Last updated: 7 October 2026
This statement explains what personal information ORB Digital Marketing collects, why we collect it, how long we keep it and the choices you have. It covers people who visit our website, send us an enquiry, sign up to our newsletter, become a client or work with us as a supplier.
We have kept it in plain English. If anything is unclear, get in touch and we will explain.
1. Who we are
ORB Digital Marketing Ltd is the data controller for the personal information described in this statement. That means we decide how and why it is used.
- Company: ORB Digital Marketing Ltd, registered in England and Wales, company number 10704325
- Registered office: The Marlowe Innovation Centre, Marlowe Way, Ramsgate, Kent, CT12 6FA
- Email: hello@orbdigitalmarketing.co.uk
- Phone: 01843 278129
Any questions about this statement or your personal information can go to the email address above.
2. The information we collect
When you visit our website
- Technical information such as your IP address, browser type, device type and the pages you view. Our hosting company records some of this in server logs to keep the site secure and working.
- Information collected by cookies and similar tools, but only analytics and advertising ones you agree to. Section 5 explains these.
When you contact us
- Your name, email address and phone number.
- What you need help with and anything else you choose to tell us in your message.
- The same details if you phone or email us directly.
When you sign up to our newsletter
- Your email address and the date you signed up.
- Whether you open our emails and click links in them, if you have allowed this.
When you become a client
- Contact details for you and the people we work with at your business.
- Billing details, such as your business name, address, purchase orders and payment history. We do not store full card numbers.
- Project information, such as website content, images, branding, marketing goals and feedback.
- Login details for accounts you ask us to manage, such as your website, domain, hosting, Google Business Profile, Google Ads or social media. We only use these to carry out the work you have asked for.
When you supply services to us
- Contact, billing and bank details needed to work with you and pay you.
We do not knowingly collect special category information, such as details about health, religion or ethnicity. Please do not send it to us through our forms.
3. How we use your information and our lawful basis
UK data protection law says we must have a lawful basis for each use of your information. These are ours:
| What we use it for | Lawful basis |
|---|---|
| Replying to your enquiry and preparing a quote | Legitimate interests (responding to people who contact us). If you are asking about a contract, steps before entering a contract. |
| Delivering the services you buy from us, including managing your accounts and websites | Contract |
| Invoicing, taking payment and keeping accounts | Contract and legal obligation (tax and company law) |
| Sending our newsletter | Consent |
| Sending existing clients occasional news about similar services | Legitimate interests. You can opt out at any time. |
| Analytics cookies that tell us how the website is used | Consent, given through our cookie banner |
| Advertising cookies and tags (Google Ads, Microsoft Advertising, Meta) | Consent, given through our cookie banner |
| Keeping our website and systems secure, and preventing spam and fraud | Legitimate interests |
| Dealing with legal claims or complaints | Legitimate interests and legal obligation |
Where we rely on legitimate interests, we have checked that our interests are not outweighed by your rights. You can ask us for details of that check.
We do not use automated decision-making or profiling that has a legal or similarly significant effect on you.
4. Marketing emails
We only send our newsletter to people who have signed up for it. If you are a client, we may send you occasional updates about services like the ones you already use, unless you have told us not to.
Every marketing email has an unsubscribe link. You can also email hello@orbdigitalmarketing.co.uk and we will remove you. We will still send you messages about any work we are doing for you.
5. Cookies and tracking
Cookies are small files saved on your device by your browser. Some are needed for the website to work. Others help us understand how the site is used or measure our advertising.
When you first visit, our cookie banner asks for your choice. We do not set analytics or advertising cookies, or load the tracking tools that use them, until you agree. You can change your mind at any time using the cookie settings link at the bottom of every page.
The tools we use
| Tool | Provider | What it does | Type |
|---|---|---|---|
| Cookie consent banner | Complianz | Remembers your cookie choices | Essential |
| Contact forms | Contact Form 7 | Sends your enquiry to us. It does not set tracking cookies. | Essential |
| Google Analytics 4 | Counts visits and shows which pages are used, so we can improve the site | Analytics | |
| Google Tag Manager | Loads our analytics and advertising tags in line with your choices | Essential for loading tags, sets no cookies of its own | |
| Google Ads conversion tracking | Tells us whether our adverts lead to enquiries | Advertising | |
| Microsoft Advertising (Bing) UET tag | Microsoft | Tells us whether our Bing adverts lead to enquiries and lets us show adverts to people who have visited our site | Advertising |
| Meta Pixel | Meta (Facebook and Instagram) | Measures our Facebook and Instagram adverts and lets us show adverts to people who have visited our site | Advertising |
| HubSpot | HubSpot | Links your enquiry or newsletter sign-up to our customer records and shows which pages you viewed | Analytics and marketing |
Common cookie names
| Cookie | Provider | How long it lasts |
|---|---|---|
| cmplz_* | Complianz | Up to 12 months |
| _ga, _ga_[ID] | Google Analytics | Up to 2 years |
| _gcl_au | Google Ads | 90 days |
| _uetsid | Microsoft Advertising | 1 day |
| _uetvid, MUID | Microsoft Advertising | Up to 13 months |
| _fbp | Meta Pixel | 90 days |
| __hstc, hubspotutk | HubSpot | Up to 6 months |
| __hssc | HubSpot | 30 minutes |
| __hssrc | HubSpot | Until you close your browser |
Providers sometimes change their cookie names. Our cookie banner shows the current list. You can also block or delete cookies in your browser settings, though some parts of the site may then not work as expected.
