Last updated: 09/08/2026
This policy explains what we do with personal information when you contact us, use our website, or work with us.
We’ve tried to write it in plain English. If anything isn’t clear, ask us.
Who we are
Dialekt Agency is a business run by Sam Hardcastle as a sole trader. Sam Hardcastle is the data controller for the information described in this policy.
Business name: Dialekt Agency
Owner: Sam Hardcastle
Address for correspondence and service of documents: [ADDRESS]
Email: hello@dialektagency.com
ICO registration number: [ICO REGISTRATION NUMBER]
What we collect and why
When you fill in our contact form
We collect your name, email address, phone number, business name, website address, what you’re looking for, your timescale, and your budget band if you give one.
We use this to reply to you, work out whether we’re a sensible fit, and have a sales conversation. Our lawful basis is legitimate interests: you’ve approached us about work, and replying properly is what you’d expect.
We keep enquiries for two years from your last contact with us. Enquiries that don’t go anywhere get deleted at that point. If we start working together, your details move into our client records.
When you become a client
We hold contact details, correspondence, project files, billing information, and whatever we need to actually do the work.
Our lawful basis is contract: we can’t deliver the project without it. Billing records are kept under legal obligation.
We keep client records for six years after the end of our working relationship, which is the standard period for tax and contractual records. Project files we no longer need get deleted sooner.
When we work on your website or systems
Some projects give us access to your website, hosting, analytics, CRM or email systems, which may contain personal data about your own customers.
In that situation you are the data controller and we are your data processor. We only act on your instructions, we don’t use your customers’ data for anything of our own, and we’ll sign a data processing agreement if you want one. We’re happy to.
When you visit this website
Our web host keeps standard server logs including IP addresses, for security and to keep the site running. Our lawful basis is legitimate interests in keeping the site secure and available.
When you email us or we speak on a call
We keep the correspondence. Notes from calls and discovery sessions form part of the project record.
Cookies
At the time of writing, this website does not set any cookies and does not use analytics or tracking of any kind.
If that changes, we’ll ask for your consent before setting anything non-essential, and update our cookie policy accordingly.
Third parties who see your data
We keep this list short deliberately.
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Siteground hosts this website and processes server logs
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Google Fonts (Google Ireland Limited) serves the typefaces on this site. Your browser requests them directly from Google, which means Google receives your IP address. No cookies are set
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Cloudflare serves an animation library used on this site, on the same basis
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Siteground handles our email
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Quickbooks handles our invoicing
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We don’t sell your data. We don’t share it for anyone else’s marketing. We only pass it on where we have to, such as to our accountant, or where the law requires it.
Where your data goes
Most of our suppliers process data in the UK or EU. Where a supplier processes data outside the UK, that transfer is covered by the UK’s adequacy regulations or by standard contractual clauses with the UK addendum.
Your rights
Under UK data protection law you can ask us to:
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Give you a copy of the personal data we hold about you
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Correct anything that’s wrong
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Delete it, where we don’t have a reason to keep it
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Restrict or object to how we use it
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Send it to you or someone else in a portable format
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Withdraw consent, where consent is what we relied on
Email us at hello@dialektagency.com and we’ll respond within one month. We don’t charge for this.
If you’re not happy with how we’ve handled things, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d rather you came to us first so we can fix it.
Keeping it safe
We use reputable suppliers, two-factor authentication on our accounts, and encrypted connections. We limit who can access what to the people who need it.
No system is completely secure, but if something went wrong that put your data at risk, we’d tell you and we’d report it to the ICO where required.
Changes
If we change this policy we’ll update the date at the top. If the change is significant and affects you, we’ll tell you directly.
Cookie Policy
Last updated: [DATE]
What we use
We keep this deliberately light. When you first arrive you’ll see a banner letting you accept or reject non-essential cookies. Nothing non-essential is set until you choose.
Strictly necessary
These don’t need consent because the site can’t work properly without them.
Analytics
[DELETE THIS BLOCK IF YOU DON’T REINSTALL GA. If you do, list the actual cookies: _ga (2 years), _ga_XXXXXXX (2 years), _gid (24 hours), and say what they do in plain English.]
Other things loaded from third parties
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Calendly powers our booking widget. If you use it, Calendly may set its own cookies. See Calendly’s privacy notice.
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Google Fonts, Adobe Fonts and Fontshare provide the typefaces. Your browser requests them directly from those providers, which means they receive your IP address.
Changing your mind
You can change your choice any time using the cookie settings link, or by clearing cookies in your browser.
Questions
Email [EMAIL].