Privacy Policy
Last updated: 9 September 2026
Soulshine Digital LTD respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, enquire about our services or work with us.
1. Who we are
Soulshine Digital LTD is a digital marketing agency registered in England and Wales.
Company name: Soulshine Digital LTD
Company number: 16637778
ICO Data Protection Registration Number: ZB537698
Registered office: Station View House, 41 Brunswick Road, Shoreham-by-Sea, West Sussex, England, BN43 5WA
Email: hello@soulshinedigital.co.uk
Website: www.soulshinedigital.co.uk
For the purposes of UK data protection law, Soulshine Digital LTD is the data controller for personal information we collect and use for our own business purposes.
In some circumstances, particularly when delivering marketing services for our clients, we may process personal information on behalf of a client. In these circumstances, our client will usually be the data controller and Soulshine Digital LTD will act as a data processor in accordance with the client's instructions and any relevant data processing agreement.
2. The information we collect
Depending on how you interact with us, we may collect:
Contact information
This may include your:
name
business name
job title
email address
telephone number
postal or business address
social media handles
Enquiry and client information
When you enquire about or purchase our services, we may collect information such as:
the services you're interested in
information about your business
your marketing goals and requirements
project details
communications between you and our team
proposals, contracts and onboarding information
meeting notes
information you choose to provide through forms, emails or calls
Our website currently uses Dubsado for our enquiry process, so information submitted through our enquiry form may be processed through Dubsado.
Financial and transaction information
If you become a client, we may process information relating to:
invoices
payments
billing details
transaction records
accounting records
We don't normally store complete payment card details ourselves. Payments may be processed by third-party payment providers.
Information required to deliver our services
Depending on the work we're carrying out for you, we may receive access to or information relating to:
websites
social media accounts
advertising accounts
analytics platforms
email marketing platforms
customer relationship management systems
business directories
Google services
Meta platforms
content management systems
photographs, videos and other marketing assets
customer or audience data supplied by a client
Where account access is required, we encourage the use of secure access-sharing methods and appropriate permission levels wherever possible.
Website and technical information
When you use our website, certain technical information may be collected automatically, including:
IP address
browser type
device type
operating system
pages visited
referring website
approximate location
dates and times of visits
interactions with our website
cookie and analytics information
Some of this information may be collected through cookies or similar technologies.
Please see our separate Cookie Policy for more information.
Marketing preferences
If you subscribe to communications from us or otherwise indicate your marketing preferences, we may record:
your email address
your communication preferences
when and how you subscribed
whether you have unsubscribed
interactions with marketing communications
3. How we collect your information
We may collect personal information:
directly from you when you contact us
when you submit an enquiry form
when you become a client
during calls, meetings or email conversations
when you subscribe to marketing communications
through our website and associated technology
through social media platforms
through referrals
from our clients where necessary to provide services
from publicly available business information
from third-party platforms used as part of our work
If we receive personal information from one of our clients specifically to carry out marketing services on their behalf, we will normally process that information as a data processor rather than using it for our own purposes.
4. How we use your information
We may use personal information to:
Respond to enquiries
We use the information you provide to understand what you're looking for, respond to your enquiry, arrange meetings and prepare quotations or proposals.
Our lawful basis will usually be taking steps at your request before entering into a contract, or our legitimate interests in responding to business enquiries.
Provide our services
We use client information to manage projects and deliver services including social media management, SEO, paid advertising, website design, email marketing, content creation and other marketing services.
Our lawful basis will normally be performance of a contract or our legitimate interests in providing services to a client organisation.
Manage our client relationships
We may use information to:
communicate with clients
manage projects
organise meetings
provide reports and updates
manage contracts
deal with support requests
maintain records of work completed
Process payments and maintain financial records
We process relevant information for invoicing, payment administration, bookkeeping, accounting and tax purposes.
Our lawful basis may be performance of a contract and compliance with our legal obligations.
Operate and improve our website
We may use website information to:
understand how visitors use our website
identify technical problems
improve website performance
understand which services and pages are most useful
maintain website security
Where non-essential cookies or tracking technologies require consent, they will only be used in accordance with your cookie choices.
Marketing
Where permitted, we may use your contact information to send you relevant updates about Soulshine Digital, our services, resources or offers.
Depending on the circumstances, we may rely on your consent or our legitimate interests, alongside the applicable rules governing electronic marketing.
You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting us at hello@soulshinedigital.co.uk.
We may retain limited information about people who have opted out so that we can make sure we respect their preferences in future.
Protect our business
We may process information where reasonably necessary to:
prevent fraud
maintain website and account security
protect our legal rights
resolve disputes
establish or defend legal claims
comply with legal or regulatory requirements
5. Our lawful bases
Under UK data protection law, we need a lawful basis for processing your personal information.
Depending on the circumstances, we may rely on:
Contract: where processing is necessary to provide services you've requested or to take steps before entering into a contract.
Legal obligation: where we're required to process or retain information to comply with the law, including accounting and tax requirements.
Legitimate interests: where processing is reasonably necessary for our business and those interests aren't overridden by your rights and interests. This may include responding to business enquiries, managing client relationships, improving our services, maintaining security and certain forms of business marketing.
Consent: where you have actively agreed to a particular use of your information, such as certain marketing communications or non-essential website tracking.
Where we rely on consent, you can withdraw that consent at any time.
6. Marketing and communications
We won't sell your personal information to other organisations for their own marketing purposes.
Where we send electronic marketing communications, we aim to comply with applicable UK data protection and electronic communications laws.
