Privacy Statement

Privacy Statement

This Privacy Statement explains how TROLDesign, a trading name of TROL LTD, collects, uses, stores, shares and protects personal information.

This statement applies when you visit our website, contact us, request a quotation, make an enquiry, become a client, use our services, communicate with us, or otherwise provide personal information to us.

1. Introduction

We respect your privacy and are committed to protecting your personal information. This Privacy Statement explains what personal data we collect, why we collect it, how we use it, who we may share it with, how long we keep it, and what rights you have.

Under UK data protection law, individuals have the right to be informed about how their personal data is collected and used. The ICO describes this as a key transparency requirement under the UK GDPR.

2. Who We Are

Trading name: TROLDesign

Legal entity: TROL LTD

Company number: 07092956

Registered office: 4 Bradley Way, Peterborough, PE1 5FA, United Kingdom

Telephone: +44 7919591352

Email: info@troldesign.com

Website: https://troldesign.com/

For the purposes of UK data protection law, TROL LTD trading as TROLDesign will usually be the data controller for personal information collected through our website, enquiries, client communications and business operations.

Where we process personal data on behalf of a client as part of providing website, hosting, maintenance, technical support or related services, we may act as a data processor. In those circumstances, the client remains responsible for their own data controller obligations.

3. Personal Information We May Collect

We may collect and process the following types of personal information:

• Identity information: name, job title, business name, company name and role.
• Contact information: email address, phone number, postal address and communication details.
• Business information: website address, project requirements, service interests, business sector and company details.
• Project information: website content, images, branding materials, project briefs, feedback, approvals, access details and technical requirements.
• Payment and transaction information: invoices, payment status, billing details, payment references and purchase history.
• Technical information: IP address, browser type, device information, operating system, website usage data and analytics data.
• Communication information: emails, WhatsApp messages, form submissions, call notes, meeting notes and support requests.
• Account and access information: login details, hosting access, domain access, CMS access, plugin information and system access details where you provide them to us for service delivery.
• Marketing preference information: whether you have opted in or opted out of marketing communications.

We do not intentionally collect special category personal data unless it is necessary for a specific service or you choose to provide it. Special category data may include information about health, religion, ethnicity, political opinions or similar sensitive information. Where such information is provided, we will treat it with appropriate care.

4. How We Collect Personal Information

We may collect personal information when you:

• Visit our website;
• Complete a contact form or enquiry form;
• Request a quote or proposal;
• Contact us by email, phone, WhatsApp, social media or other messaging platform;
• Become a client or purchase services from us;
• Provide project materials, access details or business information;
• Subscribe to updates or marketing communications;
• Interact with our website, adverts, emails or online content;
• Pay an invoice or enter into a service agreement with us.

We may also receive personal information from third parties, such as referrals, payment processors, hosting providers, domain registrars, analytics providers, advertising platforms, social media platforms, business partners, public sources or client-authorised service providers.

5. How We Use Personal Information

We may use personal information for the following purposes:

• To respond to enquiries and provide quotations;
• To provide website design, development, hosting, domain, email, SEO, maintenance and support services;
• To manage client relationships and projects;
• To create, update, maintain and support websites;
• To provide technical support and troubleshoot issues;
• To process invoices, payments and accounting records;
• To manage contracts, proposals, service agreements and renewals;
• To improve our website, services and customer experience;
• To communicate service updates, project updates and important notices;
• To send marketing communications where permitted by law;
• To protect our business, systems, websites and clients from security threats;
• To comply with legal, tax, accounting and regulatory obligations;
• To resolve disputes, enforce agreements and protect our legal rights.

6. Lawful Bases for Processing

We only use personal information where we have a lawful basis under UK data protection law. Depending on the circumstances, we may rely on one or more of the following lawful bases:

Where we rely on legitimate interests, we will consider whether our interests are overridden by your rights and freedoms.

7. Marketing Communications

We may contact business clients, previous clients or people who have made enquiries about our services with relevant information about our services, updates or offers, where permitted by law.

You can opt out of marketing communications at any time by contacting us at info@troldesign.com.

We will not sell your personal information to third parties for marketing purposes.

8. Who We May Share Personal Information With

We may share personal information where necessary with trusted third parties, including:

• Hosting providers and server providers;
• Domain registrars and DNS providers;
• Email service providers;
• Website plugin, theme and software providers;
• Payment processors, banks and accounting providers;
• Professional advisers, including accountants, legal advisers and insurers;
• Contractors, developers, designers or technical support providers working on our behalf;
• Analytics and advertising platforms where used;
• Regulators, authorities or law enforcement where required by law;
• Debt recovery providers or dispute resolution bodies where necessary.

