Legal
Privacy policy
This policy explains what personal information BOLT collects, why, and what you can ask us to do with it. BOLT is the trading name of Bolt Digital Marketing Solutions Ltd, a company registered in England and Wales (company number 14396688), with its registered office at Little Mead, Hollingdon, Buckinghamshire, LU7 0DN. We are the data controller for the information described here.
If you have any questions, email taylor@boltdms.co.uk or write to us at Harpenden Hall, Southdown Road, Harpenden, Hertfordshire, AL5 1TE.
What we collect
When you book a call or send an enquiry. Our booking form asks for your name, email address, phone number, business name, website and some details about your advertising. We use this to reply, to prepare for the call and to decide together whether we can help.
When you email or call us. We keep the correspondence and any details you share so that we can respond and keep a record of what was agreed.
On sales and client calls. We may record and transcribe video calls so that we have an accurate note of what was discussed. We will tell you at the start of any call we record, and you can ask us not to.
If we contacted you first. We sometimes email businesses that are already advertising on Google to offer our services. For this we use business contact details that are publicly available, such as the email address and phone number on your company website, along with your business name and the ads you are running. Every email we send tells you how to opt out, and if you do we will not contact you again.
When you visit the website. Our hosting provider records technical information such as your IP address, browser type and the pages you requested, which it uses to deliver the site and keep it secure. The cookies section below covers the analytics and advertising tools we use.
We do not collect any special category data, and we do not sell personal information.
Why we use it
We rely on legitimate interests to respond to enquiries, run sales conversations with businesses, contact businesses we think we can help, and keep the website working and secure. Where you become a client, we rely on contract to deliver the service, and on legal obligation to keep financial records.
Who we share it with
We use a small number of providers who process data on our behalf and only on our instructions. These are our website host (Netlify), our form provider (Heyflow), our email and calendar provider (Google Workspace), our CRM (Notion), our call recording and transcription tool (Fireflies.ai), and our accounting software (Xero). Some of these providers store data in the United States. Where that happens, the transfer is covered by the UK Extension to the EU-US Data Privacy Framework or by the UK’s standard contractual clauses.
We will also share information if the law requires it.
How long we keep it
| Information | How long |
|---|---|
| Enquiries that do not become clients | 2 years from our last contact |
| Outreach records | 2 years, except opt-outs, which we keep indefinitely so that we never contact you again |
| Call recordings and transcripts | 12 months |
| Client records and invoices | 6 years after the end of the contract, as required for tax purposes |
| Server logs | As set by our hosting provider, typically no more than 30 days |
Cookies and third-party tools
| Tool | What it does |
|---|---|
| Google Analytics | Counts visits and shows which pages are used, so that we can improve the site. It is set up so that it does not store cookies on your device. |
| Meta Pixel | Measures whether our Facebook and Instagram ads lead to enquiries, and lets us show ads to people who have visited the site. It uses cookies. |
| Google Maps | Shows our office location on the home page. Google may set cookies when the map loads. |
| Heyflow | Runs the booking form. |
| Fontshare | Delivers the fonts the site uses. It receives your IP address but does not set cookies. |
You can block or delete cookies at any time in your browser settings.
Your rights
You have the right to ask for a copy of the information we hold about you, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. You can object to marketing at any time and we will stop. To make any of these requests, email taylor@boltdms.co.uk. We will respond within one month.
Complaints
If you are unhappy with how we have handled your information, please email taylor@boltdms.co.uk first. We will acknowledge your complaint within 30 days and tell you the outcome without undue delay. If you are still not satisfied, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes
We will update this page if anything changes and show the date of the latest version at the top.