Who is responsible for your information
UpTopWeb is the name used for this UK-based website studio. We are the controller of personal information that you submit directly through this website, which means we decide why and how it is used.
To ask a privacy question or exercise a right, use the enquiry form on the UpTopWeb homepage and we will reply by email. Existing clients can use their usual support contact. The legal supplier details for a client project are also provided before work begins.
Information we collect
When you send an enquiry, we may collect:
- your name, email address and phone number;
- your practice or business name and type;
- your existing website address, if you provide one;
- the goals or message included with your enquiry; and
- the date and time the form was submitted.
If you are invited to complete a website design brief, we may also collect your design preferences, intended audience, content priorities, reference websites, available project materials and other information you choose to give us about the project. Project materials may include headshots, practice photographs, copy and documents that you upload directly.
An invited logo brief collects your brand name, audience, visual preferences, intended uses, requested deliverables, timing and approval contact. You may also share links to existing brand assets and inspiration. Submitted answers are stored with your customer project for our team to plan the logo work.
If you become a client, we may also hold project communications, approved content, support requests and records needed to administer the service and payments.
If you allow referral tracking, we also receive a referral code with your enquiry or checkout. This identifies the partner who introduced you and lets us associate their commission with your subscription.
We do not ask for client names, clinical histories or other special category information through our enquiry forms. Please do not include confidential client or patient information.
How and why we use it
- To respond to your enquiry and discuss a project. We use the information to take steps you request before a contract and for our legitimate interest in handling genuine business enquiries.
- To provide an agreed service. If you become a client, we use relevant information, including an invited design brief, to plan and design the website or logo, deliver the contract, support the website and communicate with you.
- To operate and protect the website. We may use limited technical information for security, troubleshooting and preventing misuse where this is necessary for our legitimate interests.
- To meet legal and administrative duties. Some records may be needed for accounting, legal claims or compliance with a legal obligation.
- To apply a referral and credit the person who referred you. When you follow a referral link from a partner or an existing customer, we remember a referral code in your browser. When you enter a referral code at checkout, we check it. We associate the referral with your enquiry and subscription, use it to give you a free first month where the referral includes one, and calculate a partner's commission, or an existing customer's account credit under our referral scheme, on qualifying recurring payments.
We do not add enquiry details to a marketing mailing list, sell them, or use them for solely automated decisions with legal or similarly significant effects.
Who we share information with
We use service providers to host the website, store enquiries, manage design-brief responses, send internal notifications, manage communications and support normal business administration. They may process information only to provide those services to us and must protect it appropriately. A completed design brief and any uploaded project files are stored in our protected project system. Our restricted team communications service receives a completion notice and a link to the protected customer record, rather than a copy of the answers or uploaded files.
We may also disclose information to professional advisers, regulators, courts or law-enforcement bodies when reasonably necessary or legally required. We do not sell personal information.
Stripe processes subscription payments. If you allow referral attribution, we send the referral code to Stripe with checkout and keep it with the subscription and commission records in our CRM. When a subscription starts, we also keep Stripe's fingerprint for the card used. This is an identifier Stripe creates, not the card number. We use it only to check whether the same card has already been used by another customer account, so a referral's free month goes to new customers. Stripe's handling of personal information is explained in its privacy policy.
International processing
Some technology providers may process information outside the UK. If personal information is transferred internationally, we use providers and arrangements intended to give it the protection required by UK data protection law. You can ask us for more information about the safeguards relevant to your data.
How long we keep information
We keep an enquiry only for as long as needed to reply, follow up and decide whether to work together. We periodically review enquiry data and delete or anonymise it when it is no longer needed.
If you become a client, some project, contract, payment and support records, including briefs used to deliver your website or logo, may be kept for longer where needed to provide the service, meet tax or accounting duties, resolve a dispute or establish legal rights. We also consider the sensitivity of the information and the risk of keeping it when deciding the retention period.
Cookies and browser storage
The light and dark mode control stores a small preference named uptopweb-theme in your browser so the site can remember the appearance you selected. It is not used to identify you or track visits across websites.
Public pages load Google Tag Manager, a tool for managing website tags. Referral tracking uses separate browser storage, as described below.
Our live chat is provided by Crisp. It does not load until you select the chat button. Once you open it, Crisp stores cookies and browser storage so your conversation can continue across pages and visits, and processes the messages and any email address you give it so we can reply. We also store uptopweb-chat in local storage to remember that you opened chat. Please don't share clinical or sensitive personal details in chat.
The design brief does not load the tag manager used on public pages. While you complete the brief, a temporary draft is stored in that browser for up to 15 days. The draft is removed after a successful submission, or you can remove it at any time by selecting Clear answers.
Files selected in the design brief are uploaded securely to the customer project and are not stored in browser storage. You can remove an uploaded file from the content question before submitting the brief. Clearing the browser draft does not itself delete project files.
The logo brief also saves a draft in this browser, separately for each private customer link, for up to 15 days since the last save. It uses storage named uptopweb-logo-brief-v1 followed by the customer reference. Expired drafts are removed when the brief is reopened. You can clear the draft in the form; it is removed after a successful submission. A browser draft is not sent to our team until you submit. The logo brief does not load the public-page tag manager or live chat.
You can remove browser preferences and any remaining draft by clearing this site's browser storage. Our hosting infrastructure may also process basic request and security information needed to deliver and protect the site.
Referral tracking
When you follow a referral link from a partner or an existing customer, we automatically save the referral code in this browser. We store uptopweb-affiliate-referral in local storage for up to 30 days. It contains the code and its creation and expiry times. The first referral is used during that period; visiting again does not extend its expiry. We send the code with your enquiry and to Stripe at checkout so we can credit the person who referred you, including on qualifying recurring payments. Your price stays the same; if the referral includes a free first month, your trial is one month instead of 10 days. To show you that offer, we keep the result of checking the code in uptopweb-referral-offer in session storage, which your browser clears when you close the tab.
Expired local records are removed the next time the site checks them. You can also remove the referral code by clearing this site's storage in your browser settings. Following another referral link after clearing storage can save a new code.
Browser controls cannot by themselves remove a referral already sent with an enquiry or subscription. To request removal of that existing association, contact us through the enquiry form or your usual support contact. We will handle the request with our providers; records required for accounting or legal duties may need to be retained. A subscription's referral association can otherwise remain after the browser code expires so recurring commissions can be recorded.
Security
We use proportionate technical and organisational measures intended to protect personal information from loss, misuse and unauthorised access. Access to stored enquiries is restricted to authorised people. No online system can be guaranteed completely secure, so please use the forms only for the requested business information.
Your data protection rights
Depending on the circumstances, you may ask us for access to your personal information, correction, deletion, restriction, or a portable copy. You may also withdraw consent where consent is the basis we use. Some rights have legal limits, and we will explain if an exception applies.
You have the right to object when we rely on legitimate interests. Tell us what you object to and why, and we will consider your request in line with data protection law.
Complaints
Please contact us first so we can try to resolve a privacy concern. You also have the right to complain to the UK Information Commissioner's Office. Information about making a complaint is available at ico.org.uk/make-a-complaint.
Changes to this policy
We may update this policy when the website, our providers or data protection requirements change. The date at the top shows the latest version. If a change materially affects how we use information already collected, we will take reasonable steps to bring it to the attention of the people affected.