Privacy Policy

Pineapple Digital Marketing Limited respects your privacy and is committed to protecting your personal information. This privacy policy explains how we collect, use, store and protect your information when you visit our website, contact us or work with us.

1. Who we are

Pineapple Digital Marketing Limited is the data controller responsible for the personal information described in this policy.

• Company name: Pineapple Digital Marketing Limited
• Company number: 11955165
• Registered office: 1A Silver Street, Wellingborough, England, NN8 1BQ
• Email: info@pineappledigitalmarketing.co.uk

If you have any questions about this policy or how we use your personal information, please contact us using the email address above.

2. The information we collect

Depending on how you interact with us, we may collect:

• Your name
• Your job title and company name
• Your email address and telephone number
• Information you provide through a website form, email or other communication
• Information about the services you are interested in
• Information required to prepare proposals, provide services or manage our relationship with you
• Billing, payment and transaction information
• Feedback, testimonials or survey responses
• Technical information such as your IP address, browser type, device type and operating system
• Information about how you use our website, including the pages you visit, the links you select and how you arrived at the website
• Your marketing and communication preferences

We do not intentionally collect special category personal information through our website. Please do not submit sensitive personal information through our contact forms unless it is necessary and we have specifically asked you to provide it.

3. How we collect your information

We may collect personal information:

• Directly from you when you complete a form, email us, request information, book a meeting or engage our services
• During our business relationship with you
• Through cookies and similar technologies used on our website, subject to your choices
• From publicly available sources such as company websites, Companies House and professional networking platforms
• From business contact databases or referral partners, where the information has been collected and shared lawfully
• Through analytics, marketing and customer relationship management platforms

If you provide personal information about another person, you should ensure that you have permission to do so.

4. How we use your information

We may use your personal information to:

• Respond to enquiries and requests
• Arrange meetings or consultations
• Prepare proposals and discuss potential projects
• Provide and manage our services
• Communicate with clients and business contacts
• Manage contracts, payments, invoicing and business records
• Improve our website, services and customer experience
• Understand how visitors use our website
• Send relevant business or marketing communications where permitted
• Maintain the security and proper operation of our website and systems
• Meet our legal, regulatory, tax and accounting obligations
• Establish, exercise or defend legal claims

We will not use your personal information for purposes that are incompatible with those described in this policy unless permitted or required by law.

5. Our lawful bases

Under UK data protection law, we must have a lawful basis for using your personal information. Depending on the circumstances, we may rely on:

Contract

We may process your information when it is necessary to provide services you have requested, manage a contract with you or take steps before entering into a contract.

Legitimate interests

We may process your information when it is reasonably necessary for our legitimate business interests, provided that those interests do not override your rights and freedoms.

These interests may include:

• Responding to business enquiries
• Developing and managing client relationships
• Improving our services and website
• Promoting relevant services to business contacts
• Protecting our business, website and systems
• Managing our day-to-day operations

Consent

We may rely on your consent for certain marketing activities and for non-essential cookies or similar technologies. You can withdraw your consent at any time.

Legal obligation

We may process your information when necessary to comply with legal, regulatory, tax or accounting requirements.

6. Marketing communications

We may send you information about our services when you have asked to receive it, when you are an existing client or where we have another lawful basis to contact you.

When sending business-to-business marketing communications, we may rely on our legitimate interests where permitted by law. We will consider whether the communication is relevant and proportionate and will respect your right to object.

You can unsubscribe at any time by:

• Selecting the unsubscribe link in a marketing email
• Contacting us using the details in this policy

We may retain limited information on a suppression list to ensure that we respect your request not to receive further marketing.

7. Cookies and website analytics

Our website may use cookies and similar technologies to:

• Enable essential website functions
• Remember your preferences
• Understand how visitors use the website
• Measure website performance
• Support marketing activities where you have given permission

Non-essential cookies will not be placed unless you provide consent through our cookie banner. You can change or withdraw your choices through the cookie settings available on the website.

