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Privacy Policy

Privacy Policy

CODER AGENCY LTD
Last updated: 6 October 2026

1. Who we are

CODER AGENCY LTD (“we”, “us”, “our”) runs CODER Motion and this website, https://codermotion.co.uk.

Registered office: 13 The Close, Norwich, England, NR1 4DS
Company number: 16465441

We are the data controller for your personal data under UK data protection law. For anything about your data, email hello@coderagency.co.uk.

2. What personal data we collect

a) Booking form

When you book a campaign, we collect:

  • Name
  • Business name
  • Email address
  • Telephone number
  • Campaign details: start date, campaign length, whether you want our team to make your video, and any promo code you use

b) Contact form

When you send us an enquiry, we collect:

  • Name
  • Business name
  • Email address
  • Telephone number
  • Your message, and any preferred start date, campaign length or request for help with your video

Bookings and enquiries are stored securely in our website’s admin area and emailed to our team. They may also be added to our CRM system (see section 2e).

c) Payments

When you pay for a booking, we also collect your billing details and a record of the transaction. Payments are taken through WooPayments, provided by WooCommerce and powered by Stripe. Your card details are entered directly into their secure payment form and never reach or are stored on our servers.

Orders and invoices are kept in WooCommerce on our website for accounting and tax purposes. Stripe acts as an independent data controller for payment processing.

d) Your advert

If you send us a video, images, logos or other content for your advert, we keep it to make, check and show your advert. If that content includes people, it is your responsibility to have their permission.

e) CRM

We may store booking, enquiry and customer details in HubSpot, which we use to manage our business communications and client relationships. HubSpot acts as a data processor on our behalf.

f) Information collected automatically

When you visit our website, we may collect:

  • IP address
  • Browser type
  • Device information
  • Pages visited
  • How you arrived at our website
  • How you use the website during your visit

This is collected through Google Analytics 4, WooCommerce order attribution (Sourcebuster JS), and essential WordPress and WooCommerce cookies. See section 5.

3. How we use your data

We use personal data to:

  • Take and manage your bookings
  • Make, check and show your advert
  • Take payments and issue invoices
  • Reply to enquiries
  • Send booking confirmations, reminders and updates about your campaign
  • Manage our relationship with you
  • Understand how our website is used and improve it
  • Meet our legal obligations

We do not sell personal data.

4. Our lawful basis for using your data

Under UK GDPR, we rely on:

  • Contract: to take your booking and payment, and deliver your campaign.
  • Legitimate interests: to reply to business enquiries, manage client relationships and run our website.
  • Consent: for analytics and marketing cookies.
  • Legal obligation: to keep accounting and tax records.

5. Cookies and tracking

Our website uses cookies and similar technologies:

  • WordPress and WooCommerce: essential cookies that make the website, booking and payment work.
  • WooPayments and Stripe: for secure payments and fraud prevention.
  • Google Analytics 4: to understand how visitors use our website.
  • WooCommerce order attribution (Sourcebuster JS): to see which marketing led to a booking.
  • HubSpot: for CRM and communication tracking.
  • Complianz: to manage your cookie consent.

Our fonts are hosted on our own server, so no font requests are sent to third parties.

Non-essential cookies (statistics and marketing) only run after you consent through our cookie banner, in line with PECR. You can change or withdraw your consent at any time through the cookie settings on our website. Our cookie policy lists every cookie we use.

6. International data transfers

Some of our service providers, including Google, Stripe, WooCommerce and HubSpot, may process data outside the United Kingdom, including in the United States. Where this happens, appropriate safeguards are in place, such as:

  • UK International Data Transfer Agreements (IDTA)
  • The UK Addendum to the EU Standard Contractual Clauses
  • UK adequacy regulations, including the UK-US data bridge, where applicable

7. How long we keep your data

  • Enquiries: up to 24 months.
  • Bookings, orders and invoices: at least 6 years, for UK tax and accounting.
  • Unpaid booking attempts: the cancelled order is kept for up to 24 months.
  • Advert content: for as long as your campaign runs and up to 24 months after it ends, so we can show your advert again if you rebook.
  • CRM records: while our business relationship is active, and up to 24 months after it ends.
  • Analytics data: in line with our Google Analytics retention settings.

We review the data we hold regularly and delete it when it is no longer needed.

8. How we keep your data secure

  • SSL encryption across the whole website
  • Secure hosting with IONOS
  • Role-based access to our website admin and CRM
  • Secure payment processing through WooPayments and Stripe

9. Your rights

Under UK data protection law, you have the right to:

  • Access your personal data
  • Have it corrected
  • Have it deleted
  • Restrict how we use it
  • Object to how we use it
  • Withdraw your consent, where we rely on it
  • Receive your data in a portable format

To use any of these rights, email hello@coderagency.co.uk. We reply within one month.

You also have the right to complain to the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
https://ico.org.uk
Helpline: 0303 123 1113

10. Third-party services

We use trusted providers to run our website and services:

  • WooCommerce and WooPayments (online booking and payments)
  • Stripe (payment processing)
  • Google (Analytics)
  • HubSpot (CRM)
  • Complianz (cookie consent)
  • IONOS (website hosting)

These providers handle data under their own privacy policies and the contracts we have with them.

11. Changes to this policy

We may update this privacy policy from time to time. The latest version is always on this page.