Legal

Privacy Policy

Mode Marketing Limited — last updated 18 April 2026.

About this notice

This notice explains how Mode Marketing Limited ("Mode", "we", "us", "our") collects and uses personal data when you visit our website, contact us, become a client, or interact with our services including the Mode ChatBot, Mode Ops client portal, or any content we host.

Mode Marketing Limited is the data controller for the personal data described in this notice.

  • Company: Mode Marketing Limited
  • Registered in: England & Wales
  • Company number: 16231339
  • VAT number: GB510546229
  • Registered office: 85 Great Portland Street, London, England, W1W 7LT
  • Contact (data protection): admin@modemarketing.ai
  • ICO registration: Registered fee-payer, application reference C1912621 (registration number to be added once issued)

Information we collect

Information you provide

  • Your name, email address, phone number (if you provide it)
  • Company name and your role
  • Any message, brief, or content you send us
  • Billing and payment information (handled by Stripe — we do not store card numbers)

Information we collect automatically

  • IP address, browser type and version, device type, operating system
  • Pages you visit on our site, time on page, referring URL
  • Session and cookie-based identifiers (see our Cookie Policy)

Information from third parties

  • Publicly available information about your company (Companies House, public websites) when we research prospects or competitive context
  • Data you share via connected services (LinkedIn where connected, Stripe payment metadata, email headers)

We do not buy personal-data lists. We do not enrich your record with third-party data brokers.

Special category data

We do not intentionally collect special category data (health, race, politics, religion, sexual orientation, biometric, genetic, trade union). If you voluntarily disclose any in correspondence, we handle it with additional care and use it only for the purpose you intended.

Why we use your data (lawful bases)

  • Responding to enquiries / assessing contracts: pre-contractual measures (Art 6(1)(b)) / legitimate interests (Art 6(1)(f))
  • Delivering contracted services: contract (Art 6(1)(b))
  • Billing, invoicing, accounting: contract + legal obligation (HMRC)
  • Client relationship + project management: contract / legitimate interests
  • Website improvement (analytics): consent (non-essential cookies) / legitimate interests (aggregate analysis)
  • Marketing to existing clients (similar services): legitimate interests with PECR soft opt-in and opt-out on every message
  • Marketing to prospects: consent (opt-in)
  • Security, fraud prevention: legitimate interests
  • Legal and regulatory obligations: legal obligation (Art 6(1)(c))
  • Defending legal claims: legitimate interests

Automated decisions and profiling

Mode does not make solely-automated decisions with legal or similarly significant effect about you. Some of our tools use AI to draft content, analyse competitors, or infer communication preferences. These outputs are internal and advisory — used by a human at Mode to inform decisions, not as the final decision themselves. You are entitled to request human review of anything that materially affects you.

Who we share your data with

We share data with processors who act on our instructions and under contract:

  • Website hosting + databases: Hostinger (EEA — Lithuania)
  • Cloud infrastructure (Mode Engine, Hub, ChatBot, Live Session): Hostinger VPS (EEA)
  • AI services: Anthropic (USA), OpenAI (USA) — under SCCs / UK IDTA
  • Payment processing: Stripe (Ireland / USA) — adequacy (EEA) + SCCs (US leg)
  • Email delivery: Hostinger SMTP (EEA)
  • Analytics (where deployed): Google Analytics (USA) — under SCCs + consent
  • Company data lookup: Companies House (UK)
  • Search / SEO intelligence: Brave (USA/EEA), Ahrefs (Singapore), Google APIs (USA), Firecrawl (USA) — each under appropriate transfer mechanism
  • Scheduling: Calendly (USA) — under SCCs / UK IDTA

Our list of processors is reviewed at least annually.

We also share with professional advisers (accountants, lawyers, insurers) where necessary, and with regulators or courts where required by law.

We do NOT sell your data, share it with third-party advertisers for their marketing, use it for cross-context behavioural advertising, or provide it to data brokers.

International transfers

Some of our processors are based outside the UK / EEA, primarily in the USA. Where they are, transfers are protected by appropriate safeguards — typically the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, and where available adequacy decisions or the UK Extension to the EU-US Data Privacy Framework. Details of safeguards for any specific transfer are available on request at admin@modemarketing.ai.

How long we keep your data

  • Prospect enquiries without contract — 12 months from last contact
  • Client contact data (active) — duration of contract
  • Client contact data (after contract) — 6 years (HMRC + limitation periods)
  • Invoices, payments, tax — 6 years from end of accounting period
  • Project deliverables — duration of contract + 2 years
  • Email correspondence — 3 years then purged
  • ChatBot conversations (identified) — per prospect / client category
  • ChatBot visitor sessions (unidentified) — 30 days
  • Website analytics — 26 months aggregate
  • Session recordings (if deployed) — 90 days
  • Rights-request records — 6 years (accountability)
  • Breach records — indefinite (accountability)

If you ask us to delete data before these periods expire, we will — except where retention is required by law or necessary to defend a legal claim.

Your rights

Under UK GDPR, you have the right to:

  • Be informed about how we use your data (this notice)
  • Access the data we hold about you
  • Have inaccurate data corrected
  • Have your data deleted where the basis for processing no longer applies
  • Restrict or object to our processing
  • Receive your data in a portable format
  • Object to direct marketing (absolute right)
  • Seek human review of any solely-automated decision with significant effect (we don't make these; the right exists if we ever did)

To exercise any right, email admin@modemarketing.ai. We respond within one calendar month. We may verify your identity before disclosure.

You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint — but we'd prefer you raised it with us first so we can put it right.

Cookies

See our Cookie Policy for details of the cookies we use and how to manage them. Non-essential cookies are set only after you consent through our cookie banner. You can change your preferences at any time via the cookie-settings link in our footer.

How we protect your data

  • All data in transit encrypted (TLS 1.2+ / HTTPS)
  • Databases encrypted at rest
  • Access limited to people who need it, with multi-factor authentication
  • Secrets stored above web root or in restricted-permission environment files
  • Regular encrypted backups

Children

Our services are not aimed at children under 13. We do not knowingly collect children's data. If you believe we hold data about a child, email admin@modemarketing.ai — we will delete it.

Changes to this notice

We review this notice at least annually and update it within 30 days of any material change. The current effective date is shown at the top. Material changes will be notified to active clients and subscribers by email.

Contact

Email: admin@modemarketing.ai
Post: Mode Marketing Limited, 85 Great Portland Street, London, England, W1W 7LT
ICO: ico.org.uk/make-a-complaint

Last updated 18 April 2026. Pending legal review.