Privacy Policy

The Web Presence is a fully remote international digital agency. References to "we," "us," or "our" throughout this policy refer to The Web Presence.

For any privacy-related questions, requests, or concerns, contact us directly at: hello@thewebpresence.com

Information you provide directly:

• Your name and email address submitted via contact forms, chatbots, or booking systems
• Your phone number, if voluntarily provided
• Your company name, website URL, and industry
• Project details, requirements, messages, or files you send us
• Payment information processed securely via our payment providers — we do not store card details on our own servers

Information collected automatically:

• IP address and approximate location (country or city level only)
• Browser type, device type, and operating system
• Pages visited on our website and time spent on each
• How you arrived at our site (e.g., search engine, referral link, direct visit)
• Interactions with any chatbot or booking tool on the site

We only collect data we genuinely need. Here is exactly what we use it for:

• To respond to your enquiries and deliver the services you have requested
• To send project updates, proposals, invoices, and relevant communications related to your engagement
• To process payments and manage your project or account
• To improve our website and services based on how visitors use them
• To comply with legal, tax, and regulatory obligations where required

We do not sell your personal data to any third party. This is not a policy we make exceptions to.

To deliver and operate our services, we use the following third-party platforms that may process your data on our behalf. Each operates under its own privacy policy:

• Google Analytics — website traffic analysis and performance monitoring
• Meta Pixel — advertising performance measurement
• CRM platforms (e.g. HubSpot or equivalent) — client communication management
• Payment processors (e.g. Stripe) — secure payment handling
• Email platforms — project-related correspondence and updates
• AI and chatbot platforms (e.g. Botpress, Voiceflow) — on-site chat and booking features
• Cloud infrastructure providers (e.g. AWS, Vercel) — hosting and data storage

We only work with providers that maintain acceptable data security standards. We do not grant third parties permission to use your data for their own marketing purposes.

Our website uses cookies — small text files stored in your browser — to help the site function correctly and to understand how it is used.

• Essential cookies: Required for the site to function. These cannot be disabled.
• Analytics cookies: Help us understand visitor behaviour so we can improve the site.
• Marketing cookies: Used to measure the performance of our paid advertising campaigns.

In line with GDPR and UK data protection law, we obtain your consent before placing any non-essential cookies on your device. You can manage or withdraw cookie consent at any time through your browser settings. Disabling certain cookies may affect site functionality.

• Enquiry data (no project started): Up to 12 months from the date of last contact
• Active and completed client data: For the duration of the project, plus up to 3 years after completion for reference and record-keeping purposes
• Financial and billing records: As required by applicable law — typically 7 years

After the applicable retention period, data is securely and permanently deleted or anonymised.

Depending on your location, you may have the following rights regarding your personal data. We honour these rights in full:

• Right to access — request a copy of all data we hold about you
• Right to correction — ask us to correct any inaccurate or incomplete data
• Right to deletion — request that we delete your data, subject to any legal obligations to retain it
• Right to object — object to how we process your data in certain circumstances
• Right to data portability — request your data in a structured, machine-readable format
• Right to withdraw consent — withdraw any consent you have given at any time

These rights apply under applicable regulations including EU/UK GDPR, US state privacy laws (including CCPA), and the UAE Personal Data Protection Law (PDPL).

To exercise any of these rights, email us at hello@thewebpresence.com. We will acknowledge your request within 5 business days and respond in full within 30 days.

We apply industry-standard security measures to protect your personal data, including encrypted HTTPS connections, secure cloud storage with access controls, and restricted internal access limited to team members who require it to perform their role.

In the event of a personal data breach that affects your rights or freedoms, we will notify the relevant supervisory authority within 72 hours of becoming aware of it, and will notify affected individuals without undue delay in accordance with our obligations under GDPR and equivalent regulations.

As a globally operating agency, your data may be stored or processed in countries outside your home country. Where data is transferred internationally, we ensure such transfers are carried out in compliance with applicable data protection laws and with appropriate safeguards in place, including standard contractual clauses where required.

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. The effective date at the top will always reflect the most recent version. We will make reasonable efforts to communicate significant changes.

For any privacy concerns, data requests, or to lodge a complaint: hello@thewebpresence.com

If you are based in the EU or UK and are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.