Expand Digital Media Ltd Privacy & Cookie Policy
Version: 1.0
Effective Date: 23 August 2026
Last Updated: 23 August 2026
This Privacy & Cookie Policy explains how Expand Digital Media Ltd (“we”, “us”, “our”) collects, uses, stores and protects personal information when you visit https://expanddigital.media/, contact us or use our services.
We want the way we handle personal information to be clear and proportionate. This policy explains what information we may hold, why we need it, who it may be shared with, how long we keep it and the rights available to you under UK data protection law.
This policy should be read alongside our Terms & Conditions of Use.
1. Who We Are
Expand Digital Media Ltd is a company registered in England and Wales under company number 11015070.
Our business and contact address is:
Expand Digital Media Ltd
56 High Street
Tamworth
Staffordshire
B77 1LP
For the purposes of UK data protection law, Expand Digital Media Ltd is the data controller for the personal information covered by this policy. This means we decide why and how that information is used.
If you have a question about this policy, the information we hold about you or how we use personal data, you can contact us at:
Email: [email protected]
Telephone: 07421 134 676
We do not currently have a statutory Data Protection Officer. Privacy and data protection enquiries can be sent using the contact details above.
2. What Personal Data We Collect
The information we collect depends on how you interact with us. We only collect information that is relevant to the website, enquiry, project, service or business relationship involved.
This may include:
- your name;
- your business or organisation name;
- your email address;
- your telephone number;
- your website address;
- information you provide about your business, website, project, requirements or enquiry;
- messages, emails and other correspondence between you and Expand Digital Media;
- information needed to prepare proposals, provide services or support an existing client relationship;
- billing, invoicing and transaction information where you become a client;
- your marketing preferences where relevant;
- technical information such as IP address, browser type, device type and operating system;
- information about how visitors use our website, such as pages viewed, referring pages, approximate visit times and interactions with website content, where the relevant analytics cookies have been permitted.
We do not routinely ask for special category personal data, such as information about health, religion, ethnicity, political opinions or sexual orientation, as part of normal website enquiries or website projects.
Please avoid sending sensitive personal information unless it is genuinely necessary for the matter you are contacting us about.
3. How We Collect Your Data
We may collect personal information in several ways.
Information you give us directly
This includes information provided when you:
- complete a form on our website;
- request a website review;
- contact us by email, telephone or another communication method;
- ask us for information about a service;
- request a proposal or quotation;
- become a client;
- provide information during a website, hosting, maintenance, SEO or other project;
- contact us for ongoing support;
- choose to receive marketing or other business communications from us.
Information collected automatically
When you use our website, limited technical information may be collected automatically through server logs, cookies and similar technologies.
Optional analytics or advertising technologies are controlled through our cookie consent system where consent is required. More information is provided in the Cookies and Analytics section below.
Information from other sources
In some business-to-business situations, we may use information available from legitimate public sources, such as a company website, Companies House, a professional directory or a business social media profile, where it is relevant to a genuine business purpose.
If personal information is obtained from another source, we will only use it where we have a lawful basis and where doing so is fair and proportionate.
4. How We Use Your Data and Our Lawful Bases
We only process personal information where we have a lawful reason to do so.
| Purpose | Examples of information used | Typical lawful basis |
|---|---|---|
| Responding to enquiries | Name, business details, email address, telephone number, website address and enquiry information | Steps taken at your request before entering into a contract and/or legitimate interests |
| Preparing quotations, proposals and project recommendations | Contact details, website information, business requirements and project details | Steps taken at your request before entering into a contract |
| Delivering website and digital services | Client contact details, project information, website access information and communications | Performance of a contract |
| Providing hosting, maintenance or ongoing support | Client information, website information, support requests and relevant technical information | Performance of a contract and legitimate interests |
| Managing client relationships and business administration | Contact details, project history, communications and service information | Performance of a contract and legitimate interests |
| Invoicing, accounting, tax and financial administration | Client name, business details, billing information, invoices and payment records | Legal obligation and performance of a contract |
| Maintaining the security and reliability of our website and systems | IP addresses, security logs, device information and relevant technical information | Legitimate interests |
| Understanding and improving our website | Website usage, device information and analytics information | Consent where required for optional analytics technologies |
| Sending relevant marketing or business communications | Name, business contact details, relationship with us and communication preferences | Consent or legitimate interests, depending on the circumstances and the requirements of PECR |
| Establishing, exercising or defending legal rights | Relevant client, project, correspondence, transaction or account information | Legitimate interests and/or legal obligation |
Our legitimate interests
Where we rely on legitimate interests, those interests may include running and developing Expand Digital Media, responding to business enquiries, maintaining client relationships, protecting our website and systems, keeping appropriate business records and communicating with relevant business contacts.
We consider whether the processing is necessary and proportionate and whether your interests, rights or freedoms should take priority.
Direct marketing
We may occasionally send relevant information about Expand Digital Media services or related business content where we are legally permitted to do so.
