Privacy Policy
Last updated: 26 October 2026
This policy explains what personal information Flatdot Marketing collects through flat.marketing and when you work with us, why we collect it, who we share it with and the rights you have. We keep it short and plain. If anything isn’t clear, just ask.
Who we are
Flatdot Marketing Limited is the data controller for the personal information in this policy. We’re registered in England and Wales (company number 11844213) and our studio is at Studio E, 49 Jamaica Street, Liverpool, L1 0AH. We’re registered with the Information Commissioner’s Office (ICO) under registration number ZA730741.
You can contact us about your data at in**@**at.marketing or on 0151 294 6118.
What we collect and why
|
When you |
What we collect |
Why we use it |
Our lawful basis |
|---|---|---|---|
|
Fill in our contact form |
Your name, email, phone number and message |
To reply to your enquiry and, if you want, talk about working together |
Legitimate interests (responding to people who contact us) |
|
Book a call with us |
Your name, email, phone number and website address |
To arrange and hold the call |
Legitimate interests, or steps before entering a contract |
|
Use our free AI Readiness Check |
The website address you enter |
To run the check and show you your score |
Legitimate interests (providing the tool you asked to use) |
|
Ask for your full AI Readiness report |
Your email address and the results of your check |
To send your report and follow up about how we can help |
Legitimate interests. You can opt out of follow-up at any time |
|
Email or call us |
Your contact details and what you tell us |
To respond and keep a record of our conversation |
Legitimate interests |
|
Sign up to our newsletter |
Your email address, and your name if you give it |
To send you our newsletter |
Consent. You can unsubscribe at any time |
|
Become a client |
Contact details for you and your team, project information, invoicing details |
To deliver our services, manage the account and get paid |
Contract, and legal obligation for financial records |
|
Browse our website |
Cookie and usage data, such as pages visited, device and approximate location |
To understand how the site is used and improve it |
Consent, given through our cookie banner (see our Cookie Policy) |
We don’t collect special category data, such as health information, and we don’t knowingly collect information from anyone under 18.
Marketing
We send a newsletter with insights, news and events from Flatdot. If you sign up, we’ll email it to you until you unsubscribe.
If you’re a business contact we already know, such as a client or someone who’s enquired, we may also send occasional emails about our services that we think are relevant to you. We rely on legitimate interests for this. If you’re a sole trader or individual, we’ll only email you if you’ve agreed to it, or if you’ve already been in touch about our services and didn’t opt out at the time. Every email includes a simple way to unsubscribe.
You can opt out of marketing at any time by clicking unsubscribe or emailing in**@**at.marketing. We’ll never sell your data or share it with other companies for their marketing.
The AI Readiness Check
Our free AI Readiness Check reviews a website against more than 35 AI visibility signals. It analyses the website address you enter, not you. Your score is produced automatically, but it’s about a website’s content and set-up and has no legal or similar effect on you.
To run some checks, the tool sends the website address you enter to Google’s PageSpeed Insights service. We don’t send your email address or any other personal information to these services.
Who we share your information with
We only share your information with trusted providers who help us run our business. They act on our instructions and must keep your data secure.
|
Provider |
What they do for us |
|---|---|
|
HubSpot |
Our CRM. Stores enquiries, bookings, report requests and client contacts, runs our forms and sends our emails |
|
|
Google Analytics (with your consent), Google Tag Manager and PageSpeed Insights for the AI Readiness Check |
|
CleanTalk |
Checks form submissions for spam. It processes details such as your email address and IP address to do this |
|
Trustindex |
Shows our Google reviews on the website |
|
Xero |
Manages client invoicing and financial records |
We may also share information if the law requires it, or with professional advisers such as our accountants and lawyers.
International transfers
Some of our providers, including HubSpot and Google, are based in the US or have teams outside the UK. Where your data leaves the UK, we make sure it’s protected by UK adequacy regulations, such as the UK-US data bridge, or by the ICO’s International Data Transfer Agreement or Addendum.
How long we keep your information
|
Information |
How long we keep it |
|---|---|
|
Enquiries and bookings that don’t lead to work |
2 years from our last contact |
|
AI Readiness report requests |
2 years from our last contact, unless you become a client |
|
Client records |
The length of our contract plus 6 years, for legal and tax purposes |
|
Marketing preferences |
Until you unsubscribe. We keep a record of your opt-out so we don’t contact you again |
|
Cookie and analytics data |
As set out in our Cookie Policy |
Your rights
Under UK data protection law, you have the right to:
- Access the personal information we hold about you
- Correct information that’s wrong or incomplete
- Delete your information, where we have no good reason to keep it
- Restrict how we use your information
- Object to us using your information, including for marketing, which we’ll always respect
- Move information you’ve given us to another organisation
- Withdraw consent at any time, where we rely on it, such as for cookies
To use any of these rights, email in**@**at.marketing. We’ll reply within one month. There’s no charge in most cases.
How we keep your information safe
We limit access to the people who need it, use secure, reputable providers and protect our accounts with strong passwords and two-factor authentication where available.
Complaints
If you’re unhappy with how we’ve handled your information, please tell us first at in**@**at.marketing so we can put it right.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection. Visit ico.org.uk/make-a-complaint or call 0303 123 1113.
Changes to this policy
We’ll update this policy when the way we use personal information changes. The date at the top shows when it was last updated.