Privacy policy
Last updated: 2 November 2026
This policy explains what personal information Devologies collects, why we use it, who sees it and what your rights are. It covers people who visit devologies.com, send us a brief, become customers, or contact us.
Who is responsible for your information
The controller of your information is Devologies.
- Address: 49 Corporation Road, Newport, NP19 0AY
- Email: support@devologies.com
- Phone: 07492 165322
We have not appointed a data protection officer.
When we host a website for a customer, the customer decides how information from their website's visitors is used, such as messages sent through their enquiry form. We handle that information for them, and the customer's own privacy notice applies. See "Your website visitors' information" below.
What we collect
When you visit our website
- Pages visited and how you use the site, device and browser details, and online identifiers, if you accept analytics cookies. See our Cookies page.
- Technical logs, such as IP address and time of visit, which our server records to keep the site working and secure.
When you send a brief
- Your name, email address and phone number.
- Your business name, trade and town, the work you want more of, and whether you own a domain.
- Anything you upload or tell us, such as logos and photos. Photos may show you or other people, so please check they're happy to be included.
When you use the customer portal
- Your sign-in email address, sign-in records and session details.
- The progress of your order, and the business email address you claim.
When you become a customer
- The contract you sign, with signing details such as the date, time and the information our signing system records.
- Payment records: amounts, dates and references. Stripe collects your card details directly. We don't see or store your full card number.
- If you pay by bank transfer, the name, amount, date and reference shown on the payment.
- Your website content, domain name details and business email details. Domain registrars need the owner's details, because the domain is registered in your name.
- A copy of the emails we send you and that you send us.
If you work with us
- For team members: name, email address, password (stored in a protected form), two-factor authentication details and activity in the admin area.
You don't have to give us your information, but we can't reply or build your website without the details the brief asks for. We need your contract and payment details to supply a paid service. Analytics cookies are always your choice.
Why we use it
The law requires us to have a lawful basis for each use. Ours are:
| Why we use your information | Lawful basis |
|---|---|
| Reading your brief, replying, and designing the website we show you before you pay | Taking steps you've asked for before a contract |
| Providing the contract, website, hosting, domain, business email and support | Performing our contract with you |
| Taking payment and setting up the £29 monthly payment | Performing our contract with you |
| Sending service emails, such as sign-in links and progress updates | Performing our contract with you |
| Keeping accounting and tax records | Legal obligation |
| Answering legal claims and keeping contract records | Legitimate interests (protecting our legal position) |
| Keeping our systems secure, preventing fraud and misuse, and keeping admin activity records | Legitimate interests (keeping our service and our customers safe) |
| Handling questions and complaints | Performing our contract with you, or legitimate interests (dealing with what people raise with us) |
| Managing team accounts | Performing a contract with the team member, or legitimate interests |
| Understanding how our website is used through Google Analytics | Consent, which you can withdraw through Cookie settings |
Where we rely on legitimate interests, we've weighed our interests against yours, and you can object (see "Your rights").
We don't send marketing emails.
We don't make decisions about you using solely automated means, and we don't sell your information.
Who we share it with
We only share what each provider needs to do its job. Service providers act on our instructions unless we say otherwise.
| Who | What they do | Where |
|---|---|---|
| Stripe | Card payments and the £29 monthly subscription. Stripe acts on our instructions for some information, and decides how it uses other information itself, for example to meet financial rules and prevent fraud. | UK, EEA and US |
| Google (Google Analytics) | Website analytics, only with your consent. | US and elsewhere |
| netcup | Provides the server (VPS) where we run the website, database, portal and DocuSeal, and where the files you upload are stored. Our team manages this server using Coolify, which runs on that server | Germany |
| DocuSeal | Contract signing software. We run it on our own server, so your contract stays on that server. | Same as netcup |
| Resend | Sends sign-in links and service emails | Emails sent from Ireland, with account data stored in the US |
| Business email and domain providers | Provide your business email and register your domain name in your name | We'll add these providers and their locations here before we use them |
We may also share information with:
- our professional advisers, such as accountants and solicitors, where needed
- the police, HMRC, courts or regulators, where the law requires it
- a buyer or new owner of our business, or a company we set up to run it, who would have to treat your information in line with this policy.
Sending information outside the UK
Some of our providers are outside the UK. When information leaves the UK, we rely on these protections:
- Germany and other EEA countries: UK law treats these countries as giving approved protection.
- United States: Stripe and Google say they take part in the UK Extension to the EU-US Data Privacy Framework, which UK law recognises for transfers to participating US organisations. Where this doesn't apply, we rely on the ICO's standard data transfer contract terms, such as the UK Addendum.
- Other countries: we'll use a similar protection and tell you.
Email us if you'd like more information about these protections.
How long we keep it
We keep information only as long as we need it.
| Information | How long |
|---|---|
| Briefs and uploads that don't lead to a contract | 12 months after our last contact |
| Contracts, payment records and correspondence | 6 years after the contract ends |
| Website content and customer files | For as long as you're on the monthly plan, then 90 days after you leave |
| Business email | Until the end of your paid period, when your mailbox closes. You receive a backup first. We delete it from our systems 30 days after closure. |
| Backups | 30 days on a rolling cycle |
| Portal accounts and sign-in records | Until 90 days after your plan ends, or 12 months after your last contact if you never become a customer |
| Server security logs | 90 days |
| Google Analytics data | 2 months |
| Team accounts | Until 90 days after removal, with activity records kept for 12 months |
| Your cookie choice | See our Cookies page |
Your rights
You have the right to:
- Ask for a copy of the information we hold about you. We'll carry out a reasonable and proportionate search.
- Correct information that's wrong or incomplete.
- Ask us to delete your information.
- Ask us to restrict how we use it.
- Object to our using it because of our legitimate interests.
- Ask for your information to be sent to you or another organisation, in some cases.
- Withdraw your consent at any time, where we rely on consent. For analytics, use Cookie settings at the bottom of any page.
Some rights only apply in certain situations, and we may need to keep some information, such as accounting records. We'll explain if we can't do what you ask.
There's normally no charge. We'll reply within one month, or tell you if we need longer and why. We may ask you to confirm who you are first.
Your website visitors' information
When your website is live on our service, messages sent through your enquiry form and information held on your website pass through our systems. For that information, you're the controller and we act as your processor. The Terms set out our duties. If you're a visitor to one of our customers' websites, please contact that business about your information first.
Keeping it safe
We use secure connections, restrict access to the people who need it, and require team members to use two-factor authentication. No system is entirely secure, so please tell us straight away if you think something has gone wrong. If a data breach is likely to put your rights at risk, we'll tell you and the ICO as the law requires.
Children
Our services are for businesses and adults. We don't knowingly collect information from children directly.
Contact us
To use your rights, ask a question or make a complaint about how we handle your information, email support@devologies.com or call 07492 165322, or write to the address above.
Complaints: we'll acknowledge your complaint within 30 days, look into it without undue delay, and tell you the outcome.
If you're not happy, you can also complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. We would welcome the chance to put things right first.
Changes to this policy
We'll update this page if anything changes, and change the date at the top. If a change affects you significantly, we'll tell you by email.