Privacy Policy
Effective date: May 1, 2026
Last updated: April 2025 | Version: 2.0 | Governed by UK law
This policy sits alongside our Cookie Policy and Terms & Conditions. Questions? Email privacy@ifagency.com
Introduction
We take your privacy seriously. This policy explains what personal data we collect when you visit ifagency.com, why we collect it, how we use it, and what your rights are.
We have written this policy to be clear and plain-English rather than dense legal text. If anything is unclear, please get in touch.
1. Who we are
IF. is a brand communications agency based in Altrincham, Manchester. We are the data controller for personal data processed through this website, meaning we decide how and why your data is used.
Data Controller IF Agency Ltd Altrincham, Manchester, United Kingdom
Email: privacy@ifagency.com
ICO Registration Number: ZB108550
We are registered with the Information Commissioner's Office (ICO) as a data controller. If you have any concerns about how we handle your personal data, Section 15 explains how to raise them.
2. Personal data we collect
We only collect data that is necessary for the purpose it is collected for.
| Category | Examples | Source |
|---|---|---|
| Contact details | Name, email address, phone number, company name | Contact / new business forms |
| Message content | Enquiry details, project briefs, messages | Contact forms, email |
| Usage data | Pages visited, time on site, referring URL, browser type | Google Analytics (anonymised) |
| Technical data | IP address (anonymised), device type, browser version | Web server logs, analytics |
| Marketing preferences | Email subscription status, opt-in / opt-out records | Newsletter sign-up, contact forms |
| Cookie data | Cookie preferences, session identifiers | Cookie consent tool |
We do not collect any special category data (such as health information, ethnic origin, or political opinions) through this website.
3. How we collect your data
We collect personal data through the following means:
- Contact and enquiry forms — when you submit a new business enquiry, general question, or request via our website.
- Email and telephone — when you contact us directly.
- Newsletter sign-up — when you subscribe to receive our content and updates.
- Cookies and analytics tools — automatically when you browse our website. See Section 10 for details.
- Business cards and events — when you provide your details at industry events or networking meetings.
- Social media — when you interact with our accounts on LinkedIn, Instagram, TikTok, or other platforms. Note: each platform has its own privacy policy governing how your data is handled on their services.
4. Lawful basis for processing
Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases depending on the activity:
| Activity | Lawful basis |
|---|---|
| Responding to an enquiry you sent us | Legitimate interests — it is in our mutual interest to respond to enquiries you have initiated |
| Sending you marketing emails you signed up for | Consent — you gave explicit permission when subscribing |
| Sending follow-up communications related to a specific enquiry | Legitimate interests — following up on a live business conversation |
| Analytics and website improvement | Legitimate interests — understanding how our website is used so we can improve it |
| Complying with a legal obligation | Legal obligation — where required by law |
| Cookie preferences | Consent — you choose which cookie categories to accept |
Where we rely on legitimate interests, we have carried out a balancing test to ensure our interests do not override your rights. You can request details of any such assessment by contacting us at privacy@ifagency.co.uk.
5. How we use your data
We use your personal data for the following purposes:
- To respond to enquiries, new business conversations, and general questions.
- To send you content, news, and updates where you have subscribed or we have a legitimate reason to do so.
- To manage ongoing client relationships where you are a client contact.
- To analyse website traffic and improve our website and services.
- To meet our legal and regulatory obligations.
- To protect the security and integrity of our systems and website.
We will never sell your personal data to third parties, and we will not use it for purposes incompatible with those listed above without first seeking your consent.
6. Who we share your data with
We do not sell or rent your personal data. We may share it with the following categories of third party, each acting as a data processor on our behalf under a written agreement:
| Processor | Purpose | Location |
|---|---|---|
| Google Analytics | Website analytics and performance measurement | USA (Standard Contractual Clauses) |
| Email marketing platform (e.g. Mailchimp) | Sending newsletters and marketing emails | USA (Standard Contractual Clauses) |
| Webflow hosting provider | Website hosting and content management | UK / EEA |
| IT and security service providers | System maintenance and security | UK / EEA |
We may also disclose your data to law enforcement or regulatory authorities where required by law, or to protect the rights, property, or safety of IF., our staff, or others.
7. International data transfers
Some of our third-party processors are based outside the UK, including in the United States. Whenever we transfer personal data internationally, we ensure appropriate safeguards are in place, including:
- UK adequacy regulations — transferring to countries deemed adequate by the UK Government.
- UK International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs) — contractual protections approved by the ICO.
- Binding Corporate Rules — where applicable within multinational organisations.
