Privacy Policy

Last updated: 1 May 2026

1. Who We Are

Pay Once Sites provides website design and related digital services for tradespeople, local service businesses and small businesses in the United Kingdom.

For the purpose of UK data protection law, including the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, Pay Once Sites is the data controller of the personal data we collect and process through this website and our services.

2. Personal Data We Collect

We may collect and process the following personal data when you use our website or contact us:

Information you provide through our enquiry form, including:

• name
• email address
• phone number
• business name
• business type or trade
• business location
• current website, if provided
• any message or project information you submit
• your consent to be contacted by phone, email or WhatsApp where applicable

Information collected automatically when you use our website may include:

• IP address
• browser type and version
• device type
• pages visited
• date and time of visit
• referral source
• general usage data

We may also collect information from direct communications with you, including emails, phone calls, WhatsApp messages or other correspondence related to your enquiry or project.

3. How We Use Your Personal Data

We use your personal data to:

• respond to your enquiry
• contact you about your website project
• provide quotes, proposals or project information
• build, manage and deliver website services
• communicate with you by email, phone or WhatsApp where appropriate
• manage customer relationships and project records
• improve our website, services and customer experience
• keep our website secure and prevent spam or misuse
• comply with legal, accounting and regulatory obligations

We do not sell your personal data. We do not use your personal data for unrelated third-party marketing.

4. Legal Bases for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following lawful bases:

Consent — where you submit an enquiry form and agree to be contacted, including by phone, email or WhatsApp where appropriate.

Legitimate interests — where it is necessary for us to respond to business enquiries, manage customer relationships, improve our services, prevent fraud or protect our business.

Contract — where processing is necessary to take steps before entering into a contract with you, or to provide services after you become a customer.

Legal obligation — where we need to keep records or process data to comply with legal, tax, accounting or regulatory requirements.

5. How We Contact You

If you submit an enquiry, we may contact you using the details you provide. This may include email, phone or WhatsApp.

We will only contact you in relation to your enquiry, your website project, our services, or related administrative matters.

You can ask us to stop contacting you at any time by emailing hello@payoncesites.com.

6. Form Submissions and Third-Party Services

We use third-party service providers to help operate our website and process enquiries.

Our website uses StaticForms to process contact form submissions. When you submit a form, the information you provide may be processed through StaticForms so that your enquiry can be delivered to us.

We may also use service providers for website hosting, security, analytics, email, domain management and communication. These providers only process your data where necessary to provide their services to us and are expected to handle your data securely and in accordance with applicable data protection laws.

7. Cookies and Analytics

Our website may use cookies or similar technologies to help the website function properly, improve performance, understand how visitors use the site and protect against spam or misuse.

Cookies are small files stored on your device. Some cookies are necessary for the website to work. Others may help us understand website usage or improve the service.

Where required by law, we will ask for your consent before setting non-essential cookies.

For more information, please see our Cookie Policy.

8. How Long We Keep Your Data

We only keep your personal data for as long as necessary for the purpose it was collected.

• Enquiry data is usually kept for up to 12 months if your enquiry does not become a project.
• Customer and project data may be kept for up to 6 years where necessary for tax, accounting, legal or business record purposes.
• Communication records may be kept for as long as needed to manage our relationship with you, resolve disputes, or provide evidence of work agreed or completed.

When we no longer need your personal data, we will delete it or anonymise it where appropriate.

9. How We Protect Your Data

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures may include secure website hosting, access controls, encrypted connections, spam protection and limiting access to personal data to those who need it.

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

10. Sharing Your Personal Data

We may share your personal data with trusted third parties where necessary to provide our services or operate our business, including:

• website hosting providers
• form processing providers
• email and communication providers
• domain and DNS providers
• IT and security providers
• professional advisers such as accountants or legal advisers
• regulators or authorities where required by law

We do not sell your personal data.

11. International Transfers

Some of our service providers may process personal data outside the United Kingdom. Where personal data is transferred outside the UK, we will take reasonable steps to ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, or other legally recognised transfer mechanisms.

12. Your Data Protection Rights

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

• the right to access the personal data we hold about you
• the right to request correction of inaccurate or incomplete data
• the right to request deletion of your personal data
• the right to object to certain types of processing
• the right to restrict how we process your personal data
• the right to withdraw consent where processing is based on consent
• the right to data portability in certain circumstances
• the right to lodge a complaint with the Information Commissioner's Office

To exercise your rights, email us at hello@payoncesites.com. We may need to verify your identity before responding to your request.

13. Complaints

If you are unhappy with how we handle your personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator.

ICO website: https://ico.org.uk

14. Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, content or security of those websites. You should read the privacy policy of any third-party website you visit.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with an updated "Last updated" date. You should check this page occasionally to stay informed about how we handle your personal data.

16. Contact Us