Privacy Policy

Who we are

The controller of personal data described in this policy is [COMPANY LEGAL NAME], operating the website organicseo.agency at https://organicseo.agency. Registered address: [REGISTERED ADDRESS]. For privacy requests, email fabi@site-media.co.uk.

Governing jurisdiction references in our legal pages use [JURISDICTION].

Scope

This policy covers personal data processed through https://organicseo.agency, including contact form submissions and ordinary website hosting logs. It also explains how we handle access to client analytics and Search Console properties during SEO engagements. Separate client agreements may add project-specific processing terms. Where those agreements are stricter, they apply to that engagement.

Data we collect

Information you send us

When you use the contact form or email us, we may receive your name, work email address, company name, website URL, selected goal, message content, and any other details you choose to include. Do not send special-category data or passwords through the form.

Technical data from hosting

Like most websites, our hosting provider may process server logs that include IP address, user agent, request path, and timestamps. These logs support security, debugging, and reliable delivery of the site. They are not used by us to build marketing profiles of visitors.

Cookies

This site is designed to operate without analytics or advertising cookies. See our Cookie Policy for the current statement. If that position changes, we will update both policies.

Formspree submissions

Contact form submissions are sent to Formspree, a third-party form processing service, at the endpoint configured for this site. Formspree receives the fields you submit so we can read and respond to enquiries. Formspree acts as a processor for that transmission and storage according to its own terms and privacy documentation.

We use Formspree so the form can be delivered without building a custom inbox pipeline. If Formspree is unavailable, you can email fabi@site-media.co.uk directly. We may change form processors in future; if we do, this policy will be updated.

How we use personal data

• To reply to enquiries and run scoping conversations
• To assess whether we are a suitable partner for the work
• To maintain records needed for legitimate business correspondence
• To protect the site against abuse, spam, and security incidents
• To meet legal obligations where they apply

We do not sell personal data. We do not use contact form submissions to run advertising audiences. We do not add enquiry emails to a newsletter unless you separately ask to be on one.

Legal bases (GDPR)

Where the EU General Data Protection Regulation (GDPR) or UK GDPR applies, we rely on one or more of the following bases:

• Legitimate interests: responding to business enquiries, securing the website, and keeping ordinary commercial records
• Contract / pre-contract steps: discussing or performing services you request
• Legal obligation: where retention or disclosure is required by law
• Consent: only where we specifically ask for it and you can withdraw it

Retention

Enquiry records are kept for as long as needed to complete the conversation and for a reasonable business period afterward, typically up to 24 months for unsuccessful sales conversations unless a longer period is required for legal claims or accounting. If you become a client, relevant correspondence may be retained for the life of the engagement and for a limited period afterward as required by the client agreement or applicable law.

Hosting logs are retained according to the hosting provider's rotation settings, generally for short operational windows. We do not keep indefinite marketing dossiers on website visitors.

You may ask us to delete enquiry data earlier where no overriding legal retention duty applies. See "Your rights" below.

Third-party processors and recipients

Depending on how you contact us and how we operate the site, data may be processed by:

• Formspree (contact form delivery and storage)
• Website hosting and DNS providers
• Email providers used to send and receive correspondence
• Professional advisers (for example legal or accounting) when strictly necessary

These parties process data under their own terms and, where required, under data processing arrangements. We select providers we believe are appropriate for confidentiality and security, but no internet transmission is perfectly secure.

International transfers

Some processors may store or access data outside your country, including outside the EEA or UK. Where GDPR transfer rules apply, we rely on appropriate safeguards offered by the provider (such as standard contractual clauses) or another lawful transfer mechanism. Ask us if you need current details for a specific processor.

Client analytics and Search Console access

During an SEO engagement you may grant us access to Google Search Console, analytics properties (such as GA4), CMS environments, Looker Studio reports, or similar tools. That access is for delivering the services described in your agreement. We use it to diagnose issues, prioritise work, and report progress.

When an engagement ends, we will remove or request removal of our user access to those properties within a reasonable wind-down period, unless you ask us in writing to retain access for a transition. We do not keep standing access to client analytics after the engagement without your agreement. Exports or working notes created during the project are handled under the client agreement and retention rules above.

Client tool data often includes end-user interaction metrics. We treat it as confidential business information and do not use it to market unrelated services to those end users.

Your rights

Depending on your location, you may have rights to access, rectify, erase, restrict, or object to certain processing, and to data portability. Where processing is based on consent, you may withdraw consent without affecting prior lawful processing. You may also lodge a complaint with a supervisory authority in your country.

To exercise rights related to data we control, email fabi@site-media.co.uk with enough detail for us to locate your request. We may need to verify identity before acting. We aim to respond within one month, or sooner when required by applicable law.

Children

This website and our services are directed at businesses and professionals. We do not knowingly collect personal data from children. If you believe a child has submitted data to us, contact us and we will delete it.

Security

We use reasonable technical and organisational measures appropriate to the data we handle, including access controls on inboxes and tools, and careful handling of client credentials. No method of transmission or storage is completely secure. Please avoid sending sensitive credentials through the public contact form.

Changes to this policy

We may update this policy to reflect operational, legal, or processor changes. The "Last updated" date at the top will change when we do. Material changes to form processing or cookie behaviour will be reflected here and in related pages.

Contact

Privacy questions and data subject requests: fabi@site-media.co.uk. Postal correspondence: [REGISTERED ADDRESS]. Controller identity: [COMPANY LEGAL NAME]. Related pages: Terms of Service, Cookie Policy, Disclaimer.