Privacy Policy
Last Updated May 2026
Who is this privacy notice for
This Privacy Notice applies to applies to information we may collect about you if you interact with Code4 Digital, whether that be enquiring about, contracting our services, subscribing to any of our Applications, supplying services to us, applying for employment roles or receiving our marketing emails and newsletter. It explains what personal information may be collected and how we may use it lawfully.
Who we are
‘Code4 Digital Ltd’ and it’s associated apps (collectively ‘we’, us’ ‘our’) operate under the same company structure and leverage shared resources, knowledge, and strategic vision to deliver exceptional experiences to our clients and customers. We take the privacy and the protection of personal information seriously. We are committed to protecting your data and complying with data protection law to its fullest extent. This Privacy Notice explains how we use and protect your personal information where we are a data controller, to show that we are adhering to the DPA 2018 and UK GDPR, and the Privacy and E-Communications Regulations in respect of marketing compliance.
How to contact us
If you have any questions about how your personal information is used, please contact us by email on support@code4.digital.
We are based in Maidstone (Kent) and our registered address is 15 Old Chatham Rd, Blue Bell Hill, Aylesford ME20 7EZ.
What Personal Information do we collect about you
The following sections explain the types of data we may collect and the legal basis, under current data protection legislation, on which this data is processed.
Types of information
The types of information that we may collect or hold about you are where we act as an independent data controller:
- Where you have contracted our services, we will hold your contact details including your name, email address, and phone number
- For service enquiries, we may simply hold your name, email address, and phone number
- Where you may leave a message on our call management system, we will retain a copy of that recording in our third-party supplier system
- Where you may apply for a role within Code4 Digital, we may hold your name, contact details, relevant qualifications, employment history (as provided on any CV), health information requiring a reasonable adjustment to be made for interview purposes, and any references received in confidence as part of the recruitment process. For more details about our recruitment process please see the relevant section of this notice
- We may also hold your bank details for payment processing processes
- For marketing purposes we may hold your name, contact details including email, and communication preferences
- Your online engagement with us including your IP address, device type, Facebook, Google and Apple IDs, data collected through cookie and tracking technologies – please see our dedicated cookie notice for more details.
How do we obtain your information
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Service enquiries and contracting our services
- Recruitment
- Subscribing to, and using our associated applications
- Receiving relevant and proportionate marketing and promotional content from Code4 Digital
- Analytics of web traffic
- Data safety and security
- Analysis of our marketing effectiveness
- Legal compliance and financial audit purposes
What legal basis do we rely on to use your information
Service enquiry – If you enquire about our services we will collect your name, email address, and telephone number.
This information may be collected either via the website, email or telephone depending on your preferred contact method. As it is necessary for us to collect that data to enable us to respond to your enquiry in the way you would expect we have a legitimate interest in processing that data. You can request for your information to be deleted at any time, however we might not be able to provide you with our services or a reply if your request deletion.
Contracting our services – If you contract one of our services, we will be entering into a contractual relationship with you and this is our legal basis for processing your information.
Marketing and Newsletters – As a consumer, if you sign up to our newsletter and marketing emails, you are giving your consent to receive them. You may unsubscribe at any time.
As a business client we may consider that our services or products may be of interest or relevance to you. In these instances, we may add you to our mailing list where it may be in our (or your) legitimate interest to hear from us. You may unsubscribe at any time.
Subscribing to and using our associated apps – If you subscribe to one of our Apps and accept the Terms and Conditions (Ts and Cs), you are entering into a contractual relationship. This is often referred to as a “click-wrap” agreement, where users must click “I accept” to proceed with the subscription. In the UK, this type of agreement is legally binding as long as the terms are clearly presented, and you have a reasonable opportunity to read them. The Consumer Rights Act 2015 ensures that these terms are fair and transparent.
Recruitment – where you apply for any advertised role with Code4 Digitral, the lawful basis we rely on for processing your personal data are article 6 (1) (b) of the UK GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.
Website traffic and other analytics – we use Google Analytics to monitor website traffic. In accepting cookies, you are giving your Consent for this activity to happen. For more details of the cookies that we utilise, please see our dedicated section on cookies.
Where we monitor the effectiveness of our marketing and communications, we consider that we have a legitimate interest in doing this.
Transactional financial data – We are legally obligated to retain details of transactional financial data for audit purposes.
