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
• Audio recordings (eg calls)
• Records of meetings and decisions
• Account access information
• Website user information
• Social media account access, including access to performance data

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
• Technical data, including information about browser and operating systems
• Social media login details

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

• Names and contact details
• Website and app user journey information

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

• Names and contact details
• Purchase or client account history
• Website and app user journey information
• Reviews Social media login details

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 set out in brief 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. Read more about the right of access.
• Your right to rectification- You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure- You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing- You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing- You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• 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. Read more about the right to data portability.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

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 information updates or marketing purposes are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • I send updates about the progress of the work to clients, payment reminders, offers I may be running, and marketing emails to sell my services. I need to do this to keep the client posted about how the work is going or to ask questions necessary for completing work. I need to send payment reminders to ensure the invoices are paid and don\’t incur a late payment fee. I send offers and marketing emails to people who I am already in contact with or have submitted their email address to me, and there is an option to unsubscribe.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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.

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 accurate, secure records to:

• Provide a quality, streamlined copywriting service
• Create new contracts effectively for clients
• Maintain a strong working relationship with clients
• Publicise work for Diamond Copy’s portfolio
• Comply with the UK Government’s legal requirements

All records are made and held in accordance with the principles of the UK GDPR and Data Protection Act 2018. Diamond Copy’s responsibility is to ensure that our activities, whether solely or as part of another organisation, are covered by our registration with the Information Commissioner’s Office.

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

Any of the below data can be deleted at the client’s request.

Performance data is kept for reports on how the copy is performing for the client. We ask for this data from the business’ contact 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.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Data processors

Bigin

This data processor does the following activities for us: It processes name, contact details, address, services the client is interested in or has already bought, call and email details, notifications about emails being opened and clicked on, and details of projects.

FreeAgent

This data processor does the following activities for us: It tracks my 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

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
• Third parties:
  • Copywriting agencies, Graphic design agencies, Freelance copywriters

Sharing information outside the UK

Where necessary, our data processors will 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 : 12 March 2026