Privacy Policy

1. Introduction

Social Space Solutions ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

By using our website, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out our contact form (name, email address, message)
• Request a quote or product information
• Contact us via email or telephone
• Interact with our website

Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and usage patterns through Google Analytics, including:

• IP address (anonymised)
• Browser type and version
• Pages visited and time spent on pages
• Referring website addresses
• Device type and operating system

3. How We Use Your Information

We use the information we collect to:

• Respond to your enquiries and provide customer support
• Send you quotes and product information you have requested
• Improve our website and services
• Analyse website usage to enhance user experience
• Comply with legal obligations

4. Legal Basis for Processing (UK GDPR)

We process your personal data on the following legal bases:

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose
• Contract: Where processing is necessary for the performance of a contract with you
• Legitimate Interests: Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights
• Legal Obligation: Where processing is necessary to comply with a legal obligation

5. Business Visitor Identification

We use a third-party service (IPinfo) to identify the company or organisation that owns the IP address used to visit our website. This is a B2B sales-and-marketing function; it is not used to identify individuals.

What we capture:

• Company name (derived from the IP's registered ASN owner)
• Town / city, region, country, and (where available) postcode of the IP
• Pages viewed during the visit and the visit duration
• The site that referred you to us (e.g. Google, LinkedIn)

What we do NOT capture or store:

• Your name, job title or contact details (none are inferred from the IP)
• The raw IP address as a long-term record — raw IPs are deleted automatically after 30 days; only a one-way hash is retained for de-duplication
• Behaviour on other websites

Legal basis: our legitimate interest in understanding which businesses are interested in our products so we can prioritise our sales outreach. We have carried out a Legitimate Interests Assessment which concluded the impact on the individual is minimal because no personal data is identified.

Retention: identified-company records are retained for up to 12 months from the last visit, then automatically deleted.

Your control: you can opt out at any time by selecting "Reject all" or unticking "Analytics & lead identification" on our cookie consent banner. Once you opt out, no further IP-based company lookup is performed for your visits.

6. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

• Service Providers: Third-party companies that perform services on our behalf (e.g., website hosting, analytics)
• Legal Requirements: If required by law or to protect our rights and safety
• Business Transfers: In connection with any merger, sale of company assets, or acquisition

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Contact form submissions are typically retained for up to 3 years unless you request earlier deletion.

8. Your Rights

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

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restriction: Request restriction of processing in certain circumstances
• Right to Data Portability: Request transfer of your data to another organisation
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at hello@socialspacesolutions.com.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to read the privacy policy of every website you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

11. Contact Us

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