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Privacy Policy

Last updated: October 2026

1. Who we are

Pro Web Design is a trading name of Pro Technologies Limited, registered in England and Wales (No. 08184949), registered office 35 Wild Rose House, 3 Firwood Lane, Romford RM3 0FQ. Pro Technologies Limited is the controller of personal data collected through pro-webdesign.co.uk. ICO registration number: ZC265493.

Contact for privacy questions: privacy@pro-webdesign.co.uk.

2. What we collect

  • When you fill in a form on this website: your name, email address, phone number if you give it, and what you write in the form.
  • Emails, WhatsApp messages and other messages you send us, and our replies.
  • When you use the chat on this website: your messages, and your name and email if you give them.
  • When you order: your name, email, phone, billing and delivery address, and what you ordered. We do not see or store your card details — payments are made through PayPal, by bank transfer or in cash on delivery.
  • If you create an account: your login details and your order history.
  • Technical data: your IP address and browser details in our hosting provider’s server logs.

3. How we use it and why

  • To answer your enquiry and prepare a quote — our legitimate interest in answering enquiries, and steps before a contract.
  • To provide what you ordered, and to keep you informed about it — performance of our contract with you.
  • To keep accounting records — legal obligation.
  • To see which pages of our website are visited (section 4) — our legitimate interest in improving the website.

We do not send marketing emails unless you ask to receive them, and you can unsubscribe at any time.

Chat. The first replies in our website chat are written by an AI assistant. Your chat messages are sent to OpenAI to produce those replies. Please do not share passwords, card numbers or health information in the chat. Conversations are kept in our system (Odoo) and can be read by our team.

Websites we look after for you. When we build, host or support your website, we process the personal data of your website’s users on your behalf, as your processor, only as far as the work requires.

4. Cookies and similar technologies

This website uses only the cookies it needs to work: a session cookie (sign-in, basket and chat), a cookie that remembers your language, and one that remembers your time zone. We do not use Google Analytics, advertising cookies or tracking pixels.

Our website platform (Odoo) records which of our pages are visited, with the visitor’s country and language, so that we can see which pages are useful. If you are signed in, this is linked to your account. This information stays in our own system and is not used for advertising.

Our pages load fonts from Google Fonts; to deliver them, Google receives your IP address.

You can delete or block cookies in your browser settings; if you block the cookies above, signing in, the basket and your language choice will not work.

5. Who we share it with

  • Odoo S.A., which hosts our website and business database (Odoo Online), with backups, in Europe.
  • Our own mail server, which we run on a server rented from IONOS in the UK, to send and receive emails.
  • PayPal, when you pay with PayPal, and our bank, when you pay by bank transfer.
  • OpenAI, which produces the AI assistant’s replies in our website chat.
  • Meta (WhatsApp), only if you choose to contact us on WhatsApp.
  • Professional advisers and authorities where the law requires it.

These providers receive only the data they need to provide their service. We do not sell personal data. Where a provider processes data outside the UK, the transfer is protected by the safeguards required by UK data protection law.

6. How long we keep it

  • Enquiries that do not lead to an order: 24 months after our last contact, then deleted.
  • Chat conversations: 12 months, then deleted.
  • Website visit statistics: if you are not signed in, they are deleted automatically 60 days after your last visit; if you are signed in or have contacted us, your page-visit history is kept for up to 12 months.
  • Orders, invoices and payments: 6 years after the end of the financial year they relate to, as required by HMRC and the Companies Act.

7. Your rights

Under UK data protection law you can ask for access to your data, correction, deletion, restriction or portability, and you can object to our use of it. Write to privacy@pro-webdesign.co.uk. You can also complain to the Information Commissioner’s Office: ico.org.uk.

8. Security

We protect personal data with appropriate technical and organisational measures, and access to it is limited to the people who need it.

9. Changes

We may update this policy; the date at the top shows the latest version.