Privacy Policy

This notice explains what personal information I collect, why I need it, who I share it with and how long I keep it. Emerald Frog Marketing is run by me, Jo Evans, and I am responsible for the personal information I hold (in data protection terms, I am the "controller").

Who I am

Jo Evans, trading as Emerald Frog Marketing

e-Space South, 26 St Thomas’ Place, Ely, CB7 4EX

Phone: 01353 505170

Email: jo.evans@emeraldfrog.co.uk

ICO registration number: 00015909868

Who this notice covers

My clients, and the people who work for them
People who get in touch through my website, by email, by phone or on social media
Businesses I might work with in future, and the people who run them
Freelancers and suppliers I work with
People who sign up to my newsletter

What I collect, why, and the lawful basis

UK data protection law says I need a "lawful basis" for using your personal information. Here is what I use and why, for each group of people.

Newsletter subscribers

What: Your name and email address, collected through the sign-up form on my website and stored in Wix.
Why: To send you my newsletter.
Lawful basis: Consent. You can unsubscribe at any time using the link in any newsletter, or by emailing me.

Clients and their teams

What: Names, job titles, work email addresses and phone numbers, notes of meetings and decisions, emails, approvals, invoices and payment records.

Why: To deliver the marketing work we have agreed, keep track of what has been approved, and invoice for it.

Lawful basis: Contract, where the agreement is with you. Where the agreement is with your employer, legitimate interests, because I need to work with the people involved. Legal obligation for financial records I must keep for HMRC.

Enquiries

What: Your name, contact details and whatever you tell me about your business and what you need.

Why: To reply to you, and to prepare a proposal if you ask for one.

Lawful basis: Taking steps at your request before entering into a contract, or legitimate interests in responding to people who contact me.

Businesses I might work with

What: Names, job titles and business contact details, along with information that is already public, such as LinkedIn profiles, Companies House records and company websites.

Why: To find businesses that might benefit from my services and get in touch with them.

Lawful basis: Legitimate interests in growing my business. I only contact people about things relevant to their business, and you can ask me to stop at any time.

Freelancers and suppliers

What: Names, contact details, bank details and invoices.

Why: To work with you and pay you.

Lawful basis: Contract, and legal obligation for financial records.

Website visitors

What: My website is built on Wix, which collects technical information such as your browser, device and how you use the site, using cookies. You can choose which non-essential cookies to accept using the cookie banner on the site.

Why: To keep the site working and understand how it is used.

Lawful basis: Consent for non-essential cookies. Legitimate interests for the technical information needed to run the site.

Where I get personal information from

Directly from you
From your employer, if you work for one of my clients
From publicly available sources, such as LinkedIn, Companies House and company websites
From people who recommend you to me, or recommend me to you

Who I share it with

I never sell personal information. I share it only with people and services that help me run my business, and only as much as they need:

Software and services I use to run the business, including Wix (website), Buffer (social media scheduling), QuickFile (accounts), and my email and file storage providers.
AI tools such as Claude and ChatGPT, which I use to help with research and drafting. I use them with model training switched off, and I do not put personal information about my clients’ customers, patients or job candidates into them.
Freelancers who help me deliver client work, such as designers and content writers. They only see what they need for the job.
My accountant, and HMRC or other authorities where the law requires it.

Some of these services are based in, or store data in, the United States. Where that happens, the transfer is protected either by the UK’s data bridge with the US or by the UK’s approved contract terms for international transfers.

How long I keep it

I keep personal information only for as long as I need it, then delete it.

Client records, including details of the people I work with at each client, are kept for six years after our work together ends, for accounting and legal reasons. Freelancer and supplier records are kept for six years after the last invoice. If you get in touch and it doesn’t lead to work, I keep your enquiry for two years. If I’ve contacted your business about working together, I keep your details for two years after I last got in touch, or less if you ask me to delete them sooner.

Examples of published work in my portfolio stay there unless you, or the client the work was for, ask me to remove them.

If you sign up to my newsletter, I keep your details until you unsubscribe. After that, I keep just your email address on a “do not contact” list so you aren’t added again by mistake.

Your rights

You have the right to:

see the personal information I hold about you, and ask where it came from and who I share it with
correct anything that is wrong or incomplete
have it deleted
limit how I use it
object to how I use it, including asking me to stop contacting you about my services
move information you gave me to another organisation
withdraw consent wherever consent is my lawful basis

Not every right applies in every situation. The ICO website (ico.org.uk) explains each one in more detail. To make a request, email or phone me using the details at the top of this notice. I will reply within one month.

Complaints

If you are unhappy with how I have used your personal information, please tell me first and I will do my best to put it right: jo.evans@emeraldfrog.co.uk

If you are still unhappy, you can complain to the Information Commissioner’s Office:

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

Helpline: 0303 123 1113

Website: ico.org.uk/make-a-complaint

Changes to this notice

I will update this notice whenever how I handle personal information changes, and change the date at the top.

My website uses cookies, which are small files stored on your device when you visit.

Some are needed for the site to work, such as remembering your cookie choices and keeping the site secure. Wix, the platform my site is built on, sets these.

Others help me understand how people use the site, such as which pages they visit, how long they stay and how they found it. For this I use Wix Analytics and Google Analytics. The information is grouped together, so I can’t see who you are, and I only use it to improve the site. I don’t use advertising or tracking cookies.

Google Analytics is run by Google, which may process this information in the United States. The transfer is protected by the UK’s data bridge with the US.

You can turn off analytics cookies at any time through your browser settings. Turning them off won’t affect how the site works for you.