On The Map Digital customer privacy notice

Contact details

Telephone

07350710853

Email

info@onthemapdigital.co.uk

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

• Names and contact details
• Addresses
• Purchase or account history
• Payment details (including card or bank information for transfers and direct debits)
• Account information
• Website user information (including user journeys and cookie tracking)
• Photographs or video recordings
• Records of meetings and decisions
• Information relating to compliments or complaints

We collect or use the following information for the operation of customer accounts and guarantees:

• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Purchase history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences

We collect or use the following information for service updates or marketing purposes:

• Names and contact details
• Addresses
• Marketing preferences
• Purchase or viewing history
• IP addresses
• Website and app user journey information
• Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:

• Name
• Contact information
• Financial transaction information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Payment details
• Account information
• Purchase or service history
• Customer or client accounts and records
• Financial transaction information
• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for legal requirements are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • To investigate and respond to customer queries, complaints or claims fairly and efficiently, and to maintain records that help us resolve issues and improve our service.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Publicly available sources

How long we keep information

We only keep your personal information for as long as we need it. Here is how long we keep each type.

• Invoices, payment records and other accounting records: 6 years after the end of the tax or accounting year they relate to. Tax and accounting rules require this.
• Client records, such as contracts, account details and project notes: 6 years after our work for you ends. This matches the time limit for contract claims.
• Complaints and claims: 6 years after we resolve them, for the same reason.
• Enquiries from people who don’t become clients: 12 months after our last contact. Checklist download records follow the separate periods below.
• Marketing preferences and consent records for activities other than the Website Enquiry Checklist: until you unsubscribe or withdraw your consent. After that, we keep a short note of your choice so we do not contact you again. The checklist has separate retention arrangements below.
• Website analytics data: up to 14 months.

We check our records once a year. We delete or anonymise anything we no longer need.

For more information on how long we store your personal information, or the criteria we use to decide this, contact us using the details above.

Free Resources, Downloads and Email Sign-ups

We offer free resources as part of On The Map Digital's business development activity. The form explains which details are required, what you will receive and whether we send a service email. Different forms may have different delivery arrangements, purposes, lawful bases and retention periods. Where these differ from the checklist arrangements below, we explain the applicable arrangements before you submit your details. Requesting a resource does not by itself subscribe you to marketing or make you a sales enquiry.

Website Enquiry Checklist

Your email address is compulsory and your first name is optional. After successful submission, you can download the PDF immediately from the thank-you page. We also send a confirmation email containing a backup download link. The PDF is downloaded from our website, not attached to the email. An email failure does not prevent the immediate download. You receive the same service whether or not you choose marketing.

We record your email address, any first name supplied, submission time, source form/page, marketing choice and relevant form and consent wording versions. We use this information to administer your request, send the confirmation and backup link, handle delivery problems and related support, and protect the service from abuse. Our lawful basis for these limited checklist administration purposes is legitimate interests in providing and administering the requested resource service. We do not claim that an email address is technically needed to serve the PDF. You can object to processing based on legitimate interests.

Optional marketing

Marketing consent on these resource sign-up forms is separate, optional and unticked by default. We rely on your consent for the marketing described beside that checkbox. Leaving it unticked does not affect the checklist download or confirmation. We do not treat a free download as permission for sales follow-up or as an automatic soft opt-in.

The checklist confirmation is a service message, with no marketing offers or tracking. You can withdraw marketing consent at any time using our contact details or the unsubscribe method in any marketing email. Sender.net remains disconnected: the current checklist service does not transfer personal information to Sender or send visitor marketing emails. Any future marketing requires appropriate recorded permission and a working unsubscribe method.

Storage, service providers and internal notifications

The checklist's authoritative record is encrypted and held privately with Hostinger, which also provides email delivery. Encrypted recovery copies are also stored separately in Google Drive. Backup pruning is currently on hold, so a fixed expiry for these copies is not yet enforced. Recovery copies may outlast live records; they must remain restricted and must not return erased or suppressed information to active use. We receive a separate internal notification containing your email address, first name if supplied, UK submission date/time and marketing choice. Cloudflare Turnstile processes verification information to protect the form from abuse. The backup download link does not contain your personal information.

