Privacy Policy

1. Data controller

Leads Machine is the data controller responsible for your personal data within the meaning of the UK GDPR and the Data Protection Act 2018. We are registered with the Information Commissioner's Office (ICO).

If you have any questions about how we handle your data, you can contact our Data Protection Officer at privacy@leadsmachine.co.uk or by post at the address in section 8.

2. Personal data we collect

We may collect, use, store, and transfer the following categories of personal data:

• Identity data - your name, job title, and company.
• Contact data - your work email address and phone number (where provided).
• Technical data - IP address, browser type and version, time zone setting, and usage data collected via cookies and similar technologies.
• Marketing data - your preferences in receiving marketing from us and your responses to our communications.

We do not collect special category data (such as health, religion, or ethnicity) unless you voluntarily provide it, in which case we will process it only with your explicit consent.

3. How we use your data

We process your personal data under the following lawful bases:

• Consent (UK GDPR Article 6(1)(a)) - where you have agreed to receive marketing communications or submitted an enquiry.
• Contract (Article 6(1)(b)) - to deliver the services you have engaged us to provide.
• Legal obligation (Article 6(1)(c)) - to meet our accounting, tax, and regulatory obligations under UK law.
• Legitimate interests (Article 6(1)(f)) - to operate our business, maintain security, and improve our services, provided this does not override your rights.

4. Cookies

Our website uses cookies to distinguish you from other users, to remember your preferences, and to help us understand how the site is used. We use:

• Strictly necessary cookies - required for the site to function; these cannot be disabled.
• Analytics cookies - help us understand visitor behaviour so we can improve the site.

You can control or delete cookies through your browser settings. Disabling non-essential cookies may affect how the site functions.

5. Data sharing

We may share your data with trusted third-party service providers who act as processors on our behalf, including CRM platforms (such as HubSpot and Salesforce), cloud infrastructure providers, and email delivery services. All processors are bound by written agreements that require UK GDPR-compliant security and confidentiality.

We do not sell your personal data. We will only disclose it where required to do so by law, or to protect our rights, property, or safety.

6. Data retention

We retain your personal data only for as long as is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Marketing data is retained until you withdraw consent or request deletion; client records are retained for the duration of the engagement plus seven years to meet tax and accounting obligations.

7. Your rights

Under the UK GDPR, you have the following rights:

• The right to be informed about how we use your data.
• The right of access to your personal data.
• The right to rectification of inaccurate or incomplete data.
• The right to erasure ("the right to be forgotten").
• The right to restrict or object to processing.
• The right to data portability.
• The right to withdraw consent at any time.

To exercise any of these rights, contact us at privacy@leadsmachine.co.uk. If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO).

8. Contact us

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