More information about the cookies we use, their providers and how long they remain on your device should be provided in our separate Cookie Policy.

8. Who we share information with

We may share personal information with trusted service providers that help us operate our business, such as:

• Website hosting and maintenance providers
• Email and communication platforms
• Customer relationship management systems
• Analytics and performance measurement providers
• Cloud storage and document management providers
• Payment, invoicing and accounting providers
• Marketing and project management platforms
• Professional advisers, including accountants, lawyers and insurers
• Contractors or specialist partners involved in providing an agreed service

These providers may process information only as necessary to provide their services and must handle it securely.

We may also disclose information where required by law, to protect our legal rights, in connection with legal proceedings or as part of a business sale, restructuring or transfer.

We do not sell your personal information.

9. Client data and services provided on behalf of clients

When we deliver marketing services for a client, we may process personal information on that client's behalf. Depending on the circumstances, the client may be the data controller and Pineapple Digital Marketing Limited may act as a data processor.

In these situations, we process the information according to the client's documented instructions, our contractual obligations and applicable data protection law.

Clients are responsible for ensuring that they have an appropriate lawful basis for the personal information they provide to us or ask us to process.

10. Artificial intelligence tools

We may use artificial intelligence and automation tools to support activities such as research, analysis, content development, campaign planning and improving our internal processes.

We take reasonable steps to avoid entering confidential or unnecessary personal information into these tools. Where a service involves processing client or personal data using an AI provider, we will consider the nature of the information, the provider's data-handling terms and the safeguards required.

We do not use solely automated decision-making that produces legal or similarly significant effects on website visitors or clients.

11. International transfers

Some of our service providers may process or store information outside the United Kingdom.

When personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place. These may include UK adequacy regulations, approved contractual safeguards or other transfer mechanisms recognised under UK data protection law.

You can contact us if you would like more information about the safeguards used for a particular transfer.

12. How long we keep your information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, accounting and reporting requirements.

Typical retention periods may include:

• General enquiries: Up to two years after our last meaningful communication
• Prospective client and proposal information: Up to two years after the last discussion, unless a longer period is justified
• Client and project records: For the duration of the relationship and normally up to six years afterwards
• Invoices and financial records: Normally six years, in line with applicable legal and tax requirements
• Marketing information: Until you unsubscribe, object or we determine that the information is no longer accurate or relevant
• Website analytics: According to the retention settings applied within the relevant analytics platform

We may retain information for longer where required by law, necessary for an ongoing dispute or needed to establish, exercise or defend legal claims.

13. How we protect your information

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

These measures may include access controls, secure passwords, authentication tools, software updates, secure cloud services and limiting access to people who need the information for legitimate business purposes.

However, no website, email service or online transmission can be guaranteed to be completely secure.

14. Your data protection rights

Depending on the circumstances, you may have the right to:

• Ask for access to the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your information
• Ask us to restrict how we use your information
• Object to processing based on legitimate interests
• Object to the use of your information for direct marketing
• Ask for certain information to be transferred to you or another organisation
• Withdraw your consent at any time where we rely on consent
• Raise a concern about how your information has been used

These rights are subject to certain legal conditions and exemptions.

To exercise your rights, contact us using the details at the beginning of this policy. We may need to ask for information to confirm your identity before responding.

You will not normally have to pay a fee. We aim to respond to valid requests within one month, although the law allows additional time in certain circumstances.

15. Complaints

If you have concerns about how we use your personal information, please contact us first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection:

Information Commissioner's Office
Website: www.ico.org.uk
Telephone: 0303 123 1113

16. Links to other websites

Our website may contain links to websites operated by other organisations. We are not responsible for their privacy practices. We recommend reviewing the privacy policy of any external website you visit.

17. Children's information

Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children through the website.

18. Changes to this policy

We may update this privacy policy to reflect changes to our website, services, suppliers or legal obligations.

The latest version will be published on this page with an updated revision date. We recommend checking this page occasionally for changes.