Privacy Policy
Last updated: 07/10/26
Who I am
This website and my services are run by Digital Magic Solutions Ltd, a company registered in England and Wales (company number 13047505). My registered office is Office 43, 1000 Lakeside, North Harbour, Portsmouth, Hampshire, PO6 3EZ.
Throughout this policy, "I", "me" and "DMS" mean Digital Magic Solutions Ltd. I'm the data controller for the personal information described here, and I'm registered with the Information Commissioner's Office (ICO) under registration number [ICO REG NO].
If you've got any questions about this policy or your information, email me at info@digitalmagicsolutions.com and I'll come back to you.
The short version
- I collect the information you give me when you enquire, book a call, take my quiz, sign up for a webinar or become a client.
- I use it to reply to you, deliver my services, send you useful emails if you've agreed to them, and run my business properly.
- I don't sell your information, and I never will.
- I use a small number of trusted providers to help, such as my CRM, email, video calls and payments. They're all listed below.
- You can ask to see, correct or delete your information at any time.
What I collect
Information you give me
- Contact details: name, email address, phone number, business name and job title.
- What you tell me: enquiry messages, quiz answers, booking form answers and anything you share on a call.
- Client information: billing details, contract details and project communications.
- Call recordings and transcripts: if we speak on a video call (see "Call recording and AI note-takers" below).
Information collected automatically
- Website usage: pages visited, how you found the site, device and browser type, approximate location (town or country level) and IP address. Most of this is only collected if you accept cookies. My Cookie Policy has the detail.
- Email engagement: whether my emails are opened and which links are clicked.
- Advertising data: whether you've arrived from, or interacted with, my Facebook or Instagram adverts.
Information from other people
- Meta lead forms: if you fill in a form on one of my Facebook or Instagram adverts, Meta passes those details to me.
- Referrals: if someone introduces you to me.
I don't ask for sensitive information, such as health details, and I'd ask you not to send it to me.
How I use your information, and why I'm allowed to
UK data protection law says I need a valid reason (a "lawful basis") for each way I use your information. Here's how that works in practice:
| What I use it for | Lawful basis |
|---|---|
| Replying to enquiries and booking calls | Legitimate interests (replying to someone who's contacted me), or taking steps before entering a contract with you |
| Delivering services to clients and invoicing | Contract |
| Keeping financial and tax records | Legal obligation |
| Sending marketing emails | Consent, or for clients and people who've enquired about similar services, legitimate interests. Every email includes an unsubscribe link. |
| Website analytics (Google Analytics) | Consent, given through the cookie banner |
| Running and measuring adverts (Meta Pixel and Conversions API) | Consent, given through the cookie banner |
| Recording and transcribing calls | Legitimate interests (keeping an accurate record so I can focus on the conversation) |
| Improving my services, keeping systems secure and running the business | Legitimate interests |
| Dealing with legal claims | Legitimate interests and legal obligation |
Call recording and AI note-takers
When we speak on Zoom or another video platform, I usually record and transcribe the call using Zoom's built-in AI assistant and Fireflies.ai. It gives me an accurate record of what we discussed, so I can concentrate on you rather than scribbling notes.
I'll tell you at the start of the call. If you'd rather not be recorded, just say so and I'll switch it off, no questions asked.
Recordings and transcripts are kept for 12 months, unless they're needed for longer for an active project.
How I use AI
I use AI tools, including Claude by Anthropic, to help me draft, summarise and organise my work. Where that involves your information:
- The AI tools I use don't train their models on your information. I've switched model training off in Claude, and Zoom and Fireflies don't use customer content to train their AI.
- AI supports my work, it doesn't make decisions about you. I don't use automated decision-making that has a legal or similarly significant effect on you.
Who I share your information with
I don't sell or rent your information. I use the providers below to run my business. They only handle your information on my instructions, under contracts that protect it.
| Provider | What I use them for | Where data is held |
|---|---|---|
| HighLevel (LeadConnector) | CRM, email, booking calendar, quiz and funnel pages | USA |
| Microsoft 365 | Email, calendar and documents | UK, EU and USA |
| Notion | Business records and project management | USA |
| Make.com | Connecting my systems together | EU |
| Zoom | Video calls, recordings and AI summaries | USA |
| Fireflies.ai | Call recording and transcription | USA |
| Anthropic (Claude) and other AI providers | Drafting, summarising and organising work | USA |
| Stripe | Taking payments | UK, EU and USA |
| Google Analytics | Website statistics | USA |
| Meta (Facebook and Instagram) | Running and measuring adverts | EU and USA |
| CookieYes | Recording your cookie choices | UK and EU |
| SiteGround | Hosting this website | UK (London) |
Meta also uses advertising data for its own purposes under its own privacy policy, which is one reason I only use it if you've accepted advertising cookies.
I may also share information with my professional advisers (such as my accountant or solicitor), with authorities where the law requires it, or with a buyer if my business is ever sold.
Sending information outside the UK
Several of my providers are based in the USA. When your information leaves the UK, it's protected either by the UK-US Data Bridge (for US companies certified under it) or by contract clauses approved by the ICO. If you'd like details for a particular provider, just ask.
How long I keep your information
| Type of information | How long I keep it |
|---|---|
| Enquiries and leads who don't become clients | 3 years from the last time you interacted with me (for example, opening an email, replying or booking a call) |
| Marketing email list | Until you unsubscribe. I then keep your email address on a "do not contact" list so you don't hear from me again. |
| Client records and contracts | 6 years after our work together ends |
| Invoices and financial records | 6 years, as required for tax purposes |
| Call recordings and transcripts | 12 months |
| Website analytics data | 2 months for data linked to individual visitors. Anonymous totals, such as monthly visitor numbers, are kept indefinitely. |
Keeping your information secure
I use multi-factor sign-in on my business systems, encrypted devices and reputable providers, and I limit access to the people who genuinely need it. No system is perfect, so if a breach ever puts you at risk, I'll tell you and report it to the ICO where the law requires.
If you're one of my clients
If you use Magic MRM or I've installed a Firecore system for you, I'll also handle information about your customers, contacts or team on your behalf. For that information, you're the controller and I'm your processor. Your own privacy policy covers it, and our client agreement sets out how I look after it. This policy only covers the information I hold for my own business.
Your rights
You have the right to:
- see a copy of the information I hold about you
- have it corrected if it's wrong
- have it deleted
- ask me to restrict how I use it
- object to how I use it, including an absolute right to stop marketing at any time
- receive it in a format you can take elsewhere
- withdraw your consent at any time, where I'm relying on it
To use any of these rights, email info@digitalmagicsolutions.com. It's free, and I'll respond within one month. If a request is complicated I may need longer, and I'll tell you if so. I might ask you to confirm your identity first, purely to protect your information.
Complaints
If you're unhappy with how I've handled your information, please come to me first. Email info@digitalmagicsolutions.com with "Data protection complaint" in the subject line. I'll acknowledge it within 30 days and do my best to put things right.
You also have the right to complain to the Information Commissioner's Office:
- Website: ico.org.uk/make-a-complaint
- Phone: 0303 123 1113
Children
My services are for businesses and aren't aimed at anyone under 18. I don't knowingly collect information about children.
Changes to this policy
I'll update this policy when my services or the law change. The date at the top always shows when it was last updated.