The rules depend partly on who is being contacted. Under the Privacy and Electronic Communications Regulations 2003 (PECR), different rules apply to corporate subscribers and individual subscribers such as sole traders and certain partnerships.
Where consent is required, we will obtain it before sending electronic marketing.
Where the products and services soft opt-in applies, this is an exception to the normal consent requirement rather than a form of implied consent. We will only rely on it where the legal conditions are satisfied, including where:
- we obtained the contact details during a sale or genuine negotiation for a sale;
- the marketing relates to our own similar products or services;
- you were given a clear opportunity to refuse marketing when your details were collected; and
- every subsequent marketing message gives you an easy way to opt out.
You can ask us to stop sending direct marketing at any time.
Your right to object to direct marketing is absolute. If you object to us using your personal information for direct marketing, we will stop using it for that purpose.
5. Who We Share Your Data With
We do not sell or rent personal information.
We may share information with trusted third parties where this is necessary to operate our business, provide a service, maintain the website, meet legal obligations or protect our legitimate interests.
| Recipient or category | Why information may be shared |
|---|---|
| Google Workspace | Business email, communications and related productivity services |
| Website hosting and infrastructure providers | Hosting, operating, securing, backing up and maintaining our website and related systems |
| Website form and technical service providers | Receiving and processing information submitted through website forms and maintaining website functionality |
| Analytics and measurement providers | Understanding website use where the relevant optional cookies or technologies have been permitted |
| Professional advisers | Accounting, legal, tax, insurance or other professional advice where required |
| Government, regulatory or law-enforcement bodies | Where disclosure is required by law or is necessary to establish, exercise or defend legal rights |
| Suppliers or subcontractors involved in a client project | Only where their involvement is genuinely required to provide the agreed service and the information shared is limited to what they need |
Google Workspace
We use Google Workspace for business email and related communications. If you contact us by email, personal information such as your name, email address, message content and any attachments you send may be processed through Google’s systems.
Google acts as a service provider for these services and maintains its own technical and organisational safeguards. You can read more about Google’s privacy practices at Google’s Privacy Policy.
Expand Digital Media does not currently use a customer relationship management (CRM) platform to manage enquiries or client records.
6. International Data Transfers
Some of the technology providers we use operate internationally or use infrastructure located in more than one country. This means personal information may sometimes be processed outside the United Kingdom.
Where personal data is transferred outside the UK, we require the transfer to be made using a lawful transfer mechanism. Depending on the destination and provider, this may include:
- UK adequacy regulations;
- the UK International Data Transfer Agreement;
- the UK Addendum to the EU Standard Contractual Clauses; or
- another transfer mechanism permitted by UK data protection law.
Where appropriate, we also consider the safeguards offered by the provider and the nature of the information being processed.
You can contact us if you would like more information about the safeguards relevant to a particular transfer.
7. Keeping Your Data Secure
We use appropriate technical and organisational measures to protect personal information against accidental loss, misuse, unauthorised access, alteration or disclosure.
These measures include restricting access to information to people who genuinely need it, using appropriate authentication and access controls, maintaining the security of the website and related systems, and using reputable service providers where third-party processing is necessary.
We also aim to collect only the information we reasonably need and to avoid retaining personal information simply because it may be useful one day.
No method of transmitting or storing information can be guaranteed to be completely secure. While we take reasonable measures to protect personal information, we cannot guarantee absolute security.
If you believe personal information you have provided to Expand Digital Media has been lost, misused or accessed without authorisation, please contact us at [email protected].
8. Data Retention
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including any legal, accounting, contractual, dispute-resolution or reporting requirements.
Different information has different useful and lawful retention periods.
| Type of information | Typical retention approach |
|---|---|
| Website enquiries and initial correspondence | Kept while the enquiry is active and for a reasonable follow-up period afterwards. Information that is no longer needed is deleted or securely disposed of unless the enquiry develops into a client relationship or there is another lawful reason to retain it. |
| Website review or project enquiry information | Kept while the review, proposal or potential project is being considered and afterwards for a proportionate period where it may be relevant to follow-up, project history or dispute management. |
| Client and project records | Kept for the duration of the client relationship and afterwards where reasonably required for contractual records, support history, legal claims, continuity of service or legitimate business record keeping. |
| Financial, invoice and accounting records | Normally retained for at least six years from the end of the relevant company financial year, or longer where required by HMRC or another legal obligation. |
| Support, maintenance and hosting records | Kept while the relevant service is active and afterwards where necessary to maintain an appropriate service history, resolve issues or meet legal and contractual requirements. |
| Marketing information | Kept while there is a lawful reason to send marketing. If you opt out, we may retain limited information on a suppression list so that we can respect your preference in future. |
| Website analytics | Retained according to the settings and retention controls applied within the relevant analytics platform. |
| Security and technical logs | Kept for a proportionate period based on security, troubleshooting and system-integrity needs. |
When information is no longer required, we will delete it, anonymise it or securely dispose of it where reasonably practicable.
Information may remain temporarily within secure backups until those backups are routinely overwritten or expire.
