage and consent information
Communications and service history
Information contained in a client website where access is required to provide support

3. How information is collected

Information may be collected when you:

Submit a contact, emergency or onboarding form
Purchase or enquire about a service
Communicate by email, phone or an agreed support channel
Provide access to a website or third-party service
Use the website and consent to optional analytics or similar technologies

4. Why we use information

Complete this section with the actual purpose and lawful basis for each activity.

Purpose	Information used	Lawful basis	Retention
Respond to enquiries	{{DATA}}	{{LAWFUL_BASIS}}	{{RETENTION}}
Deliver contracted services	{{DATA}}	{{LAWFUL_BASIS}}	{{RETENTION}}
Billing and accounting	{{DATA}}	{{LAWFUL_BASIS}}	{{RETENTION}}
Security and fraud prevention	{{DATA}}	{{LAWFUL_BASIS}}	{{RETENTION}}
Website analytics	{{DATA}}	{{LAWFUL_BASIS}}	{{RETENTION}}
Marketing communications, if used	{{DATA}}	{{LAWFUL_BASIS}}	{{RETENTION}}

5. Client website access and personal data

When supporting a client website, PoodleCollective may encounter personal data controlled by the client, such as customer, order or member information. The client remains responsible for deciding how that data is used. A data-processing agreement may be required where PoodleCollective processes such information on the client's behalf.

6. Who information is shared with

List every actual provider and the reason for sharing, for example:

Website and form hosting
Email and support systems
Secure credential-sharing tools
Payment and invoicing providers
Backup and website-management platforms
Analytics providers
Accountants, insurers or professional advisers
Subcontractors, only where used and appropriately contracted

Processor list: {{INSERT_REAL_PROVIDER_LIST_AND_LINKS}}

7. International transfers

{{EXPLAIN WHETHER ANY PROVIDERS STORE OR ACCESS DATA OUTSIDE THE UK AND THE SAFEGUARDS USED}}

8. How long information is kept

{{INSERT REAL RETENTION PERIODS FOR ENQUIRIES, CLIENT RECORDS, INVOICES, SUPPORT COMMUNICATIONS, LOGS, BACKUPS AND MARKETING DATA}}

Information should not be kept longer than necessary for the stated purpose, legal obligations and legitimate business records.

9. Security

Describe the actual organisational and technical measures used, without claiming perfect security. These may include access controls, two-factor authentication, encrypted services, limited permissions, secure credential sharing and backup procedures.

10. Your rights

{{INSERT LEGALLY REVIEWED DESCRIPTION OF APPLICABLE DATA-PROTECTION RIGHTS AND HOW TO EXERCISE THEM}}

Requests should be sent to {{PRIVACY_EMAIL}}. Identity may need to be verified before information is disclosed or changed.

11. Complaints

{{INSERT THE APPROPRIATE SUPERVISORY-AUTHORITY DETAILS AND COMPLAINT PROCESS AFTER LEGAL REVIEW}}

12. Cookies

See the Cookie Policy for information about cookies and similar technologies used by the production website.

13. Changes to this policy

The policy should be updated when services, providers or data use change.

Last updated: {{DATE}}