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Privacy Notice

Pho Marketing Collective | Last updated: 30 May 2025

This notice explains how Pho Marketing Collective (“we”, “us”, “our”) collects, uses, and protects your personal data when you visit phomarketingcollective.com, purchase a service or product, or contact us directly. We are committed to handling your information responsibly and in line with UK GDPR and the Data Protection Act 2018.

1. Who we are

Pho Marketing Collective is operated by Phoebe Baker, based in Worthing, West Sussex, United Kingdom. For the purposes of UK GDPR, Phoebe Baker is the data controller responsible for your personal data.

If you have any questions about how we use your data, please contact us at: hello@phomarketingcollective.com

2. What data we collect

Information you give us directly

• Your name and email address when you contact us or enquire about services

• Business information you share in intake forms before a session or audit

• Payment details when purchasing a product or service (processed securely via Squarespace Payments or Stripe, we do not store card details)

• Any information you include in messages, emails, or form submissions

Information collected automatically

• Technical data such as your IP address, browser type, and pages visited (collected via Squarespace analytics)

• Cookie data, see our separate Cookie Notice for full details

3. How we use your data

We use your personal data for the following purposes:

• To respond to your enquiries and deliver the services you have purchased

• To send you session preparation materials, written summaries, or follow-up documentation

• To process payments and manage our client records

• To send our newsletter or marketing emails, where you have opted in

• To improve our website and understand how visitors use it

• To comply with legal obligations

4. Legal basis for processing

Under UK GDPR, we rely on the following legal bases:

• Contract — where processing is necessary to deliver a service you have purchased or enquired about

• Legitimate interests — for example, keeping basic client records and improving our services

• Consent — for email marketing, where you have explicitly opted in

• Legal obligation — where we are required to retain data for tax or legal purposes

5. How long we keep your data

We only retain your data for as long as necessary:

• Client records and communications are kept for up to 6 years for legal and accounting purposes

• Enquiries that do not convert to a project are deleted within 12 months

• Newsletter subscribers are retained until you unsubscribe

6. Who we share your data with

We do not sell your personal data. We may share limited information with trusted third-party services to operate our business:

• Squarespace — website hosting, analytics, and payment processing

• Flodesk — email marketing platform (for newsletter subscribers only)

• Tally — form submissions for the Customer Journey Mapping Kit

• Google Workspace — for internal communications and file storage

All third parties are required to handle your data securely and in compliance with applicable data protection law.

7. International transfers

Some of the third-party services we use may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, in line with UK GDPR requirements.

8. Your rights

You have the following rights regarding your personal data:

• The right to access — request a copy of the data we hold about you

• The right to rectification — ask us to correct inaccurate or incomplete data

• The right to erasure — ask us to delete your data, subject to legal obligations

• The right to restrict processing — ask us to limit how we use your data

• The right to data portability — receive your data in a structured, machine-readable format

• The right to object — object to processing based on legitimate interests or for direct marketing

• The right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at hello@phomarketingcollective.com. We will respond within one month.

9. Complaints

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the UK’s data protection authority:

Information Commissioner’s Office (ICO)www.ico.org.uk | 0303 123 1113

10. Changes to this notice

We may update this Privacy Notice from time to time. The most current version will always be available on our website. Material changes will be communicated where appropriate.