Effective Date: 19 February 2025
Last Updated: 19 February 2025

1. Introduction

Welcome to Yellowball Ltd (“Yellowball”, “we”, “our”, or “us”). We are committed to protecting your privacy and ensuring the security of your personal data. This policy explains how we collect, use, store, and protect your data when you use our website (weareyellowball.com) and our services.

We comply with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

By using our website or providing us with your information, you agree to the practices described in this policy.

2. Who We Are

Yellowball Ltd
Registered Office: Borough Yards, 13 Dirty Ln, London SE1 9PA
Company Number: 07651864
Data Controller: Owen Hunnam, CEO

For any privacy-related queries, contact us at: hello@weareyellowball.com

3. What Data We Collect

We may collect and process the following types of personal data:

A. Data You Provide

• Contact Information – Name, email address, phone number, company name.
• Account & Payment Data – Invoice and payment records for financial transactions (processed via Xero).
• Communications – Emails, messages, and call recordings.

B. Data We Collect Automatically

• Website Usage Data – IP address, browser type, pages visited, session duration.
• Tracking & Analytics – Collected via Google Analytics, GA4, Microsoft Clarity, WhatConverts, Tag Manager, Meta Pixel, LinkedIn Insights, TikTok Ads, Microsoft Bing Ads.
• Cookies & Tracking Technologies – Used for functionality, analytics, and advertising. (See Section 7: Cookies & Tracking).

C. Data from Third Parties

• CRM & Marketing Data – Collected via HubSpot, Slack, MS 365, Fireflies AI (for call transcriptions), and Google Drive.
• Contracts & Agreements – Processed via DocuSign.

4. How We Use Your Data

We use your data for the following purposes:

• To provide our services – Managing client projects, processing transactions, and delivering projects.
• To communicate with you – Responding to inquiries, support requests, and marketing updates.
• To improve website performance – Analysing usage data to optimise user experience.
• To manage advertising and marketing – Running PPC, retargeting, and tracking campaign effectiveness.
• To ensure compliance and security – Preventing fraud, managing legal obligations, and safeguarding data.

We rely on the following lawful bases for processing personal data:

• Contractual necessity – When data processing is required to fulfil a contract.
• Legitimate interests – Such as improving services, preventing fraud, and maintaining security.
• Consent – For email marketing, cookies, and analytics (users can opt out anytime).

5. How We Share Your Data

We may share your data with:

• Legal Authorities – If required by law, regulation, or legal process.
• Service Providers – Hosting services (Digital Ocean), analytics providers (Google Analytics, WhatConverts, Microsoft Clarity), and customer management tools (HubSpot, MS 365, Slack).
• Business Transfers – If we sell or merge our business, your data may be transferred to the new entity.

We do not sell personal data to third parties.

6. International Data Transfers

Some of our service providers operate outside the UK, including in the EEA and the US. Where data is transferred internationally, we ensure adequate protection, including:

• Standard Contractual Clauses (SCCs) where required.
• UK GDPR-compliant measures for data protection.

7. Cookies & Tracking Technologies

Our website uses cookies and tracking technologies to enhance user experience and provide analytics.

A. Types of Cookies We Use

• Essential Cookies – Necessary for website functionality.
• Analytics Cookies – Used by Google Analytics, GA4, Microsoft Clarity to track usage.
• Marketing Cookies – Used for retargeting via Meta Pixel, LinkedIn Ads, TikTok Ads, Google Ads, Microsoft Bing Ads.

You can manage your cookie preferences using our Cookie Consent Manager or disable cookies in your browser settings.

8. Data Retention

We retain personal data only as long as necessary for the purposes set out in this policy. Retention periods include:

• Client and contract data – Stored for up to 7 years for legal and financial record-keeping.
• Marketing data – Retained until you opt out.
• Website analytics – Data is anonymised and stored for up to 24 months.
• Call recordings & transcripts – Stored on WhatConverts for up to 12 months.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right to Access – Request a copy of your data.
• Right to Rectification – Correct inaccurate or incomplete data.
• Right to Erasure (“Right to be Forgotten”) – Request deletion of your data.
• Right to Restrict Processing – Limit how we use your data.
• Right to Data Portability – Request transfer of your data to another service provider.
• Right to Object – Opt out of marketing communications.
• Right to Withdraw Consent – Withdraw consent for processing at any time.

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

10. Security Measures

We implement strict security controls to protect your data, including:

• Data encryption for sensitive information.
• Access controls to limit data exposure.
• Regular security audits to prevent unauthorised access.

11. Third-Party Links & External Websites

Our website may contain links to external websites. We are not responsible for their privacy practices and encourage users to review their privacy policies separately.

12. Changes to This Privacy Policy

We may update this policy periodically. Changes will be posted on this page with a revised “Last Updated” date.

13. Contact Us

For any privacy concerns or data requests, contact:

Email: hello@weareyellowball.com
Address: Borough Yards, 13 Dirty Ln, London SE1 9PA