Privacy Policy

We are the data controller for personal information described in this policy. Our registered address is 152 Briar Road, Watford, Hertfordshire, WD25 0HH, United Kingdom. We are registered with the UK Information Commissioner's Office (ICO) under reference ZC199057.

Information we collect

We may collect the following categories of personal information:

• Contact details - name, email address, phone number, company name, and job title when you enquire, book a call, or request an audit.
• Website and marketing data - pages visited, referral source, device/browser type, and approximate location derived from IP address (when analytics cookies are accepted).
• Communications - messages you send via contact forms, email, chat (including our AI assistant Sophia), or partner enquiries.
• Service delivery data - project notes, credentials (handled securely), URLs you ask us to review, and billing information where you become a client.
• Newsletter data - email address and subscription preferences when you join our blog newsletter via Ghost.

Usage purposes

We use personal information for the following purposes:

• To respond to enquiries, provide quotes, deliver contracted services, and support clients.
• To schedule and conduct consultations, audits, and discovery calls.
• To send service-related communications (for example project updates or account notices).
• To send marketing communications where you have opted in (you may unsubscribe at any time).
• To improve our website, products, and user experience - including aggregated analytics when consented.
• To meet legal, tax, and regulatory obligations and to protect our legitimate business interests.
• To prevent fraud, abuse, and security incidents.

Legal bases for processing

Under UK GDPR we rely on one or more of the following legal bases:

• Contract - processing necessary to perform a contract or take steps at your request before entering a contract.
• Legitimate interests - for example responding to enquiries, improving our services, and securing our systems, balanced against your rights.
• Consent - for non-essential cookies, marketing emails, and newsletter subscriptions where required.
• Legal obligation - where we must retain records for accounting or compliance purposes.

Sharing with third parties

We do not sell your personal information. We may share data with trusted processors who help us operate our business, including:

• Hosting and infrastructure providers (for example Hetzner, Coolify-managed servers).
• Email and communication tools (for example Brevo for transactional email).
• Calendar and booking tools embedded on our contact pages.
• Analytics providers - only when you consent to analytics cookies.
• Product platforms you choose to use (for example WebMOT, PriorityFlow, HiveCells) under their own privacy terms.
• Professional advisers (accountants, lawyers) where reasonably necessary.
• Law enforcement or regulators when required by law.

All processors are required to handle data securely and only on our instructions. We maintain a list of key subprocessors on request.

When you send the website enquiry form, that message is handled by our own server. We email it to the GeekyBee team through our email provider (Brevo), and we store a copy in our CRM (HubSpot) so we can reply.

International transfers

We aim to store and process personal data within the UK or European Economic Area. Where data is transferred outside the UK/EEA (for example to a US-based SaaS provider), we ensure appropriate safeguards are in place - such as UK International Data Transfer Agreements, adequacy regulations, or Standard Contractual Clauses - and we assess transfer risk before onboarding suppliers.

Retention

We keep personal information only as long as necessary for the purposes above:

• Sales enquiries - typically up to 24 months unless a client relationship continues.
• Client project records - duration of the contract plus up to 7 years for legal and accounting purposes.
• Marketing consents - until you unsubscribe or withdraw consent.
• Cookie preferences - up to 12 months (see our Cookies Policy).

Your rights

Under UK data protection law you have rights including access, rectification, erasure, restriction, objection, and data portability (where applicable). You may also withdraw consent at any time for processing based on consent. To exercise your rights, contact us using the details below. You may lodge a complaint with the ICO at ico.org.uk.

Children

Our services are aimed at businesses and adults. We do not knowingly collect personal information from children under 16.

Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top will change when we do. Material changes will be highlighted on this page where appropriate.

Related policies

See also our Cookies Policy, AI Transparency Policy, and Terms & Conditions.

Contact details

For privacy enquiries or data subject requests, use the contact details below:

• Email: info@geekybee.net
• Phone: 01923 981 249 (Mon–Fri 09:00–17:30)
• Post: GeekyBee Limited, 152 Briar Road, Watford, Hertfordshire, WD25 0HH, United Kingdom
• ICO registration: ZC199057