Privacy Policy

What I collect, why, how long I keep it, and what you can ask me to do with it.

Last updated: 19 October 2026

This policy covers personal information collected through lukereynolds.co.uk and in the course of running my web design business. I am the data controller for that information, which means I decide how it is used and I am responsible for looking after it.

Who I am

Luke Reynolds, a freelance web designer and developer based in Medway, Kent. You can contact me about anything in this policy by email at info@lukereynolds.co.uk or by phone on 07563 131939.

What I collect

If you send the contact form, I collect your name, email address, your current website and budget if you give them, and whatever you write in the message. I also record your IP address and the date and time you sent it, so I can spot and block spam.

If you email or call me, I keep the email or a note of the call so I can reply and follow up.

If you become a client, I keep the details needed to deliver the work and invoice you: contact details, project correspondence and billing records.

If I contacted your business first, see Businesses I contact below.

When you browse the site, I do not run analytics or advertising tracking, and I do not set any tracking cookies. See Cookies for the small amount that does happen automatically.

Why I use it, and the legal basis

  • To reply to your enquiry and quote for work. The legal basis is taking steps at your request before entering into a contract.
  • To deliver work you have hired me for and invoice you. The legal basis is performing our contract.
  • To keep business and tax records. The legal basis is a legal obligation.
  • To protect the site from spam and abuse. The legal basis is my legitimate interest in keeping the contact form working.

I will never add you to a mailing list because you sent an enquiry.

Businesses I contact

Sometimes I get in touch with a local business first, usually because I have noticed something specific I could help with, such as a slow or broken website. When I do:

  • I only use business details the business publishes itself, such as its website, its Google listing or its Companies House record.
  • I keep the minimum: the business name, town, the public contact route, and what I noticed.
  • The legal basis is my legitimate interest in offering a relevant service to a business, at low volume.
  • Every message says who I am, how I found you and how to opt out. If you tell me no, I stop, and I keep only your business name on a do-not-contact list so I never contact you again.
  • If there is no reply, I delete the details after 90 days. If you say "not now", I delete them after six months.

Cookies

This site does not use analytics, advertising or tracking cookies. Two small things happen automatically:

  • Theme preference. If you switch between light and dark mode, your choice is saved in your own browser so the site remembers it. It never leaves your device.
  • Web fonts. The fonts are loaded from Google Fonts, which means your browser sends your IP address to Google when the page loads. Google says it does not use this to build profiles of you.

If I add analytics in future, I will update this page first, and nothing will be set until you agree to it.

Who I share it with

I do not sell your information or share it with anyone for their own marketing. It is only handled by the services I use to run the business, and only as far as they need it:

  • KnownHost, who host this website and store contact form enquiries.
  • Zoho Mail, my email provider (EU data centre).
  • Google (Workspace and Sheets) and HubSpot, which I use to keep track of conversations and potential clients.
  • My accountant and HMRC, for billing and tax records.

Some of these providers may process data outside the UK. Where they do, the transfer is covered by the UK's adequacy regulations, the UK extension to the EU-US Data Privacy Framework, or standard contractual clauses.

How long I keep it

  • Enquiries that do not become work: up to 24 months, so I can pick up the conversation if you come back.
  • Client project and billing records: six years after the work ends, because that is how long HMRC requires.
  • Businesses I contacted: 90 days without a reply, or six months after "not now", as above.

Your rights

Under UK data protection law you can ask me for a copy of the information I hold about you, ask me to correct or delete it, ask me to limit how I use it or object to it, and ask for it in a format you can take elsewhere. You can object to direct marketing at any time and I will stop.

To use any of these rights, email info@lukereynolds.co.uk. I will reply within one month. If you are unhappy with how I have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk, although I would appreciate the chance to put it right first.

Security

The site is served over HTTPS, enquiries are stored outside the public part of the website, and the page I use to view them is password protected. No system is perfectly secure, but I take reasonable steps to protect what you send me.

Changes to this policy

If I change how I handle your information, I will update this page and the date at the top.