Last updated: 1 June 2026

 

This Privacy Policy explains how Presence3D collects, uses, stores, and protects personal data when you visit our website or interact with us. It is intended to comply with UK GDPR and the Data Protection Act 2018.

 

 

1. Who We Are

 

Presence3D is the data controller for personal data collected through presence3d.com.

 

Registered address: 1st Floor Office, 788 Fishponds Road, Bristol, BS16 3TE

Contact email: contact@presence3d.com

Website: presence3d.com

 

 

2. What Data We Collect

 

2.1 Information You Provide

 

When you submit an enquiry through our website, we may collect:

 

- Your name

- Your email address

- Your phone number (if provided)

- Your company name (if applicable)

- The content of your enquiry

 

2.2 Automatically Collected Data

 

When you visit our website, we automatically collect certain technical data:

 

- IP address

- Browser type and version

- Device type

- Pages visited and time spent

- Referring website

- Cookie data (see our Cookie Policy at presence3d.com/cookie-policy)

 

2.3 Marketing and Communications Data

 

Where you have given consent or a legitimate interest applies, we may hold:

 

- Email address and communication preferences

- Records of consent provided

 

 

3. How We Use Your Data

 

We use your personal data to:

 

- Respond to your enquiries and provide information about our services.

- Manage our client relationships and deliver services.

- Improve our website using aggregated, anonymous analytics data.

- Send marketing communications where you have consented or a legitimate interest applies.

- Comply with our legal obligations.

 

 

4. Legal Basis for Processing

 

We process your data under the following lawful bases:

 

Consent - where you have actively agreed (e.g. cookie consent, marketing sign-up).

Legitimate interests - where we have a genuine business reason that does not override your rights (e.g. responding to enquiries, improving our website).

Contractual necessity - where processing is required to deliver services you have engaged us for.

Legal obligation - where we are required to process data to comply with the law.

 

 

5. Third-Party Data Processors

 

We share personal data with trusted third parties who help us operate our business. All third parties are required to handle data securely and in compliance with UK GDPR.

 

Wix.com - our website hosting platform. Wix processes technical and session data as part of providing our website infrastructure.

Google LLC - we use Google Analytics to understand website usage. Data is anonymised and aggregated. Google acts as a data processor under a data processing agreement.

LinkedIn (anticipated) - we intend to use LinkedIn analytics tools in future. This policy will be updated when that integration is live.

 

We do not sell your personal data to any third party.

 

 

6. International Data Transfers

 

Some of our third-party processors (including Google) may transfer personal data outside the UK. Where this occurs, we ensure appropriate safeguards are in place - such as the UK's International Data Transfer Agreement (IDTA) or equivalent standard contractual clauses - as required by UK GDPR.

 

 

7. Data Retention

 

We only retain personal data for as long as necessary. Our standard retention periods are:

 

- Enquiry data: up to 24 months from last contact.

- Client and project data: up to 6 years after the end of the engagement.

- Financial and invoicing records: up to 7 years (HMRC requirement).

- Analytics data: up to 26 months (anonymised).

- Marketing data: until you withdraw consent or become inactive for 24 months.

 

Once data is no longer needed, it is securely deleted or anonymised.

 

 

8. Your Rights

 

Under UK GDPR, you have the following rights:

 

Right of access - to request a copy of the personal data we hold about you.

Right to rectification - to ask us to correct inaccurate or incomplete data.

Right to erasure - to request deletion of your data where there is no legitimate reason to continue holding it.

Right to restrict processing - to ask us to suspend processing of your data.

Right to data portability - to receive your data in a portable format.

Right to object - to object to processing based on legitimate interests or for direct marketing.

Right to withdraw consent - where we rely on consent, you may withdraw it at any time without detriment.

 

To exercise any of these rights, please contact us at contact@presence3d.com. We will respond within 30 days and may need to verify your identity before processing your request.

 

 

9. Cookies

 

We use cookies on our website. For full details of the cookies we use and how to manage your preferences, please see our Cookie Policy at presence3d.com/cookie-policy.

 

 

10. Security

 

We take appropriate technical and organisational measures to protect your personal data, including access controls, encrypted cloud storage, and two-factor authentication on key systems.

 

In the event of a personal data breach that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals where required.

 

 

11. ICO Registration and Complaints

 

We are registered with the Information Commissioner's Office (ICO) as required by UK data protection law.

 

If you are unhappy with how we have handled your personal data, you have the right to complain to the ICO:

 

Website: ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 

We would appreciate the opportunity to address your concerns first - please contact us at contact@presence3d.com before approaching the ICO.

 

 

12. Children

 

Our website and services are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately.

 

 

13. Third-Party Links

 

Our website may contain links to third-party sites. This Privacy Policy applies only to presence3d.com. We are not responsible for the privacy practices of external websites.

 

 

14. Changes to This Policy

 

We may update this Privacy Policy from time to time. Changes will be posted here with an updated date. Where changes are significant, we may notify you directly.

 

 

15. Contact Us

 

Email: contact@presence3d.com

Post: 1st Floor Office, 788 Fishponds Road, Bristol, BS16 3TE

Website: presence3d.com/privacy-policy