Coven Digital is committed to protecting the privacy of its customers and website visitors. We understand the importance you place on the privacy and security of information which personally identifies you and take this privacy seriously. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed.
Acting as a Data Processor
Coven Digital acts as a Data Processor; processing personal data on behalf of its clients (the Data Controller).
The reasons for processing this personal data include:
- Providing marketing, advertising and public relation services to our clients
- Undertaking research on behalf of our clients
- Using research undertaken by our clients to provide marketing, advertising and public relation services.
As a Processor, we act on the instructions of a Controller. As such, the Data Controller remains responsible for ensuring their processing is complaint. All data provided to us as a Data Processor will fall under the Data Controller’s Privacy Notice. It remains The Data Controller’s obligation to make sure that any consents have been achieved and that the data provided complies with this Notice. This does not negate our direct responsibilities as a Data Controller.
Acting as a Data Controller
The information we collect
Coven Digital processes your personal information to meet its legal, statutory and contractual obligations and to provide you with services.
We never collect any unnecessary personal data from you and do not process your information in any way, other than specified in this policy.
The personal data that we collect from you may include your:
- Name
- Telephone Number
- Bank Account Details (to pay you if buying a service from you)
We do not process personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data that enables an individual to be uniquely identified, medical records, sex life or sexual orientation.
We collect this information in the following ways:
- Online enquiry form
- Telephone and email business enquiries
Consent
Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time. You can do this by emailing us here.
Sharing and disclosing your personal information
Coven Digital takes your privacy very seriously. We never disclose, share or sell your data without your consent unless required to do so by law or under the terms of a contract between us.
Coven Digital also manages a number of social media accounts. These are covered by the terms and conditions and privacy notices of each of these platforms. No information will be extracted from social media – either as a Data Controller or Data Processor – and used for any undeclared email marketing or data processing activities.
Lawful processing
The purposes and reasons for processing your personal data include:
Purpose for processing data
Legal basis
Collecting and storing personal data to respond to a sales enquiry
Contract
Collecting and storing personal data in the performance of a contract, or to provide services
Contract
Collecting and storing personal data to provide reports on services provided
Contract
Collecting and storing your personal data as part of our legal obligation for business accounting and tax purposes.
Legal Obligation
To process and respond to complaints
Legal Obligation
To bill for services and obtain payment
Contract
To communicate with you about updates, news, and events that are relevant to your interests and in line with your preferences.
Consent
To monitor and record information relating to the use our website.
Legitimate Interest
Principles
You are not obligated to provide your personal information to Coven Digital. However, as this information is required for us to provide you with services/legitimate interests, we may not be able to offer services without it.
All personal data held and used by Coven Digital shall be:
- Processed lawfully, fairly and in a transparent manner in relation to the individual
- Collected for specified, explicit and legitimate purposes
- Not further processed in a manner that is incompatible with those purposes
- Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
- Accurate and, where necessary, kept up to date; every reasonable step is taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased or rectified without delay
- Kept in a form which permits identification of an individual for no longer than is necessary for the purposes for which the personal data is processed
- Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Your rights
You have the right to access any personal information that Coven Digital processes about you and to request information about:
- What personal data we hold about you
- The purposes of the processing
- The categories of personal data concerned
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- The source of this personal information if we did not collect the data directly from you.
If you believe we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information. We will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request the erasure of your personal data or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure your data is protected and kept secure.
Safeguarding
Coven Digital takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction.
Where we outsource IT provision, we only engage those companies that can satisfy the requirements laid down in legislation regarding the safe and secure processing of personal data. Wherever possible, we use systems that only store personal data within the UK. However, where we choose to use methods outside of this, we ensure appropriate safeguards are in place to protect this personal data.
How long we keep your data
Coven Digital only ever retains personal information for as long as is necessary. Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
Notification of a data breach
As soon as we are aware of a personal data breach that may result in physical, material or non-material damage to individuals, we will notify the ICO without delay and where feasible, within 72 hours after having become aware of it.
Making a compliant
We only process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with Coven Digital and/or the Information Commissioners Office.
Cookies and site usage information
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work more efficiently, as well as to provide information to the owner of the site.
These cookies are also used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. All the information stored via cookies is completely anonymous. None of the information stored about your online usage is associated with you as an identifiable individual. No attempt is made to connect these statistics with any information you might provide while using the site or to attempt to find out the identities of those visiting the website.
By submitting your information, you consent to the use of your information as set out in this policy. If a change is made to the privacy policy this page will be updated. Continued use of the service will signify that you agree to such changes.
This privacy policy relates solely to the Coven Digital website. You should always be aware that when you are moving to another site you might wish to read the privacy policy of that site about how they collect and use personal information.
Listing and linking should not be taken as an endorsement of any kind, and Coven Digital accepts no liability in respect of the content and cannot guarantee that these links will work all of the time and have no control over the availability of linked pages.
Last Updated 22 January 2025