Privacy policy.

Section 1Who we are

Green Ape Media Ltd is the controller of the personal information described in this policy. This means we decide how and why your information is used.

We are registered in England and Wales under company number 14487780 and registered with the Information Commissioner’s Office (ICO) under registration number ZB563497.

Section 2The information we collect

When you send us an enquiry through our website, we collect the details you give us:

• your name and email address
• your phone number and company name, if you provide them
• the service you are interested in and your monthly budget, if you select them
• your message and anything else you choose to tell us

When you book a call with us, we collect your name, contact details and the date and time you choose.

When you email or call us, we keep a record of the conversation and your contact details.

When you become a client, we also hold the information needed to deliver our services and manage your account, such as billing details, project information and correspondence.

When you visit our website, our hosting provider and the tools we use may collect technical information such as your IP address, browser type, device and the pages you visit. Some of this is collected using cookies. Our Cookie Policy explains this in more detail.

Section 3How we use your information

We use your information to:

• reply to your enquiry and talk to you about how we can help
• arrange and hold calls and meetings you book with us
• provide our services to you and manage our working relationship
• send invoices and keep financial records
• keep our website secure and working properly
• understand how our website is used so we can improve it, where you have agreed to analytics cookies
• send you news and updates about our services, but only where you have agreed to receive them or where the law allows us to as an existing client

We will never sell your personal information.

Section 4Our lawful bases

Under UK GDPR we must have a lawful basis for using your information. We rely on:

• Legitimate interests: to respond to enquiries, follow up on conversations you have started with us, run our business and keep our website secure. We only rely on this where it does not override your rights.
• Contract: to provide services to you once you become a client, and to take steps you ask us to take before entering into a contract.
• Legal obligation: to keep financial and tax records and to meet other legal requirements.
• Consent: for non-essential cookies and for marketing emails where consent is needed. You can withdraw your consent at any time.

Section 5Who we share your information with

We only share your information with trusted service providers who help us run our business. We only share as much as they need to do their job. They act on our instructions and must keep your information secure. They include:

• our website hosting provider, 20i, which hosts our website in the UK
• Microsoft 365, which we use for our email and business files
• Brevo, which we use to send emails from our website, including enquiry notifications
• GoHighLevel, which runs our online booking calendar
• our accountants, legal and professional advisers where needed

We may also share information if the law requires us to (for example with HMRC or the police) or to protect our rights.

Section 6International transfers

Some of our service providers are based outside the UK or may process information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the UK addendum to the EU Standard Contractual Clauses or a UK adequacy decision.

Section 7How long we keep your information

We only keep your information for as long as we need it:

• Enquiries that do not lead to working together are kept for up to 24 months after our last contact, then deleted.
• Client records, including contracts and invoices, are kept for six years after our working relationship ends, to meet legal and tax requirements.
• Marketing preferences are kept until you unsubscribe or ask us to stop.

Section 8How we keep your information safe

We use appropriate technical and organisational measures to protect your information, including secure hosting, encrypted connections (SSL) on our website, access controls and secure business systems. Only people who need your information to do their job can access it.

Section 9Your rights

You have the right to:

• ask for a copy of the personal information we hold about you
• ask us to correct information that is wrong or incomplete
• ask us to delete your information
• ask us to restrict how we use your information
• object to us using your information, including for marketing
• ask us to transfer your information to another organisation
• withdraw your consent at any time where we rely on consent

To use any of these rights, email hello@greenape.media or call 0330 1077 028. We will respond within one month. There is usually no charge.

Section 10Complaints

If you are unhappy with how we have used your information, please contact us first and we will do our best to put it right.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection. You can contact the ICO at ico.org.uk or on 0303 123 1113.

Section 11Links to other websites

Our website may link to other websites, such as our social media pages. We are not responsible for how those websites handle your information, so please read their privacy policies.

Section 12Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.