Privacy policy

Last updated: 14 September 2026

This notice explains how The Digital Cogs handles personal information when you visit this website, contact us or discuss working with us. It covers our own website and enquiries. If we process information on a client’s behalf, the client’s privacy notice and our agreement with them also apply.

Who is responsible for your information?

The Digital Cogs is responsible for deciding how personal information covered by this notice is used. For privacy questions or requests, contact us:

Information we receive

When you contact us, we receive the details you choose to share, such as your name, company, email address, telephone number, services of interest and project information, together with subsequent correspondence.

When you select “Send Enquiry”, your details are sent over an encrypted HTTPS connection to FormSubmit, our form delivery provider, for spam filtering and forwarding to our team’s inbox. FormSubmit retains submissions for up to 30 days. Please avoid including sensitive personal information or passwords. See FormSubmit’s privacy information.

When your browser requests this website, hosting and delivery providers receive technical information such as your IP address, browser details and requested pages. They may keep operational and security logs to deliver and protect the service.

Why we use information

• Answering enquiries and preparing proposals: we use contact details and project information to understand your requirements and respond. Our basis is taking steps at your request before entering a contract with you, or our legitimate interest in responding to business enquiries where you represent an organisation.
• Managing our working relationship: we use relevant correspondence and contact information to deliver agreed services and administer accounts. This is necessary for our contract with you, or our legitimate interest in managing a relationship with the organisation you represent.
• Protecting the website and our business: our legitimate interests include preventing misuse, keeping services secure and resolving disputes.
• Meeting legal requirements: we retain or disclose information where required by applicable law.

Sending an enquiry does not subscribe you to a newsletter. If we ask for consent for another use, we will explain that use when we ask. You can withdraw consent at any time without affecting processing that took place before withdrawal.

Website cookies and external services

This website uses Google Analytics to measure visits and interactions with our pages, helping us understand how the website is used and improve it. Google Analytics may use cookies and process technical information about your browser and device. The hosting platform may use essential technical storage or authentication when access to the site requires sign-in. That platform also provides its own privacy information.

We also use the Meta Pixel to measure website visits and the effectiveness of our advertising. This may share page-visit events and technical information about your browser and device with Meta and may use cookies.

Fonts load from Google Fonts, which involves your browser connecting to Google and sharing technical request information, including your IP address. See Google Fonts privacy information.

Our social links take you to LinkedIn or Instagram. We do not embed their feeds on this website. When you follow a link, the destination service’s privacy and cookie policies apply.

Who can receive information?

Information may be available to team members who need it to handle your enquiry or deliver agreed work, and to providers supporting website hosting, email, IT and business administration. We may also disclose relevant information to professional advisers, or authorities where legally required. We do not sell your personal information.

Some providers may process information outside the UK. Where a transfer is subject to UK data protection rules, an appropriate transfer mechanism is required, such as UK adequacy regulations or approved contractual safeguards. Contact us for details of the providers and safeguards relevant to your information.

How long information is kept

We keep information for as long as needed for the purpose for which it was collected. For enquiries, this includes responding and handling relevant follow-up. For client relationships, we consider the duration of the work, accounting and legal obligations, and any unresolved dispute. Information that is no longer needed should be deleted or anonymised. You can ask us about the retention period applicable to your records.

Your choices and rights

Depending on the circumstances, you can ask to access, correct or delete your personal information, restrict its use, or receive information you provided in a portable format. Some rights depend on our reason for using the information and may be subject to exceptions.

You can object to processing based on legitimate interests. You can also object to use of your information for direct marketing at any time.

To exercise a right, email team@thedigitalcogs.co.uk. We may need to verify your identity. We normally respond within one month; if a permitted extension is needed, we will explain why. We do not use information submitted through this website to make solely automated decisions that have legal or similarly significant effects on you.

Questions or complaints

Please contact us if you have concerns about how your information is handled. You can also complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint or call 0303 123 1113. Further information about your rights is available from the ICO.

Changes to this notice

We may update this notice as the website or our practices change. The date above shows when it was last revised.