You can ask us to stop sending marketing communications at any time.
Stopping marketing communications won't prevent us from contacting you about an active contract, project, payment, enquiry or other service-related matter where appropriate.
7. Cookies and website tracking
Our website may use cookies and similar technologies to:
make the website function correctly
remember preferences
understand website usage
measure performance
support advertising and marketing activity
Some cookies are necessary for the website to operate. Other cookies or technologies may require your consent before they can be activated.
You can manage your choices through our cookie consent tools where available.
More detailed information about the technologies used on our website can be found in our Cookie Policy.
8. Who we share information with
We may share personal information with trusted organisations that help us operate our business or deliver our services.
These may include:
our employees, team members and authorised contractors
website hosting and website platform providers, including Squarespace
customer relationship and enquiry management platforms, including Dubsado
email and cloud storage providers
project management and communication platforms
accounting and bookkeeping providers
payment processors
analytics providers
advertising platforms, including Google and Meta where relevant
email marketing platforms
professional advisers such as accountants, solicitors or insurers
IT and security providers
government bodies, regulators or law enforcement where legally required
Where we're managing marketing platforms on behalf of a client, information may also be processed through the platforms chosen or authorised by that client.
We expect third parties processing personal information on our behalf to handle it securely and in accordance with applicable data protection requirements.
We don't sell personal information.
9. Client data and our marketing services
As a digital marketing agency, our work may occasionally involve access to personal information belonging to our clients, their customers, subscribers, website visitors, followers or prospective customers.
For example, this could arise when managing:
email marketing
paid advertising
analytics
websites
social media
customer lists
lead generation campaigns
conversion tracking
CRM systems
Where a client determines why and how this information should be processed and we process it solely to provide our services, the client will normally be the data controller and Soulshine Digital LTD will act as a data processor.
We will only process this information in accordance with the client's instructions, our agreement with the client and applicable data protection law.
Clients remain responsible for ensuring they have an appropriate lawful basis for collecting and using the personal information they provide to us.
10. International transfers
Some of the services and technology providers we use may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal mechanism and level of protection is in place.
Depending on the destination and provider, this may include:
UK adequacy regulations
recognised data protection frameworks
the UK International Data Transfer Agreement
an appropriate UK Addendum to standard contractual clauses
another lawful transfer mechanism permitted under UK data protection law
11. How long we keep your information
We only keep personal information for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting and regulatory requirements.
Typical retention periods may include:
Enquiries: normally up to 24 months after our last meaningful contact, unless you become a client or there's another reason to retain the information.
Client records: normally for the duration of our working relationship and for an appropriate period afterwards in case information is required for contractual, legal or business purposes.
Financial and accounting records: normally retained for at least the period required by UK tax and accounting law.
Marketing records: until you unsubscribe or we determine that the information is no longer required. We may retain minimal suppression information after you unsubscribe so we can ensure we don't contact you again for marketing purposes.
Website analytics and technical information: retained according to the settings and retention periods of the relevant analytics, hosting or technology provider.
Where we act as a processor on behalf of a client, retention and deletion may be governed by our agreement with that client.
When personal information is no longer required, we will delete it or securely dispose of it where reasonably practicable.
12. Keeping your information secure
We take reasonable technical and organisational measures to protect personal information against:
unauthorised access
loss
misuse
alteration
disclosure
destruction
Access to information is limited to people who reasonably require it for their work.
No method of storing or transmitting information online can be guaranteed to be completely secure, but we take reasonable steps to protect the information entrusted to us.
13. Your data protection rights
Depending on the circumstances, you may have the right to:
request access to personal information we hold about you
ask us to correct inaccurate or incomplete information
ask us to delete your personal information
ask us to restrict how we use your information
object to certain types of processing
request the transfer of certain information to you or another organisation
withdraw consent where we're relying on consent
object to direct marketing
Some rights only apply in certain circumstances and there may be legal reasons why we cannot fulfil a particular request.
To exercise any of your rights, contact:
We may need to verify your identity before responding to a request.
14. Automated decision-making
We don't currently use personal information to make decisions about individuals based solely on automated processing where those decisions would have a legal or similarly significant effect.
If this changes, we will update this Privacy Policy and provide the information required by law.
15. Children's information
Our website and services are primarily intended for businesses and adults.
We don't knowingly collect personal information directly from children through this website for our own marketing purposes.
Where we process information involving children as part of services provided to a client, this will be handled according to the client's instructions and applicable data protection requirements.
16. Third-party websites
Our website may contain links to websites or services operated by other organisations.
We aren't responsible for the privacy practices of third-party websites. We recommend reviewing their privacy information before providing personal details.
17. Complaints
If you have a concern about how we've handled your personal information, please contact us first so that we have an opportunity to investigate and resolve the issue.
You can contact us at:
You also have the right to raise a concern with the UK's data protection regulator, the Information Commissioner's Office (ICO).
Information about your data protection rights and how to contact the ICO is available at www.ico.org.uk.
18. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, services, technology or legal obligations.
The latest version will always be published on this website and the date at the top of this page will show when it was last updated.
19. Contact us
If you have any questions about this Privacy Policy or how Soulshine Digital LTD uses personal information, please contact:
Soulshine Digital LTD
Station View House
41 Brunswick Road
Shoreham-by-Sea
West Sussex
BN43 5WA
Email: hello@soulshinedigital.co.uk
Company number: 16637778
ICO Data Protection Registration Number: ZB537698