Privacy Policy

Last Updated: 1 November 2025

1. Introduction

This Privacy Policy applies to Digital Towns and Digital Towns Labs (collectively "we", "us", or "our"). We are committed to protecting your personal data and respecting your privacy rights in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we collect, use, store, and protect your personal information when you visit our websites or use our services.

2. Information About Us

• Company Name: Digital Towns Ltd
• Websites: www.digitaltowns.ai
• Contact Email: [email protected]

For any questions about this Privacy Policy or our data practices, please contact us using the details above.

3. Information We Collect

We may collect and process the following types of personal data:

3.1 Information You Provide

• Name and contact details (email address, phone number, postal address)
• Account credentials (username and password)
• Payment and billing information
• Communications you send to us
• Information you provide when using our services
• Feedback, survey responses, and testimonials

3.2 Information We Collect Automatically

• Technical information (IP address, browser type, device information)
• Usage data (pages visited, time spent, click patterns)
• Cookies and similar tracking technologies (see our Cookie Policy)
• Location data (if you consent to this)

3.3 Information from Third Parties

• Analytics providers
• Social media platforms (if you interact with us via social media)
• Business partners and service providers

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 Lawful Bases

We process your personal data under the following lawful bases:

• Contract performance: To provide services you've requested
• Legitimate interests: To improve our services and communicate with you
• Legal obligation: To comply with laws and regulations
• Consent: Where you've given specific consent (which you can withdraw at any time)

4.2 Specific Uses

• Providing and managing your access to our services
• Processing transactions and sending related information
• Responding to your enquiries and providing customer support
• Sending marketing communications (with your consent)
• Improving our websites and services
• Conducting analytics and research
• Detecting and preventing fraud and security threats
• Complying with legal obligations

5. Marketing Communications

With your consent, we may send you marketing emails about our services, news, and updates. You can opt out at any time by:

• Clicking the unsubscribe link in any marketing email
• Contacting us directly
• Updating your account preferences

We will not share your information with third parties for their marketing purposes without your explicit consent.

6. How We Share Your Information

We may share your personal data with:

6.1 Service Providers

Third-party companies that help us operate our business, such as:

• Hosting and IT infrastructure providers
• Payment processors
• Email service providers
• Analytics providers
• Customer support tools

6.2 Legal Requirements

We may disclose your information if required by law or to:

• Comply with legal processes
• Enforce our terms and conditions
• Protect our rights, property, or safety
• Prevent fraud or security threats

6.3 Business Transfers

If we undergo a merger, acquisition, or sale of assets, your data may be transferred to the new entity.

We do not sell your personal data to third parties.

7. International Data Transfers

Your data is primarily stored and processed within the UK and European Economic Area (EEA). If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the UK Information Commissioner's Office
• Adequacy decisions confirming the destination country has adequate data protection
• Other legally approved transfer mechanisms

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law.

Typical retention periods:

• Account information: Duration of account plus 6 years
• Transaction records: 6 years (for tax and accounting purposes)
• Marketing preferences: Until you withdraw consent or 3 years of inactivity
• Website analytics: 26 months

9. Your Rights

Under UK data protection law, you have the following rights:

9.1 Right of Access

Request a copy of the personal data we hold about you (Subject Access Request).

9.2 Right to Rectification

Request correction of inaccurate or incomplete data.

9.3 Right to Erasure

Request deletion of your personal data in certain circumstances.

9.4 Right to Restriction

Request that we limit how we use your data.

9.5 Right to Data Portability

Request a copy of your data in a structured, machine-readable format.

9.6 Right to Object

Object to processing based on legitimate interests or for direct marketing.

9.7 Rights Related to Automated Decision-Making

Right not to be subject to decisions based solely on automated processing.

9.8 Right to Withdraw Consent

Where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us using the details in Section 2. We will respond within one month of receiving your request.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication
• Staff training on data protection
• Incident response procedures

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

11. Cookies and Tracking Technologies

Our websites use cookies and similar technologies. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

12. Third-Party Links

Our websites may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any personal information.

13. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the new policy on our websites
• Updating the "Last Updated" date
• Sending you an email notification (for material changes)

We encourage you to review this policy periodically.

15. Complaints

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

16. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: [email protected]

© 2025 Digital Towns. All rights reserved.