9. Your Data Protection Rights
Depending on the circumstances and the lawful basis we rely on, UK data protection law gives you a number of rights over your personal information.
These may include the right to:
- access personal information we hold about you;
- correct information that is inaccurate or incomplete;
- request erasure of personal information in certain circumstances;
- restrict processing in certain circumstances;
- object to processing based on legitimate interests;
- object to direct marketing at any time;
- request data portability where the legal conditions apply; and
- withdraw consent at any time where consent is the basis on which we process your information.
These rights are not absolute in every situation. For example, we may need to retain certain information where we have a legal obligation to do so.
If we process your personal information on the basis of legitimate interests, you have the right to object to that processing. If the processing is for direct marketing, we will stop using your personal information for that purpose when you object.
To exercise a data protection right, contact:
Please provide enough information for us to identify the relevant records and understand what you are asking us to do. We may need to verify your identity before acting on a request.
We will respond without undue delay and normally within one month, subject to the circumstances and any extensions permitted by data protection law.
How to make a complaint
If you are unhappy with how we collect, use, store, share or otherwise handle your personal information, please give us an opportunity to look into the issue.
You can raise a data protection complaint using our Data Protection Complaints page. You do not need to know which part of data protection law applies or use legal wording; just give us enough information to understand what has happened.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.
You can find current contact information and guidance at ico.org.uk.
10. Automated Decision-Making and Profiling
Expand Digital Media does not currently use personal information to make solely automated decisions that produce legal effects, or similarly significant effects, about individuals.
If this changes in a way that affects how personal information is handled, this policy will be updated accordingly.
11. Cookies and Analytics
Our website uses cookies and similar technologies for functions such as website operation, security and understanding how the site is used.
When you first visit the website, you may be asked to accept or reject optional cookies. Cookies that are not strictly necessary should not be set until the required consent has been obtained.
You can change your cookie choices through the consent controls available on the website.
Cookie categories
| Cookie category | Purpose | Consent |
|---|---|---|
| Strictly necessary | Required for core website operation, security, consent management or essential technical functions. | These do not normally require consent where they are genuinely necessary. |
| Analytics / performance | Helps us understand how people use the website, which pages are visited and how the site performs so that we can identify useful improvements. | Used only where the required consent has been given. |
| Functionality | May remember choices or provide optional website features that are not strictly necessary for the site to operate. | Used where consent is required. |
| Advertising / targeting | May be used to measure advertising or provide more relevant advertising where advertising technologies are in use. | Used only where the required consent has been given. |
Google Tag Manager and Google Analytics
Our website uses Google Tag Manager to help manage website tags and measurement tools.
Google Tag Manager is a tag-management system. Depending on our current configuration and your cookie choices, it may be used to load services such as Google Analytics.
Where Google Analytics is enabled, it may process information about website visits such as pages viewed, approximate location derived from technical information, device and browser information, referral source and interactions with the site.
Analytics technologies that require consent are not intended to operate until the relevant consent has been provided through our cookie controls.
Google Analytics cookies may include identifiers such as _ga and _ga_*, although the precise cookies and durations can change as services and configurations are updated.
You can read more about how Google handles information at Google’s Privacy Policy.
Cookie choices
You can accept or reject optional cookies using the cookie consent controls on our website. You can also use your browser settings to block or delete cookies, although this may affect some website functionality.
Because website technology changes over time, the cookies used by the site may also change. Our cookie consent tool should provide the most current information about optional technologies available on your device.
12. Links to Other Websites
Our website contains links to websites and services operated by other organisations.
We are not responsible for the privacy practices, security or content of third-party websites. If you follow a link to another website, you should review its own privacy information before providing personal data.
Some website features may also connect to or embed services supplied by third parties. Those providers may process information when you choose to interact with their services.
13. Business Transfers
If Expand Digital Media Ltd, or part of its business or assets, is sold, reorganised or transferred, personal information relevant to that part of the business may need to be disclosed to prospective purchasers, professional advisers or a new owner.
Any such processing will be limited to what is reasonably necessary and will remain subject to applicable data protection law and appropriate confidentiality safeguards.
14. Changes to This Policy
We may update this Privacy & Cookie Policy when our website, services, suppliers, data-processing activities or legal obligations change.
The current version and last updated date will always be shown on this page.
Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals where appropriate.
15. Policy Version and Change Log
This policy is intended to be maintained as a living document. It should be reviewed when our data-processing activities change and periodically to make sure it still reflects how Expand Digital Media operates.
| Version | Date | Summary of changes |
|---|---|---|
| 1.0 | 23 August 2026 | New Privacy & Cookie Policy created to replace the previous policy and reflect current UK data protection requirements, website enquiries, client services, Google Workspace, data retention, cookies, analytics and individual rights. |
16. Contact Us
If you have a question about this Privacy & Cookie Policy, want to exercise a data protection right or have a concern about how your personal information has been handled, please contact:
Expand Digital Media Ltd
56 High Street
Tamworth
Staffordshire
B77 1LP
Email: [email protected]
Telephone: 07421 134 676