Business prospecting privacy notice.

1. Who is responsible for your information?

Westwood Digital Solutions is the trading name of Simon Westwood, a sole trader providing website design, development and digital services. I am the controller responsible for the personal information described in this notice.

Legal name & status

Simon Westwood, sole trader trading as Westwood Digital Solutions

Business contact address

Jex Road, Norwich (full correspondence address to be confirmed)

Privacy contact email

hello@westwooddigitalsolutions.co.uk

This notice covers business prospecting. The website privacy policy explains how website enquiries and technical information are handled.

2. Why I may contact you

I may contact businesses where my website design, development or digital services appear relevant to their needs. Where this involves personal information, I use it to identify an appropriate business contact, send relevant emails, manage replies and record requests not to receive further marketing.

3. What information I use and where it comes from

This may include your name, business role, company name, business email address and correspondence. I contact prospects by email only.

I use a lead generation tool being developed for my business to identify potential business contacts. Where I obtain your details indirectly, I will identify the original source in my initial communication. Using a lead generation tool does not remove your data protection rights or the consent requirements that may apply to email marketing.

Details to confirm: the original data sources used by the lead generator, its hosting and any external services or automated assessments must be confirmed before this notice is finalised.

4. My lawful basis

Where appropriate, I rely on legitimate interests to introduce relevant services to business contacts and develop business relationships. Before doing so, I consider whether the contact is necessary, proportionate and reasonably expected, taking account of your interests, rights and freedoms.

Where consent is required for a particular marketing activity, I will obtain it before proceeding. You can withdraw consent at any time without affecting the lawfulness of earlier processing. Legitimate interests does not replace consent where electronic marketing rules require it.

I intend to approach both companies and sole traders. Marketing emails to sole traders and certain partnerships require prior consent unless the applicable soft opt-in conditions are met. An email address being publicly available or identified by my lead generator is not consent. Every marketing email will identify me and provide a way to opt out.

You can object to the use of your personal information for direct marketing at any time. I will stop using it for that purpose.

5. Who receives your information?

Prospecting information is stored in business email correspondence and a customer relationship management (CRM) system. My business email provider is IONOS. Relevant providers may process information on my behalf to support email, CRM and the lead generation tool. I do not sell your personal information.

Details to confirm: the complete provider arrangements and any processing outside the UK must be assessed. If international transfers occur, this notice must explain the applicable safeguards and how you can obtain details before the relevant processing begins.

6. How long I keep it

Prospecting records and related email correspondence are retained for 30 days after the last communication. If a prospect becomes a client, necessary project and business records are handled under the applicable client retention arrangements. Retention must be applied across email, the CRM and the lead generator; the website’s enquiry cleanup does not automatically delete records in those systems. Backup deletion arrangements remain to be confirmed.

If you ask not to be contacted, I retain the minimum information needed on a suppression list to respect that request. I review this information periodically and retain it only while needed to prevent further marketing contact.

7. Your rights and how to opt out

Depending on the circumstances, you can request access to your personal information, correction, deletion, restriction of processing or data portability. You can object to processing based on legitimate interests. Your right to object to direct marketing is absolute.

To exercise your rights or stop further marketing, reply to my message or email hello@westwooddigitalsolutions.co.uk. There is no charge for opting out. I may need proportionate information to verify your identity when handling a rights request.

Please contact me if you have concerns about how I use your information. You can also complain directly to the Information Commissioner’s Office.

8. Changes to this notice

I will update this notice when my prospecting practices change. The version date appears above.