Privacy Policy
We value your privacy and are committed to protecting your personal data.
This privacy policy explains how we collect, use, and safeguard your information when you visit our website or use our services. If you have any questions about this policy, please contact us at hello@socialswan.co.uk with "Privacy Policy" in the subject line.
Introduction
This privacy policy describes how Social Swan protects and uses the information you provide when you use our website or engage our services. We only use your information in the ways described in this policy, which is updated periodically. The latest version is always published on this page.
We collect and use personal information to provide our products and services, enable website functionality, and better understand how visitors interact with our site so we can deliver more relevant and timely information.
Information We Collect
We may collect the following types of information:
Personal Information:
Name and job title
Contact details including email address, phone number, and business address
Company information and industry details
Demographic information such as location, preferences, and interests
Technical Information:
Website usage data and analytics
IP address and browser information
Device information and operating system
Cookies and similar tracking technologies
Business Information:
Information relevant to client enquiries and service requests
Details about your business needs and objectives
Feedback and survey responses
Communication preferences
Social Media and Marketing Data:
Social media account information (when you grant access)
Marketing campaign performance data
Content engagement metrics
How We Use Your Information
We collect this data to understand your needs and provide improved products and services. Specifically, we may use your information to:
Service Delivery:
Provide and manage our services to you
Communicate about your account and services
Process payments and billing
Provide customer support
Business Operations:
Maintain internal records and administration
Improve our products and services
Customize our website and services for you
Conduct market research and analytics
Marketing Communications:
Send promotional emails about services, offers, and industry insights
Contact you about relevant products and services
Provide newsletters and educational content
Send direct mail or make phone calls for marketing purposes
Legal and Compliance:
Comply with legal obligations and regulations
Protect our rights and prevent fraud
Resolve disputes and enforce agreements
Legal Basis for Processing
Under GDPR, we process your personal data based on:
Consent: When you explicitly agree to receive marketing communications or use certain website features
Contract: When necessary to provide services you've requested or to take steps toward entering a contract
Legitimate Interests: For business operations, improving our services, and marketing to existing clients, balanced against your rights and interests
Legal Obligation: When required by law or regulation
Cookies and Website Technology
How We Use Cookies
We use cookies and similar technologies to:
Analyze web traffic using analytics tools to improve our website structure, design, content, and functionality
Test different versions of content to optimize user experience
Store your preferences so we can present more relevant information
Recognize return visitors and provide personalized functionality
Track marketing campaign effectiveness
Managing Cookies
You can control cookie settings through your web browser. However, disabling cookies may affect website functionality and some features may become unavailable.
Cookies do not give us access to your computer or personal information beyond what you choose to share.
For more information about cookies, visit https://allaboutcookies.org/
Data Security
We implement robust physical, electronic, and procedural security measures to protect your information from unauthorized access, disclosure, or misuse.
Security measures include:
Encrypted data transmission and storage
Secure, password-protected systems
Two-factor authentication for sensitive access
Regular security assessments and updates
Staff training on data protection procedures
Sensitive Information:
Login credentials and passwords are encrypted and stored in secure systems
Payment information is processed through secure, PCI-compliant partners
We never store complete credit card details on our systems
Data Sharing and Third Parties
We will never sell, lease, or distribute your personal information to third parties for their marketing purposes without your explicit consent.
We may share your information with:
Service Providers: Trusted partners who help us deliver services (payment processors, hosting providers, marketing tools) under strict confidentiality agreements
Legal Requirements: When required by law, court order, or to protect our rights and safety
Business Transfers: In the event of a merger, acquisition, or sale of business assets, subject to equivalent privacy protections
Your Rights Under GDPR
You have the following rights regarding your personal data:
Access: Request copies of your personal data we hold
Rectification: Request correction of inaccurate or incomplete information
Erasure: Request deletion of your personal data in certain circumstances
Restriction: Request limitation of processing in specific situations
Portability: Request transfer of your data to another service provider
Objection: Object to processing based on legitimate interests or direct marketing
Withdrawal: Withdraw consent at any time where processing is based on consent
To exercise these rights, contact us at [your email address].
Marketing Communications
Opting In
When you provide your details, you can choose to receive marketing communications via email, phone, or text message.
Opting Out
You can change your mind about marketing communications at any time by:
Clicking unsubscribe links in emails
Emailing us at hello@socialswan.co.uk
Using preference settings in your account (if applicable)
What We Send
Marketing communications may include:
Service updates and new offerings
Industry insights and educational content
Special offers and promotions
Event invitations and webinars
Company news and updates
Data Retention
We retain your personal data only as long as necessary for the purposes outlined in this policy or as required by law.
Active Clients: Data retained for duration of service relationship plus 7 years for financial records
Prospects and Inquiries: Contact information retained for up to 3 years unless you request removal
Marketing Lists: Maintained until you unsubscribe or request removal
Legal Requirements: Some data may be retained longer to comply with tax, accounting, or other legal obligations
International Data Transfers
If we transfer your data outside the UK/EEA, we ensure appropriate safeguards are in place, such as:
Adequacy decisions by relevant authorities
Standard contractual clauses approved by regulators
Binding corporate rules or certification schemes
Third-Party Links
Our website may contain links to other websites. We are not responsible for the privacy practices or content of external sites. Please review their privacy policies before providing any personal information.
Children's Privacy
Our services are not intended for children under 16. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal data, please contact us so we can delete it.
Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website with the updated date clearly marked.
For significant changes affecting how we use your data, we will make reasonable efforts to notify existing clients via email or website notices.
Contact Information
If you have any questions, concerns, or requests regarding this privacy policy or how we handle your personal data, please contact us:
Email: hello@socialswan.co.uk