Restricted exports may be used to administer records or respond to your requests. These are separate personal-data copies. Monitoring alerts contain only operational categories, counts and timestamps, not visitor details. Our hosting, security and email providers also process technical and delivery information under their service arrangements. Hostinger makes customer-visible email delivery logs available for 30 days; this does not mean every provider-held copy is deleted after 30 days.

Checklist retention

If you do not consent to marketing, identifiable submission records become eligible for automatic deletion after 7 days from submission and are deleted at the next successful daily cleanup, normally within a further 24 hours. We delete sooner if no longer needed. Sending emails, retries and exports do not restart the period. A necessary exception, such as an active support dispute, rights request or legal claim, must have a documented purpose and review date; exceptions are not automatically renewed.

If you consent to marketing, we review continued need after 12 calendar months from submission and at least annually after each documented review. The review date does not automatically delete your information. Overdue records remain stored but are excluded from marketing eligibility pending review. We retain them only where there is a continuing justified need and appropriate permission, otherwise we delete them or retain only necessary evidence. Routine activity, email opens, clicks and exports do not postpone review.

After withdrawal, justified minimised consent evidence may be retained for up to 12 additional months. Minimum protected suppression information may remain where necessary to respect your choice and prevent unwanted contact; we review its necessity annually. Suppression information is personal data and is not automatically removed with the lead record.

We delete unnecessary checklist-related mailbox copies and temporary exports as soon as their task is complete, with a 7-day disposal target. Earlier underlying record deadlines also apply to exports. Daily cleanup applies to server export copies, normally at the next successful run after the deadline; downloaded copies and mailbox copies require separate disposal. Specific necessary case evidence may be kept with restricted access and a documented review date. These targets do not extend to a visitor's own received email or promise identical deletion dates for providers' technical logs or recovery copies. Other forms' records follow their disclosed purpose-specific periods.

Your rights and recovery copies

You can request access, correction, deletion or restriction, object to legitimate-interests processing and withdraw marketing consent. Other rights apply where their legal conditions are met. Marketing withdrawal does not by itself cancel the separately requested confirmation; tell us if you also want that processing stopped. We consider pending messages and relevant mailbox/export copies when handling requests and explain any justified exception. An email already sent cannot be recalled.

Contact info@onthemapdigital.co.uk or 07350710853. We verify identity proportionately and respond without undue delay, normally within one month. You can complain to the Information Commissioner's Office as explained below.

Recovery copies may remain until their applicable expiry where immediate erasure is not possible. We keep erased data beyond use and reapply deletion and suppression decisions before restored data returns to use. Restoring a copy does not restart retention or authorise resending old emails. We explain relevant remaining recovery copies and their expiry when responding to an erasure request; we do not promise immediate deletion from every backup.

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name: Hostinger

Category of recipient: Website Hosting

Country the personal information is sent to: USA

How the transfer complies with UK data protection law: The UK Addendum to the EU Standard Contractual Clauses

Organisation name: Hubspot

Category of recipient: Storage Provider

Country the personal information is sent to: USA

How the transfer complies with UK data protection law: The UK Addendum to the EU Standard Contractual Clauses

How to complain

If you have any concerns about how we use your personal information, tell us. You can make a data protection complaint by email.

Email: info@onthemapdigital.co.uk

Please include your name, what went wrong and what you would like us to do. Here is what happens next:

• We’ll confirm we have your complaint within 5 working days.
• We’ll look into it and may ask you for more detail.
• We’ll reply in writing within one month. If your complaint is complex and needs longer, we’ll tell you why and when to expect an answer.
• If we got something wrong, we’ll put it right and tell you what we’ve changed.

If you’re still unhappy after we reply, you can complain to the Information Commissioner’s Office (ICO).

ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint