Privacy Policy

Your privacy, and the way we handle your personal data, matters to us. If there's anything in this policy you're unsure about, or you'd like more information, please get in touch.

Email: [email protected]

Introduction

This notice explains what personal data we collect when you visit our website or otherwise get in touch with us, why we collect it, how we use it, and what rights you have over it.

This policy is written to comply with the UK Data Protection Act 2018 and the UK General Data Protection Regulation ("UK GDPR"), and, where relevant, the EU GDPR.

By using this website, you acknowledge this Privacy Policy. Where we rely on your consent for a particular use of your data (for example, marketing emails or non-essential cookies), we will ask for that consent separately and you can withdraw it at any time.

Who we are

Wordnerds (Nerds With Words Ltd.)

Proto, Baltic Business Quarter, Gateshead, NE8 3DF

Company number: 10567864
VAT number: 284 0397 87
Tel: +44 (0)191 300 9444
Email: [email protected]

1. The information we collect

1a. Information you give us

We collect the personal data you provide to us directly, for example when you:

• Email us
• Request a demo
• Book a meeting
• Comment on a blog post
• Fill in a form to download content or access insights
• Contact us through the form on our website
• Subscribe to our newsletter or opt in to marketing communications

This can include your name, job title, company name, email address, and telephone number.

1b. Information collected automatically

Where you consent, we also collect information about your device and how you use our website, including your IP address, approximate geographical location, browser type, referral source, length of visit, and pages viewed. See our Cookie Policy for full details of the cookies and similar technologies we use, and how to control them.

1c. Our legal basis for processing your data

We only rely on the legal bases that actually apply to what we do. Depending on the situation, this is one of the following:

• Consent — for example, when you opt in to marketing emails or non-essential cookies. You can withdraw this at any time.
• Legitimate interests — for example, responding to an enquiry, running our website securely, or basic analytics to understand how the site is used. We balance this against your right to privacy.
• Contract — where processing your data is necessary to deliver a service you've engaged us for.

We do not rely on "vital interests" or "public task" as a basis for processing, as these don't apply to what we do.

2. Who we share your data with

We don't sell your personal data. We do use a small number of trusted service providers ("processors") to run our business, who process data on our behalf under contract. These currently include:

• HubSpot — our CRM, used to store and manage contact and enquiry data
• Google Workspace — email, calendar and file storage
• Cloud infrastructure providers (AWS, GCP and/or Azure) — secure hosting of our systems
• Cloudflare — bot management and security for our website
• Google Analytics — website analytics (where you consent to analytics cookies)
• Mixpanel — product/website analytics (where you consent to analytics cookies)

See our Cookie Policy for full details of the specific cookies each of these providers sets and how to control them.

These providers are only permitted to use your data to provide services to us, under written agreements that require them to protect it. We don't share your data with any other third party for their own marketing purposes, and we don't sell or rent personal data to anyone.

3. How long we keep your data

We only keep personal data for as long as we need it for the purposes it was collected, or as required by law. Typical retention periods are set out below:

4. How we store and protect your data

We take the security of your data seriously. We host our systems (CRM, Google Workspace and servers) with UK/EEA data residency settings where possible, and have technical and organisational measures in place to protect the data we hold, including access controls and encryption.

5. Your data protection rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Ask us to correct inaccurate data
• Ask us to delete your data ("the right to be forgotten")
• Ask us to restrict how we use your data
• Object to processing based on legitimate interests
• Request a copy of your data in a portable format
• Withdraw consent at any time, where we rely on consent

These rights aren't absolute and can depend on the circumstances, but we'll always respond to your request. There's no charge for exercising your rights, and we aim to respond within one month. To make a request, email [email protected].

6. How to complain

If you have any concerns about how we've used your personal data, please contact us first at [email protected] so we can try to resolve it.

You also have the right to complain to the UK's supervisory authority, the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline: 0303 123 1113
Website: https://www.ico.org.uk

7. Cookies and similar technologies

Cookies are small files stored on your device that help websites function and help us understand how the site is used. We use cookies for essential site functionality and, where you consent, for analytics. Full details, including how to manage or opt out of cookies, are in our separate Cookie Policy.

8. Children's data

Our website and services are aimed at businesses, not children. We don't knowingly collect personal data from anyone under 16. If you believe a child has provided us with personal data, please contact us and we'll delete it.

9. Changes to this policy

We may update this Privacy Policy from time to time, for example if our data practices or the law changes. We'll update the date above when we do, so please check back periodically.