Contentifai Privacy Policy

Who We Are

Contentifai Ltd.
Maybrook House, 27 Grainger Street
Newcastle Upon Tyne, Tyne And Wear NE1 5JE, UK

Website: https://www.contentifai.agency/
Email:

Introduction

This policy explains how Contentifai Ltd. collects, uses, stores, and protects personal data collected from you or provided to us through our website. We are committed to protecting your privacy and handling your data transparently in full compliance with the UK General Data Protection Regulation (UK GDPR) and all applicable UK Data Protection legislation.

Please read this policy carefully to understand how your data is collected, used, stored, and protected.

Definitions

Company (either “the company”, “we”, “our” or “us”): Contentifai Ltd.
Country: The United Kingdom
Website: https://www.contentifai.agency/
Personal Data: Any information that relates to an identifiable individual
Usage Data: Data collected automatically and generated by the use of the website
Cookies: Small files that are placed on your device by a website, containing details of your browsing history
Device: Anything that can be used to access the website (mobile phone, laptop, tablet, etc.)
Data Processor: A third party that processes personal data on our behalf (e.g., HubSpot)

How We Collect Your Data

Data You Provide

We collect personal data when you:

Complete forms on our website (e.g., resource downloads, contact forms)
Download marketing resources (e.g., whitepapers, guides, templates)
Subscribe to our newsletter
Sign up for automated email communications
Contact us directly via email or phone

Data collected: Name, email address, company name, job title, phone number, and any other information you voluntarily provide.

Data Collected Automatically

We use cookies and similar technologies to collect data about your activity on our website:

Device information (anonymised IP address, browser type, operating system)
Browsing activity (pages visited, time spent, links clicked)
Time and date of site visits
Referral source

IP Address Processing: We anonymise IP addresses in accordance with privacy regulations before processing them for analytics purposes. Full IP addresses are not stored or processed.

Why we collect this: To improve our website functionality, understand how visitors use our site, and personalise your experience.

Cookies

Contentifai uses both session and persistent cookies. For detailed information about which cookies we use and how to manage them, please see our Cookies Policy.

Lawful Bases for Processing Your Personal Data

Under UK GDPR, we process your personal data on the following lawful bases:

Processing Activity by Lawful Basis

Processing Activity	Lawful Basis	Purpose
Resource download forms	Your consent	To deliver the requested content and related materials
Automated email communications	Your consent	To send you relevant content, insights, and strategic recommendations
Newsletter subscription	Your consent	To send you regular insights, best practices, and industry trends
Website cookies and analytics	Legitimate interest	To analyse website performance, improve functionality, and understand visitor behaviour
Website visitor data (anonymised IP, referral source)	Legitimate interest	To improve website security, prevent fraud, and optimise user experience
Contact form submissions	Contract performance	To respond to your enquiries and provide requested services
Compliance with legal obligations	Legal obligation	To comply with tax, employment, and other legal requirements

How We Use Your Data

We use your personal data for the following purposes:

Delivering your requested content (downloads, emails, resources)
Sending you marketing communications (with your consent)
Newsletter delivery (if you’ve subscribed)
Improving our website and services through analytics and feedback
Communicating with you about your enquiries or account
Complying with legal and regulatory obligations

Data Retention

We retain your personal data for the following periods:

Data Type	Retention Period	Reason
Marketing form submissions (downloads, resources)	36 months or until consent withdrawn	Lead nurturing and relationship building, aligned with HubSpot standard retention
Automated email campaign data	36 months or until consent withdrawn	Marketing relationship management
Email subscribers who unsubscribe	30 days after unsubscribe	Legal compliance and suppression list management
Active newsletter subscribers	Until you unsubscribe	Ongoing communication consent
Website analytics data (anonymised)	26 months	Google Analytics standard retention for trend analysis
Contact form enquiries	24 months	Business relationship management
Usage logs and access records	6 months	Website security and troubleshooting

Note: You can request deletion of your data at any time, regardless of these retention periods, subject to our legal obligations.

We do not sell or rent your personal data. However, we may share your data with:

Service Providers and Data Processors

We use the following data processors:

HubSpot (Customer Relationship Management): Manages email communications, forms, and contact data. HubSpot processes your data under a Data Processing Agreement and is certified under the Data Privacy Framework for international data transfers. HubSpot Privacy Policy
Google Analytics (Website Analytics): Processes anonymised usage data to help us understand website performance. Google Privacy Policy

All processors are bound by Data Processing Agreements and appropriate safeguards.

Other Third Parties

Business transfers: In the event of a merger, sale of assets, or acquisition, your data may be transferred as part of that transaction. We will notify you of any such change.
Legal requirements: We may disclose your data if required by law or to protect our legal rights, privacy, or safety.

Your Data Protection Rights

Under UK GDPR, you have the following rights:

Right to Access

You have the right to request a copy of your personal data and information about how we process it (Data Subject Access Request).

Right to Rectification

You have the right to correct inaccurate or incomplete personal data.

Right to Erasure

You have the right to request deletion of your personal data (“Right to be Forgotten”), except where we have a legal obligation to retain it.

Right to Object

You have the right to object to processing of your personal data, including for direct marketing purposes.

Right to Restrict Processing

You have the right to request that we limit how we process your personal data.

Right to Data Portability

You have the right to request your personal data in a structured, commonly used format.

Where we rely on consent to process your data, you can withdraw that consent at any time. This will not affect the lawfulness of processing before withdrawal.

Unsubscribe from Marketing

You can unsubscribe from marketing communications at any time by:

Clicking the “unsubscribe” link in any email
Contacting us at

How to Exercise Your Rights

To exercise any of these rights, please contact us at:

Email:

We will respond to any request within 30 days of receipt. If we need additional information to fulfil your request, we will contact you.

Data Security

The security of your personal data is paramount to Contentifai. We implement appropriate technical and organisational measures to protect your data, including:

Secure servers and encrypted connections (HTTPS)
Access controls and authentication
Regular security reviews and updates
Data Processing Agreements with all third-party processors

While we cannot guarantee absolute security, we take every reasonable step to protect your data from unauthorised access, alteration, disclosure, or destruction.

Marketing Communications

When you download our resources or sign up for communications, you may receive:

Immediate delivery of requested content
Follow-up communications relevant to your interests (if consented)
Regular newsletters (if separately subscribed)

Each type of communication has separate consent controls, and you can manage your preferences or unsubscribe at any time via the links in our emails or by contacting us directly.

International Data Transfers

Some of our service providers (such as HubSpot) process data internationally. Where data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

Data Processing Agreements
Standard Contractual Clauses
Adequacy decisions or approved certification mechanisms

Children’s Privacy

Our website and services are not directed to individuals under 18. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us immediately.

Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any personal data.

Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any significant changes by:

Posting the updated policy on our website
Updating the “last updated” date
Sending an email notification for substantial changes (if you’re subscribed)

Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us: