1. Who we are
We’re Linford, a branding, content, strategy and marketing studio based in the UK. We work with teams who want to grow their business, move fast, and get results. As part of that work, we sometimes collect and store data to provide services, communicate with clients, and improve our performance.
For the purposes of data protection law, Linford is the data controller. If you have any questions about this policy or how your data is handled, you can reach us at hello@linford.io
2. The data we collect
We only collect data that’s necessary for what we do. In most cases, that means information you’ve chosen to give us, or data about how you use our site. If you fill out a contact form, book a consultation, download a PDF, or join our mailing list, we’ll usually ask for your name, email address, company name, and possibly your phone number. If we’re working together, we might also collect billing and project-related information to support that relationship.
We also collect data automatically through our website, using tools like Google Analytics. This includes things like which pages you visit, how long you stay, the device you’re using, and general location data based on your IP address. It’s all anonymised - we can’t see who you are from this info. We use cookies (small files stored on your browser) to make the website work properly and to help us understand how it’s being used. You can read more about this in our Cookie Policy.
3. Why we collect it
We collect your data for a few clear reasons. First, to provide services. If you contact us, we need your contact details to reply. If you sign a contract with us, we need enough info to manage that relationship - like invoicing, project updates, and legal obligations.
Second, we use some data to make our site better. Analytics data helps us understand what’s working and what’s not, so we can improve the experience for future visitors.
Third, if you’ve opted into marketing emails or updates, we’ll use your contact details to send you occasional content we think you’ll find useful. We’ll never send you spam or sell your data to anyone.
4. Our legal basis
Under the UK General Data Protection Regulation (UK GDPR), we must have a legal reason to use your data. Most of the time, the basis is either your consent (you gave us permission), the need to perform a contract (we’re working together), or a legitimate interest (such as improving our services or maintaining good communication with clients and prospects). In rare cases, we may need to process your data to meet a legal requirement.
5. Who we share data with
We don’t sell or trade your personal data, and we keep it confidential wherever possible. But like most companies, we use third-party services to help run our business. For example, we use Google Analytics to track site performance, Webflow to host our website, and cloud-based email and storage systems to manage communication and documents. These providers may process your data on our behalf, but they are only allowed to use it in ways that meet strict data protection standards.
If we ever need to share data with subcontractors (e.g. for a specific project), we’ll make sure they follow the same rules we do. We may also need to disclose your information if required by law or as part of a legal claim or investigation.
6. How long we keep data
We only keep your personal information for as long as we need it. If you contact us but don’t become a client, we’ll usually keep your details for a year in case you get back in touch. If we work together, we’ll retain project and billing records for as long as legally required—typically six years under HMRC guidelines. If you’ve signed up to receive emails, we’ll keep your contact details until you unsubscribe.
You can ask us to delete your data at any time, and unless we have a legal reason to keep it, we’ll do so.
7. Your rights
You have full control over your personal data. Under data protection law, you can ask us to show you what we hold, correct any mistakes, or delete your data entirely. You can also object to how your data is being used or ask us to limit certain uses. If you gave us consent to use your data - for example, for email updates, you can withdraw that consent at any time.
To exercise any of these rights, just email us at support@linford.io. If you’re unhappy with how we handle your data, you have the right to file a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.
8. How we keep your data safe
We take data security seriously. We use secure servers, access controls, and encryption where appropriate to protect your information. Only team members who need access to your data will be given it, and we train our staff to handle data responsibly. That said, no digital system is 100% secure. While we do everything we can to protect your information, we can’t guarantee complete safety, and no one can.
9. Changes to this policy
We may update this privacy policy from time to time. When we do, we’ll revise the date at the top of this page. If the changes are significant, we’ll let you know by email or a notice on the website. You’re always welcome to check this page for the latest version.
10. Contact Us
If you have any questions about this policy, want to exercise your rights, or just need to get in touch about your data, you can contact us directly.
Email: support@linford.io
Address: Linford, Church Lane, Milton Keynes, MK19 7EB
Subject line: Privacy Enquiry
We aim to respond to all privacy-related emails within 3 business days. If your request is urgent, let us know and we’ll do our best to prioritise it.
