privacy policy

This Privacy Policy explains how BloomBox Media Ltd ("we", "us", "our") collects, uses, stores, and protects your personal data when you use our website at bloomboxmedia.co.uk or contact us about our services.

We are committed to protecting your privacy and handling your data responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Data Controller: BloomBox Media Ltd

Address: Bee House, 140 Eastern Avenue, Milton Park, Abingdon, OX14 4SB

Email: hello@bloomboxmedia.co.uk

Phone: 01865 597598

If you have any questions about how we handle your personal data, please contact us using the details above.

2. What Data We Collect

We may collect the following personal data:

• Contact information: your name, business name, email address, and phone number when you complete our contact form or get in touch with us directly.
• Enquiry details: the content of messages or enquiries you send us, including the service you are interested in.
• Technical data: basic information about your device and browser collected automatically when you visit our website (see Section 7 on Cookies).

We do not collect sensitive personal data (such as health, financial, or identity information) through our website.

3. How We Use Your Data

We use your personal data for the following purposes and legal bases under UK GDPR:

• Responding to your enquiries — Legal basis: Legitimate interests (to respond to prospective clients) or performance of a contract.
• Providing our services — Legal basis: Performance of a contract.
• Sending you relevant information about our services — Legal basis: Legitimate interests or consent, where required.
• Improving our website and services — Legal basis: Legitimate interests.
• Complying with legal obligations — Legal basis: Legal obligation.

4. Data Retention

We retain your personal data only for as long as necessary for the purposes it was collected:

• Enquiry and contact data: We retain records of enquiries for up to 2 years from the date of last contact, unless you become a client, in which case we retain your data for the duration of our working relationship and for 6 years thereafter (to comply with HMRC record-keeping requirements).
• Client records and contracts: Retained for 6 years after the end of our contractual relationship in accordance with the Limitation Act 1980.
• Financial and invoicing records: Retained for 6 years as required by HMRC.
• Website technical logs: Retained for up to 90 days.

When data is no longer needed, we securely delete or anonymise it.

5. Who We Share Your Data With

We do not sell your personal data. We may share it with trusted third parties who help us operate our business:

• Resend (email delivery service) — used to route contact form submissions to us. Data is processed in accordance with their privacy policy.
• Professional advisers — such as accountants or solicitors, where legally required.
• Law enforcement or regulatory bodies — where we are required to do so by law.

All third-party processors are required to handle your data securely and in accordance with applicable data protection law.

6. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can ask us to correct inaccurate or incomplete data.
• Right to erasure: You can ask us to delete your data where there is no legitimate reason for us to continue holding it.
• Right to restriction: You can ask us to restrict processing of your data in certain circumstances.
• Right to data portability: Where applicable, you can request that we provide your data in a structured, machine-readable format.
• Right to object: You can object to processing based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: Where processing is based on your consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us at hello@bloomboxmedia.co.uk. We will respond within one calendar month.

7. Cookies

Our website uses cookies — small text files stored on your device — to ensure the site functions correctly. We use only essential/functional cookies necessary to operate the website. We do not currently use analytics, advertising, or tracking cookies.

You can manage or disable cookies through your browser settings. Please note that disabling essential cookies may affect the functionality of certain parts of our website.

By continuing to use our website after acknowledging our cookie notice, you consent to the use of essential cookies.

8. Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or disclosure. Our website is served over HTTPS, and access to personal data is restricted to authorised personnel only.

While we take all reasonable precautions, no transmission over the internet can be guaranteed to be completely secure.

9. International Transfers

Where we use third-party service providers who process data outside the UK, we ensure appropriate safeguards are in place (such as UK adequacy decisions or standard contractual clauses) to protect your data.

10. Data Protection Officer

As a small business, we are not currently required to appoint a formal Data Protection Officer (DPO). Data protection queries are handled directly by the business owner. If you have any concerns about how we process your data, please contact us at hello@bloomboxmedia.co.uk.

11. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113

We would appreciate the opportunity to resolve any concerns directly before you approach the ICO — please contact us first.

12. Unsubscribing and Opting Out

If you receive any marketing communications from us and wish to stop, you can opt out at any time by:

• Emailing us at hello@bloomboxmedia.co.uk with the subject line "Unsubscribe"
• Clicking the unsubscribe link in any marketing email you receive from us

We will action all opt-out requests promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically.