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Privacy Policy

Last updated: 21 May 2026

Who runs this site

Sheen Digital Media is operated by James Sheen, a sole trader based in the United Kingdom, trading as Sheen Digital Media. James is the data controller for any personal data this site processes. For privacy questions, write to privacy@sheendigitalmedia.com.

What data we hold

  • Business contact details: name, role, work email, employer name.
  • Anything you choose to send via the contact form or in email.
  • Technical data your browser sends when you visit (IP address, browser version, pages viewed). This is held by our hosting and analytics providers, not by us directly.

Where we get it

  • Companies House public register (company filings, registered office, named officers).
  • Your company website (publicly published contact details and role pages).
  • LinkedIn public profile (role, employer, contact route if listed publicly).
  • Directly from you, if you fill in the contact form, reply to an email, or book a call.

Why we hold it (lawful basis)

For business contacts at UK limited companies and LLPs, the lawful basis is legitimate interest under UK GDPR. We apply the three-part test required by the ICO:

  1. Purpose: offering a web design and build service that is directly relevant to your business.
  2. Necessity: a short, personalised email is the proportionate way to introduce a B2B service to a named decision-maker.
  3. Balance: the contact is a business person in their professional capacity, the offer is relevant to that capacity, and opting out is one click away.

We do not send marketing email to sole traders or unincorporated partnerships under legitimate interest. Those contacts only receive email if they have asked for it.

How long we keep it

  • Outreach records (email address, company, role, send and reply history): 24 months from last contact, or until you opt out, whichever comes first.
  • Contact form submissions: 24 months, then deleted.
  • Signed-client records: kept for the duration of the engagement plus 7 years for HMRC.
  • Server logs held by our hosting providers: typically 30 days, per their own retention policies.

Cookies and analytics

This site uses one preference cookie ( sdm-theme) to remember whether you chose light or dark mode. It is stored in your browser only.

Analytics cookies are off by default. Until you press “Accept” on the cookie banner, no analytics or advertising data is collected. If you accept, we use Google Analytics to count visits, pages viewed, and rough geographic region. No advertising personalisation is enabled.

You can change your choice at any time by clearing your browser’s storage for this site.

Email tracking in outreach

Cold outreach emails sent from Sheen Digital Media may include an open-tracking pixel and a link-click counter, used to gauge whether the email landed and whether the recipient found it relevant. These are removed permanently the moment you opt out.

Every outreach email contains an unsubscribe link and a plain “reply STOP” instruction. Either ends contact immediately and adds you to a suppression list so we cannot re-contact you by mistake.

Your rights

Under UK GDPR you can ask us to:

  • Tell you what data we hold about you (right of access).
  • Correct anything that is wrong (right of rectification).
  • Delete it (right of erasure).
  • Stop processing it (right to object, including for direct marketing).
  • Send a copy to another organisation (right of portability, where it applies).

Email privacy@sheendigitalmedia.com and we will respond inside 30 days. There is no charge for routine requests.

If something goes wrong

If you think we have handled your data badly, please email us first so we can put it right. You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
ico.org.uk/make-a-complaint

Changes to this policy

We update this policy when the way we handle data changes. The “last updated” date at the top of the page tracks the most recent revision. Material changes are announced on the homepage for 30 days.