Privacy & Cookie Policy

Last updated: 30 September 2026

Digital House MD Ltd (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy & Cookie Policy explains how we collect, use and safeguard your personal data when you interact with our business or visit our website.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all relevant data protection laws.

1. Information We Collect

We may collect personal information when you:

  • Contact us via our website forms
  • Use our live chat service
  • Email us directly
  • Request a quotation or service
  • Attend one of our workshops
  • Become a client

The information may include:

  • Name
  • Email address
  • Phone number
  • Company name
  • Any details you provide as part of your enquiry or live chat conversation

We only collect information that is necessary and relevant.

2. How We Store Your Data

We do not store any data physically.

All personal data is stored securely using encrypted cloud-based systems, including Google Drive, which is protected by access controls and restricted to authorised staff only.

Our website is hosted on 20i, a secure UK-based hosting provider that applies regular security updates and infrastructure protections.

Live chat data collected via OnWebChat is stored securely within their systems and accessed only by authorised members of our team.

3. How We Use Your Information

Your data is used solely for legitimate business purposes, including:

  • Responding to enquiries (including live chat messages)
  • Providing quotations
  • Delivering digital marketing services
  • Managing client projects
  • Sending workshop information
  • Improving our services and customer experience

We do not sell your data or share it with third parties for marketing purposes.

Your data may be shared only where necessary for service delivery, such as with:

  • Domain or hosting providers
  • Email newsletter software (where applicable)
  • Live chat software providers
  • Technical support partners
  • AI tools we use to help deliver our work (see section 5)

All third-party providers are required to comply with UK GDPR.

4. Live Chat (OnWebChat)

Our website uses OnWebChat to provide a live chat service, allowing visitors to contact us directly and receive timely responses.

When using live chat, we may collect personal information that you choose to provide, such as your name, email address, phone number and the content of your message.

Live chat conversations may be stored securely for the purposes of:

  • Responding to enquiries
  • Providing customer support
  • Improving our services
  • Maintaining internal records

By using the live chat feature, you consent to the processing of your data as described in this policy.

5. AI Tools

We use artificial intelligence (AI) to help our team give you a better, faster service. This includes our own AI agents, which we have spent months building and refining around the way we work, using tools such as Claude (provided by Anthropic) and ChatGPT (provided by OpenAI). They help us draft content, write code, carry out research and prepare reports. They support our staff rather than replace them, in the same way a calculator helps an accountant.

When we use these tools, some personal information may be included, for example a client's name and business details, or the content of an enquiry we are replying to. We keep this to what is needed for the task, and we do this on the basis of our legitimate interest in delivering our services efficiently.

  • Where a tool gives us the option, we switch off the settings that allow the provider to use our conversations to train its AI models.
  • The providers keep conversations for a limited period under their own privacy policies.
  • Everything produced with AI tools is reviewed by our team before it is used.
  • We do not use AI tools to make decisions about you that have legal or similarly significant effects.

Anthropic and OpenAI are based in the United States, so information entered into these tools may be processed outside the UK. See section 9 for how transfers outside the UK are protected.

6. Cookies & Website Tracking

Our website uses cookies to ensure it functions correctly and to help us understand how visitors use it.

Essential Cookies

These cookies are required for core website functionality, including security, server performance and the operation of features such as live chat. They do not store personal data and cannot be disabled via our website.

Analytics Cookies — Google Analytics 4 (GA4)

We use Google Analytics 4 to collect anonymised information about how visitors use our website. This helps us understand:

  • Which pages are visited
  • How users navigate the site
  • Device and browser usage
  • Overall website performance and trends

GA4 does not store IP addresses and does not collect personally identifiable information.

You can disable analytics cookies at any time through your browser settings.

We do not use advertising or behavioural tracking cookies.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request corrections
  • Request deletion (right to be forgotten)
  • Object to processing
  • Withdraw consent
  • Request data portability

To exercise any of these rights, please contact us using the details below.

8. Data Retention

We retain personal data only for as long as necessary:

  • Enquiries and live chat conversations: retained for follow-up and deleted if no project proceeds
  • Client data: retained for the duration of the contract and for legitimate legal or operational purposes afterwards

You may request deletion of your data at any time.

9. Third-Party Providers

We use trusted, GDPR-compliant third-party providers, including:

  • Google Drive for cloud storage
  • 20i for website hosting
  • OnWebChat for live chat functionality
  • Email marketing platforms (where requested by the client)
  • Anthropic (Claude) and OpenAI (ChatGPT) for AI assisted drafting, research and reporting

Some of these providers, including Google, Anthropic and OpenAI, may process data outside the UK, for example in the United States. Where this happens, we rely on the safeguards these providers have in place under UK data protection law, such as the UK's adequacy regulations for the United States or approved contract clauses.

10. Data Security

We take data security seriously and use appropriate technical and organisational measures, including:

  • Encrypted cloud storage
  • Multi-factor authentication
  • Secure UK-based hosting
  • Restricted staff access
  • Regular system updates and monitoring

While no system can guarantee absolute security, all reasonable steps are taken to protect your data.

11. Updates to This Policy

This Privacy & Cookie Policy may be updated from time to time to reflect changes in legislation or business processes. The most up-to-date version will always be available on our website.

12. Contact Us

For any privacy or data-related enquiries, please contact:

Digital House MD Ltd
Email: hello@digitalhousemd.co.uk
Phone: 0118 981 3046

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