Who may we share your information with
We, like many businesses, work in partnership with a number of third-party suppliers:
| Partner | Purpose | Location |
|---|---|---|
| Stripe | Payment gateway provider |
We use Stripe to process payments if you make a payment for purchasing a data protection compliance module or full programme, or if you book an event through Eventbrite. To enable this to proceed, a Stripe cookie is deployed to ensure transactions are secure.
|
| GoCardless | Payment processing | GoCardless provide seamless payment processing services to us. They are ISO27001 accredited and have data centres in London, Frankfurt and the USA. Their privacy notice is available here. |
| Xero | Accounting software | Xero are our accounting software providers. Xero are based in New Zealand but have dedicated servers and offices in the EU for EU and UK-based users. Their privacy notice is available here. |
| Microsoft | O365 / Outlook | Like a lot of businesses, we use Microsoft Office 365 to process our day-to-day administrative actions. Microsoft operate globally and default data storage to the closest geographic region to where a business is located. Their privacy notice is available here. |
| Freshworks | CRM provider | Data is both stored and backed up solely within the EEA by AWS based in Frankfurt. Freshworks Inc have SCCs, including a DPA Addendum, in place for the restricted transfer of data to the EEA. Their privacy notice is available here |
| Calendly | Appointment booking system where you select a date / time suitable to your needs |
Calendly provide a seamless service allowing you to book session appointments in Probeck’s calendar. Calendly are a US-based organisation.
|
| Fasthosts | Web hosting | Fasthosts are a UK-based company providing web hosting services to us. They operate data centres with advanced security measures to ensure the protection and availability of customer data. Their data centres are Tier IV certified, providing high levels of uptime and reliability. Their privacy notice is available here. |
| IONOS | SSL certification | IONOS is known for its robust infrastructure and user-friendly tools, catering to both individuals and businesses. IONOS processes data in several locations across the globe. Their data centres are strategically placed to ensure high performance and reliability. These data centres are ISO 27001 certified, ensuring they meet high safety and security standards. Their privacy notice is available here. |
| Southern Communications Group | Messaging services / call recording | Southern Communications Group processes call recordings within their secure data centres located in the UK. These recordings are handled with strict adherence to data protection regulations, ensuring confidentiality and integrity. Their privacy notice is available here. |
Outside of our contracted suppliers we will only share your information where we may be legally required to do so.
Recruitment
We are committed to protecting the privacy and security of your personal data. During our recruitment process, we collect and process personal information in accordance with UK data protection law. This information is used solely for the purpose of assessing your suitability for employment and managing the recruitment process. We ensure that your data is handled with the utmost care and confidentiality. References will be taken in confidence from any previous employers prior to the confirmation of appointment.
How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
- Within our Microsoft environment, records are deleted seven years after an event or contract is concluded.
- Financial records default to a seven-year retention period within our accounting period.
- Recruitment information is retained for six months after interview completion.
- Call recordings are retained by our supplier for six months.
- Data within our applications is retained in perpetuity.
- Where we send you marketing information we will keep you on our marketing database indefinitely. If you unsubscribe, we will retain your information as a suppressed contact to ensure you receive no further marketing from us.
Security
We ensure that your personal information is kept safe and secure and ensure appropriate technical and organisational security measures are in place to protect the personal data that we do hold. We apply data minimisation to information and have enforced Two Factor Authentication for access to our Microsoft environment.
All Apps are password encrypted.
Where we outsource data processing, we ensure that robust and appropriate contracts are in place and of course, we excel at exacting rigorous due diligence on our suppliers.
Rights you have over your data
You have a number of rights under UK data protection law. These are listed below, along with our contact details, should you wish to make a request.
- Informed: You have the right to be informed about how we handle your personal data. This privacy statement is one of the ways we do this.
- Access: You have the right to ask for a copy of the personal data we hold about you and the purposes for which we are using it. ‘Personal data’ is any information which can directly, or indirectly, identify you.
- Rectification: You have the right to ask us to change any details that we hold which are incorrect, inaccurate or need updating.
- Erasure (known as the ‘right to be forgotten’): You have the right to ask us to delete your personal details under certain circumstances. We will assess any deletion request on a case-by-case basis. If you subscribe to our email list, we can quickly fulfil your request, but in other circumstances there may be reasons why we need to keep information about you.
- Object: You have the absolute right to object to receiving direct marketing from us. You also have the right to raise an objection about how we are handling your personal information.
- Restriction: You have the right to ask us to restrict or suppress your personal information. This would mean we’d store it but not use it.
- Portability: You have the right to obtain and reuse your personal data for your own purposes across different services. Due to the nature of our organisation, we do not believe this right is likely to apply.
You also have the right to make a complaint if you believe we have not handled your information appropriately. We would prefer that you contact us in the first instance so we can discuss your concerns and put things right, but you also have the right to escalate your concerns at any time to the UK Regulator (The Information Commissioner’s Office) by contacting them here
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us by emailing support@code4.digital.
Marketing
E-mail campaigns and promotions
We do not spam you with marketing although we do send marketing emails from time to time – you are in control of how we communicate with you – you can opt in or out or change your preferences at any time through the ‘unsubscribe’ link at the bottom of any marketing email received. You may unsubscribe at any time by simply hitting the unsubscribe link in the email.
Cookies
We do use cookies on our website and Apps developed by us. For a full breakdown of the cookies we use, and how you can control what cookies are dropped to your devices, please see our cookie consent and control platform.
We also employ the Facebook tracking pixel and Conversion API (known as the C-API) to monitor the effectiveness of our social media marketing.
Our promise to you
- We will keep your information secure and confidential.
- We will not share your data with a third party save for our contracted suppliers.
- We know how to manage your information appropriately and in line with legal and regulatory requirements.
