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Grapevine Marketing – Privacy & Cookies Policy

Last Updated: October 2026

1. Introduction & Who We Are

Grapevine Marketing (“we”, “us”, “our”) is committed to protecting and respecting the privacy of our website visitors, clients, and prospects. For the purposes of the UK GDPR and the Data Protection Act 2018 (as amended by the Data (Use and Access) Act 2025), Grapevine Marketing acts as the Data Controller for personal data collected directly through https://grapevinemarketing.co and associated onboarding channels.

Our business is managed by Ann Vasey, and you can contact our data compliance team at admin@grapevinemarketing.co or via phone at +44 7779 253759.

2. Information We Collect About You

We collect and process personal data through two distinct methods:

  • Directly Provided Data: Information you explicitly give us by filling out contact forms, lead generation funnels, booking an online appointment, or subscribing to our resources. This includes your name, email address, telephone number, business name, and job title.
  • Automated & Device Data: As you interact with our website, we automatically collect technical data regarding your browsing patterns, IP address, and device type through tracking pixels and cookies.

3. How We Use Your Data & Our Lawful Bases

We only process your data when we have a valid lawful basis under UK data protection law:

  • Performance of a Contract: To administer client databases, onboard your business, and deliver our digital marketing, funnel building, and web development services.
  • Consent: Where you explicitly opt-in to receive marketing materials or text alerts from us. You can withdraw consent at any time.
  • Legitimate Interests: To run anonymous website analytics, optimize our ad campaigns, or deliver relevant business-to-business (B2B) retargeting ads based on your previous interaction with our services.

4. Advanced Web Technologies, Cookies, & AI Processing

As a digital marketing agency, we deploy advanced software to monitor performance and optimize user experience:

  • Cookies & Tracking Pixels: We use session cookies to assist website navigation. We also deploy Meta Pixels, TikTok Pixels, and Google Analytics tracking software to monitor user engagement. These platforms process data to serve targeted advertising based on your interests. You can block cookies via your browser’s security settings.
  • AI Agent Conversational Processing: If you interact with our automated systems (including AI voice agents, web chat bots, or automated scheduling tools), your voice or text input is temporarily transcribed and processed using secure third-party Large Language Models (LLMs) to answer queries. No voice or personal data processed in this manner is ever used to train public AI models.

5. Secure Payment Processing

We prioritize financial security. All payment data and credit/debit card information are processed exclusively through encrypted, password-protected, PCI-DSS compliant third-party payment gateways (e.g., Stripe, PayPal, or official platform billing managers). Grapevine Marketing never writes down, stores, or maintains unencrypted records of your full payment credentials. Card numbers are strictly restricted to the visibility of the last four digits for identification purposes. Outstanding accounts are handled strictly via agreed corporate invoicing and pre-authorised subscription frameworks.

6. Data Retention: How Long We Keep Your Information

We will not retain your personal data longer than necessary for the purposes it was collected.

  • Active Clients: We retain your account, campaign, and communication data for the entire duration of our active business relationship.
  • Marketing Leads: If you request information but do not become a client, we store your contact data for a maximum of 24 months from your last active engagement, after which it is securely deleted or anonymized, unless you choose to unsubscribe sooner.
  • Legal Requirements: Certain structural data (such as financial invoices and contract agreements) must be legally held for 6 years to comply with UK tax regulations.

7. Your Statutory Rights Under UK Law

You hold full statutory rights over your personal data under the UK GDPR:

  • The Right of Access: You can request a readable copy of the personal data we hold on you at any time.
  • The Right to Erasure (“Right to be Forgotten”): You can request that we delete or remove your personal data from our active databases.
  • The Right to Rectification: You can request that we immediately correct any inaccurate or incomplete details.
  • The Right to Object/Unsubscribe: You can instantly stop receiving marketing emails from us by clicking the “unsubscribe” link at the footer of any communication.

To exercise any of these rights, please email our team at admin@grapevinemarketing.co. For security, we may request proof of your identity before disclosing records.

8. Statutory Complaints Handling Procedure (DUAA 2025)

In strict compliance with the Data (Use and Access) Act 2025, Grapevine Marketing maintains a formal internal complaints process for all privacy and data disputes.

If you believe your data has been handled incorrectly, you have the right to lodge a formal complaint by emailing admin@grapevinemarketing.co.

  • We will formally acknowledge receipt of your complaint within 30 days.
  • We will investigate and provide a full substantive response without undue delay.

If you remain unsatisfied with our internal resolution, you maintain a statutory right to lodge an escalation directly with the UK supervisory authority, the Information Commissioner’s Office (ICO).

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