Google, Microsoft and Meta use the information from their tools in line with their own privacy policies. You can read more at Google: how we use information from sites that use our services, Microsoft Privacy Statement and Meta Privacy Policy.
6. Who we share your information with
We never sell your personal information. We only share it with companies that help us run our business, and only what they need. These include:
- Website hosting: Fasthosts and PCP Web Hosting UK, both based in the UK.
- Email and office software: Microsoft 365, for our business email, calendar and file storage.
- Customer records and email marketing: HubSpot.
- Analytics and advertising: Google, Microsoft and Meta, only if you have agreed to these cookies.
- Accounting and payments: our accounting software, our bank and payment providers.
- Professional advisers: such as our accountant, insurers and legal advisers, where needed.
- Suppliers we use to deliver your project: such as domain registrars, hosting companies, stock photo libraries and plugin vendors. We only pass on what each one needs.
These companies act on our instructions and must keep your information secure. We may also share information if the law requires it, for example with HMRC, the police or a court.
7. Transfers outside the UK
Some of our providers, including Google, Microsoft, Meta and HubSpot, may process information in the United States or elsewhere outside the UK. When this happens, we make sure it is protected by one of the safeguards UK law allows. These are the UK–US data bridge for certified companies, or the UK International Data Transfer Agreement or Addendum. You can ask us for more detail.
8. Information we handle for our clients
When we build, host, maintain or market a website for a client, we may handle personal information that belongs to that client's own customers. Examples include form submissions on their website, mailing lists or advert audiences.
In that case our client is the data controller and we act as their data processor. We only use that information to provide the services they have asked for, following their instructions and our agreement with them. If you are a customer of one of our clients, please contact that business about your information first.
9. How long we keep your information
| Information | How long we keep it |
|---|---|
| Enquiries that do not lead to work | 2 years from our last contact |
| Client records, contracts and project files | 6 years after the work ends, to meet tax and legal requirements |
| Invoices and accounting records | 6 years from the end of the financial year they relate to |
| Login details for client accounts | Deleted when the work ends, or sooner if you ask |
| Newsletter subscribers | Until you unsubscribe. We keep a record of the unsubscribe so we do not email you again. |
| Supplier records | 6 years after we last worked together |
| Cookie information | As shown in section 5 |
| Server logs | For a limited period set by our hosting provider, for security |
When information is no longer needed, we delete it securely or make it anonymous.
10. How we keep your information safe
- Our website uses an SSL certificate, so information you send through it is encrypted.
- Our accounts are protected with strong passwords, and two-factor authentication where it is available.
- Client login details are stored securely and only used for the work you have asked for.
- Only the people who need your information to do their work can access it.
- We keep software and systems up to date and back them up regularly.
No system is completely secure. If a breach happens that puts your rights at risk, we will tell you and the Information Commissioner's Office where the law requires it.
11. Your rights
Under UK data protection law you have the right to:
- Access: ask for a copy of the personal information we hold about you.
- Rectification: ask us to correct information that is wrong or incomplete.
- Erasure: ask us to delete your information in some circumstances.
- Restriction: ask us to limit how we use your information in some circumstances.
- Portability: ask for information you gave us in a format that can be moved to another organisation.
- Object: object to us using your information based on legitimate interests, and to direct marketing at any time.
- Withdraw consent: where we rely on your consent, you can withdraw it at any time. This does not affect anything we did before you withdrew it.
To use any of these rights, email hello@orbdigitalmarketing.co.uk or call 01843 278129. There is normally no charge. We may need to check your identity first. We will reply within one month, or tell you within that month if we need longer because your request is complex.
12. Complaints
If you are unhappy with how we have handled your information, please tell us first at hello@orbdigitalmarketing.co.uk. We will acknowledge your complaint within 30 days and aim to resolve it as quickly as we can.
If you are still not satisfied, you can complain to the Information Commissioner's Office, the UK data protection regulator:
- Website: ico.org.uk/make-a-complaint
- Phone: 0303 123 1113
13. Children
Our services are for businesses and adults. We do not knowingly collect information from anyone under 18. If you think a child has sent us their details, please let us know and we will delete them.
14. Links to other websites
Our website links to other sites, such as our portfolio of client websites and helpful resources. We are not responsible for how those sites handle your information, so please read their privacy statements.
15. Changes to this statement
We review this statement regularly and update it when our services, tools or the law change. The date at the top shows when it was last updated. If we make a significant change that affects you, we will let you know.