This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Sharing information outside the UK
• How to complain

Contact details

Telephone

07443426418

Email

hello@diamondcopy.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Financial data (including income and expenditure)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Usage data (including information about how you interact with and use our website, products and services)
• Information relating to compliments or complaints
• Records of meetings and decisions
• Website user information

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences
• Technical data, including information about browser and operating systems

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

• Names and contact information
• Client accounts and records
• Call recordings
• Financial information eg for fraud prevention or detection
• Location data

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details
• Addresses
• Profile information
• Marketing preferences
• Purchase or account history
• Website and app user journey information

We collect or use the following personal information for research or archiving purposes:

• Names and contact details
• Addresses
• Purchase or client account history
• Website and app user journey information
• IP addresses

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Payment details
• Account information
• Purchase or service history
• Call recordings
• Relevant information from previous investigations
• Customer or client accounts and records
• Financial transaction information
• Correspondence
• Location data

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure– You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing– You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for research or archiving purposes:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

• Directly from you
• Publicly available sources
• Market research organisations
• Providers of marketing lists and other personal information
• Suppliers and service providers
• Third parties:
  • I may write copy for copywriting agencies who will send me details about clients and their requirements.
  • I may write copy for graphic design companies who will send me details about clients and their requirements.
  • I may write copy for other freelance copywriters who will send me details about clients and their requirements.

How long we keep information

We keep records for the period specified in the procedure below.

Data that is kept for a period longer than the duration of the contract is for marketing, information, performance analysis and contract creation purposes. It will help us provide a more streamlined and informed service.

Performance data is kept for reports on how the copy is performing for the client. We ask for this data from the you directly.

Towards the end of each period of data retention, we will remind you of our data retention schedule to give you the opportunity to request for the data to be deleted or agree to its continued retention by Diamond Copy according to the below schedule.

Retention of Records

Data kept for one year from the brief being submitted: 

• Your business’ key competitors
• Your business’ audience/customer base
• Your business’ branding (tone of voice, etc)
• The marketing campaigns Diamond Copy will write for and notes on previous campaigns
• The business’ performance including sales data
• The business’ portfolio
• Your customers’ reviews

Who we share information with

Data processors

Bigin

This data processor does the following activities for us: It manages clients’ data from contact details to transaction details and the contracts with them. It tracks the business’ performance and contacts clients.

FreeAgent

This data processor does the following activities for us: It tracks the business’ finances and manages income and expenditure. It creates and sends invoices, receipts and quotes to customers. It will shows which customers have paid and processes refunds.

Zoho Mail

This data processor does the following activities for us: It securely handles all the emails for the business, including attachments and calendar appointments.

Others we share personal information with

• Professional or legal advisors
• Publicly on our website, social media or other marketing and information media
• Suppliers and service providers
• Professional consultants

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Bigin

Category of recipient: CRM software

Country the personal information is sent to: EU

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

26 March 2025

Next update: 26 March 2026