You can request details of the specific safeguards in place for any transfer by contacting privacy@ifagency.com
8. How long we keep your data
We retain personal data only for as long as necessary for the purposes it was collected, or as required by law.
| Data type | Retention period | Reason |
|---|---|---|
| Enquiry / contact form submissions | 2 years from last contact | Follow-up and relationship management |
| Client contact data | Duration of contract + 6 years | Legal and contractual obligations |
| Marketing email subscribers | Until you unsubscribe or withdraw consent | Consent-based processing |
| Analytics data | 26 months (Google Analytics default) | Trend analysis and website improvement |
| Cookie consent records | 12 months | Demonstrating consent |
| Web server logs | 90 days | Security and troubleshooting |
When data is no longer needed, it is securely deleted or anonymised.
9. Your rights
Under UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data:
- Right of access — request a copy of the personal data we hold about you (a Subject Access Request).
- Right to rectification — ask us to correct inaccurate or incomplete data.
- Right to erasure — request deletion of your data where there is no compelling reason to continue processing it.
- Right to restriction — ask us to restrict processing in certain circumstances.
- Right to portability — receive your data in a structured, machine-readable format to transfer elsewhere (where processing is based on consent or contract).
- Right to object — object to processing based on legitimate interests, including direct marketing (this is an absolute right for marketing purposes).
- Right to withdraw consent — where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of prior processing.
- Rights related to automated decision-making — you have the right not to be subject to solely automated decisions that significantly affect you. We do not carry out such processing.
These rights are not absolute and may be subject to certain exemptions, but we will always respond promptly and explain our reasoning if we cannot fulfil a request.
To exercise any of these rights, please contact us at privacy@ifagency.com. We will respond within one month of receiving your request, as required by law. We may need to verify your identity before processing your request.
10. Cookies
Our website uses cookies — small text files stored on your device — to help us understand how visitors use the site and to improve your experience. When you first visit our website, you will be asked to consent to non-essential cookies.
Cookie categories we use
| Category | Purpose | Consent required? |
|---|---|---|
| Strictly necessary | Essential for the website to function correctly e.g. Session cookies, security tokens, cookie consent record | No - always active |
| Analytics & performance | Understand how visitors use the site so we can improve it e.g. Google Analytics (_ga, _gid, _gat) | Yes |
| Functional | Remember preferences and personalise your experience e.g. Language settings, form data | Yes |
| Marketing | Track visits to serve relevant content and measure campaign effectiveness e.g. LinkedIn Insight Tag, Meta Pixel | Yes |
We use Google Analytics with IP anonymisation enabled. This means the last portion of your IP address is masked before storage, so Google cannot identify you individually from this data.
Managing your cookie preferences
You can change your cookie preferences at any time by clicking the cookie settings link in the footer of this website. You can also manage or delete cookies through your browser settings — see aboutcookies.org for guidance.
11. Marketing communications
We will only send you marketing emails if you have explicitly opted in, or if we have a legitimate interest in doing so based on a prior business relationship (for example, if you have previously enquired about our services).
Every marketing email we send includes an unsubscribe link. You can also opt out at any time by emailing privacy@ifagency.com. Once you opt out, we will stop sending marketing communications within 10 working days.
Opting out of marketing will not affect other communications such as responses to enquiries you initiate, or contractual communications if you are a client.
12. Children's privacy
Our website and services are directed at business professionals and are not intended for children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately at privacy@ifagency.com and we will delete it promptly.
13. Third-party links
Our website may contain links to third-party websites, social media platforms, and resources. These links are provided for your convenience and do not constitute an endorsement. This privacy policy applies only to ifagency.com.
We have no control over the content or privacy practices of third-party sites and encourage you to read their privacy policies before providing any personal data to them.
14. Changes to this policy
We review and update this privacy policy periodically, particularly following changes to data protection law, our services, or the tools we use. The "Last updated" date at the top of this page reflects the most recent revision.
Where changes are material, we will make reasonable efforts to notify you — for example, by displaying a notice on our website or, if we hold your email address, by emailing you directly.
15. Contact us & how to complain
If you have any questions about this privacy policy, want to exercise your rights, or have a concern about how we handle your data, please contact us:
Privacy enquiries Email: privacy@ifagency.com
We aim to respond to all privacy enquiries within 5 working days and will resolve any request within one calendar month as required by UK GDPR.
Complaints to the ICO
If you are unhappy with how we have handled your personal data and we have been unable to resolve your concern, you have the right to lodge a complaint with the UK's supervisory authority:
Information Commissioner's Office (ICO) Website: ico.org.uk Helpline: 0303 123 1113 Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would always prefer the opportunity to resolve concerns directly before a formal complaint is raised, so please do get in touch with us first.
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