We only share personal information where there is a proper reason to do so and, where appropriate, under suitable confidentiality or data protection arrangements.

9. International Transfers

Some third-party service providers may process data outside the United Kingdom. This may include hosting, analytics, email, cloud software, payment platforms, communication tools or technical support providers.

Where personal data is transferred outside the UK, we will take reasonable steps to ensure appropriate safeguards are in place where required by data protection law. These safeguards may include adequacy regulations, approved contractual protections or other lawful transfer mechanisms.

10. How Long We Keep Personal Information

We only keep personal information for as long as reasonably necessary for the purposes set out in this Privacy Statement, including legal, accounting, tax, contractual, support and business record purposes.

Typical retention periods may include:

• Enquiry information: usually kept for up to 24 months unless you become a client or request deletion sooner.
• Client records and project files: usually kept for up to 6 years after the end of the client relationship for contract, tax and legal record purposes.
• Invoice and accounting records: usually kept for at least 6 years to meet tax and accounting obligations.
• Website support records: kept for as long as needed to provide support, evidence work completed and protect our legal position.
• Marketing preferences: kept for as long as necessary to respect your opt-in or opt-out preferences.
• Technical logs and analytics data: retained according to the settings of the relevant systems and service providers.

We may keep data longer where required to resolve disputes, enforce agreements, comply with legal obligations, prevent fraud or protect our legal rights.

11. How We Protect Personal Information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Measures may include password protection, access controls, secure hosting, SSL certificates, security plugins, backups, anti-malware tools, restricted access, secure communication methods and internal confidentiality practices.

However, no website, server, email system, internet transmission or digital storage system can be guaranteed to be completely secure.

12. Client Access Details and Passwords

Clients may provide us with access details for websites, hosting accounts, domain accounts, WordPress dashboards, email systems, payment platforms or third-party software so that we can provide agreed services.

We will use such access details only for the purpose of providing the agreed services or support.

Clients remain responsible for keeping their own passwords secure, updating passwords when necessary, removing access when no longer required and ensuring that other authorised users follow appropriate security practices.

13. Website Visitors

When you visit our website, we may collect limited technical information such as your IP address, browser type, device type, pages visited, time spent on pages, referral source and similar usage information.

This information may be collected through server logs, analytics tools, cookies or similar technologies. Please see our Cookie Policy for more information.

14. Cookies and Similar Technologies

Our website may use cookies and similar technologies to make the website work, improve user experience, analyse website performance and support marketing where applicable.

Non-essential cookies will only be used where legally permitted and, where required, with your consent.

For more information, please read our Cookie Policy.

15. Links to Third-Party Websites

Our website may contain links to third-party websites, platforms, tools or services.

We are not responsible for the privacy practices, security, content or policies of third-party websites. You should read their privacy notices before providing personal information to them.

16. Your Data Protection Rights

Depending on the circumstances, you may have the following rights under UK data protection law:

• Right to be informed about how your personal data is used;
• Right of access to request a copy of your personal data;
• Right to rectification if your personal data is inaccurate or incomplete;
• Right to erasure in certain circumstances;
• Right to restrict processing in certain circumstances;
• Right to data portability in certain circumstances;
• Right to object to certain types of processing;
• Right to withdraw consent where processing is based on consent;
• Rights relating to automated decision-making and profiling where applicable.

The ICO confirms that individuals have the right to be informed about the collection and use of their personal data in most circumstances.

17. Right to Object to Direct Marketing

You have the right to object to the processing of your personal data for direct marketing at any time.

If you object to direct marketing, we will stop using your personal data for that purpose.

18. How to Exercise Your Rights

To exercise any of your data protection rights, please contact us at:

info@troldesign.com

We may need to verify your identity before responding to your request.

We aim to respond to valid data protection requests within the period required by law.

19. Complaints

If you are unhappy with how we handle your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office, which is the UK regulator for data protection matters.

20. Children’s Privacy

Our website and services are intended for businesses, organisations and adults. We do not knowingly collect personal information from children.

If you believe that a child has provided personal information to us, please contact us so that we can review and take appropriate action.

21. Automated Decision-Making

We do not normally use personal information for automated decision-making that produces legal or similarly significant effects.

If this changes, we will update this Privacy Statement and provide appropriate information where required.

22. Changes to This Privacy Statement

We may update this Privacy Statement from time to time to reflect changes in our services, website, legal requirements, technology or business operations.

The updated version will be posted on this page with the updated date shown above.