Privacy Policy

Version 1.0 – Last updated October 2025

1. Who we are

Betta Webs Limited (“we”, “us”, or “our”) is a web-design and HubSpot Partner agency based in the UK.
Registered company: Betta Webs Limited (Company No. 14586570)
Registered office: Office 1, First Floor, 21 St Dunstans Street, Canterbury, Kent, United Kingdom, CT2 8BH
Website: bettawebs.com
Email: robharris@bettawebs.com

We are registered with the UK Information Commissioner’s Office (ICO) as a Data Controller under registration reference ZB859906 (Tier 1).
We handle all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our website or contacting us, you agree to this Privacy Policy.

2. What this policy covers

This policy explains:

  • What personal data we collect

  • How and why we use it

  • When and how we share it

  • How long we keep it

  • Your rights and how to exercise them

3. The information we collect

We collect information when you:

  • Complete a contact form or sign up for our newsletter

  • Use live chat on our website

  • Email or call us directly

  • Visit our website (via cookies and analytics tools)

Data we may collect includes:

  • Name, company, job title, email address and phone number

  • Any message or information you choose to provide

  • Website-usage data such as pages visited, time on site, and IP address

We may also collect information if you apply for a role with us or where required to establish, exercise or defend legal claims.

We do not collect special-category data (e.g. health, ethnicity, political views) and we do not knowingly collect personal data from anyone under 16 years of age.

4. How we use your information

We use your data to:

  • Respond to enquiries and provide quotes

  • Send occasional updates or marketing emails (you can opt out any time)

  • Deliver our contracted services to clients

  • Manage invoicing, accounts and project communication

  • Improve our website, marketing and client experience

Our legal bases for processing your data are:

  • Legitimate interest – to market and grow our business

  • Contract – to provide services or respond to enquiries

  • Legal obligation – to meet accounting and tax requirements

We occasionally use AI-assisted tools (such as OpenAI’s ChatGPT) for internal research and content drafting. These tools are never used to process or store client personal data.

5. Cookies and tracking

We use cookies and tracking tools to understand how visitors use our site and to improve performance. These include:

  • HubSpot (forms, analytics, chat)

  • Google Analytics 4 and Tag Manager

  • Google Ads Pixel

  • Meta Pixel (Facebook and Instagram)

  • LinkedIn Insight Tag

You can manage or withdraw cookie consent at any time through the HubSpot cookie banner on our site.

6. Who we share data with

We only share data with trusted third parties that help us run our business:

  • HubSpot – CRM, forms, chat and email marketing

  • Google – Analytics, Ads, Workspace and Tag Manager

  • Xero – invoicing and accounting

  • PandaDoc – contracts and proposals

  • ClickUp – project management

  • Stripe and Revolut Business – payment processing

  • Fathom – recording, transcribing and summarising client meetings to support project delivery and maintain accurate records

These providers may process data outside the UK or EEA. Where they do, we ensure appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.

We never sell or rent your data. If Betta Webs Limited is involved in a merger, acquisition or sale, your information may be transferred under the same data-protection safeguards.

7. Acting as a data processor

In certain cases we act as a data processor on behalf of our clients. For example, when we are invited to access a client’s HubSpot account to deliver services, the client remains the data controller and we process that data only under their instruction. For all data collected through our own website, Betta Webs Limited acts as the data controller.

8. How long we keep your data

  • Website and form enquiries: up to 24 months after your last interaction

  • Client and invoicing records: up to 6 years (to meet legal and tax obligations)

  • Marketing data: until you unsubscribe or request removal

We review our records regularly and securely delete data no longer needed.

9. How we protect your information

Your data is stored securely within HubSpot, Google, Xero and other encrypted systems.
Access is limited to authorised team members and contractors who need it to perform their work. We use secure HTTPS communication and encryption where appropriate and have organisational measures to prevent unauthorised access, loss or misuse.

Meeting recordings and transcripts (from Fathom) are stored securely and used only for internal project documentation and client support. They are deleted once no longer required for active work or reference.

When client projects end, we remove access to their HubSpot portals and delete any locally held data within 30 days unless legally required to retain it.

In the unlikely event of a personal-data breach, we will notify you and the ICO where legally required.

10. International transfers

Some of our service providers (including Fathom) may store data in the United States. We only work with providers that offer UK GDPR-approved protection through Standard Contractual Clauses or adequacy decisions.

11. Marketing preferences

You can unsubscribe from marketing emails at any time using the link in our emails or by contacting us directly. Unsubscribing will not affect essential service or administrative communications for existing clients.

12. Your rights

Under UK GDPR you have the right to:

  • Request a copy of the data we hold about you

  • Ask us to correct or delete your data

  • Object to or restrict how we process it

  • Withdraw consent for marketing at any time

Requests must be made in writing (email accepted). You will not have to pay a fee unless your request is clearly unfounded, repetitive or excessive, in which case we may charge a reasonable fee or refuse to comply.

We may ask for proof of identity before responding and aim to reply within one month (or notify you if additional time is needed).

If you’re unhappy with how we’ve handled your data, contact the ICO: https://ico.org.uk/concerns

13. Testimonials and public comments

If you share a testimonial or public comment about Betta Webs (for example on LinkedIn or a review site), we may use that content in our marketing materials in line with the platform’s terms of use.

14. Links to other websites

Our website may include links to external sites. We are not responsible for the privacy practices or content of those third-party websites.

15. Changes to this policy

We review this policy regularly and may update it when necessary. Any changes will appear on this page with the updated date above.

16. Contact

If you have any questions about this policy or how we handle your personal data, please email robharris@bettawebs.com.