Privacy Policy

This policy explains how BrandOr collects, uses and protects personal data when you visit brandor.co.uk, get in touch, become a client, or use BrandOr Leads, our monthly lead service, which runs on our online platform at brandor.co.uk/automation (shown in the app as BrandOr Automation). It also explains what happens when we handle personal data on behalf of the businesses we work for.

We handle personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).

BrandOr is the trading name of Dominic Vital, a sole trader based in Bournemouth, Dorset, England. For the personal data described in this policy we are the controller, except where section 9 says we act for one of our clients.

Email: dominic@brandor.co.uk

Phone: 07488 376 993

Location: Bournemouth, Dorset, UK

We are not required to appoint a Data Protection Officer. Dominic deals with all privacy questions personally.

Our contact form

What you want from us (a website, more enquiries, or both), your name, your business, your email address, your phone number (optional), your current website (optional) and your message.

Our BrandOr Leads early-access form

Your business name and what it does, your email address and your website (optional).

Email and phone

Your contact details and whatever you choose to tell us.

Working with us as a client

Your name, business name, billing address and contact details, our project correspondence, the content you give us for your website or brand (text, photos, logos), access you give us to accounts we manage for you (for example your domain, hosting or Google Business Profile), and invoice and payment records.

Your BrandOr Leads account

Your name, business name, email address and password (your password is handled by our sign-in provider and is never visible to us). The business profile you fill in during set-up, such as your phone number, website, country and region, industry, a description of your business and customers, your preferred tone of voice and writing sample, brand colours and logo, working hours, cancellation policy and standard terms. Details of any services you connect (see section 5), a record of activity in your account, and anything you type into the in-app help assistant.

Your device, when you visit

Our hosting provider records technical information such as your IP address, browser type and the pages requested, to deliver the site and keep it secure. We do not use analytics or advertising tracking on this website.

Public records

Planning application and property sale records used by the planning feature of BrandOr Leads. See section 8.

We do not ask for special category data, such as health information. Please don’t send it to us.

UK GDPR says we must have a lawful basis for each thing we do with your data. These are ours:

Replying to your enquiry and preparing a quote: taking steps at your request before entering into a contract (Article 6(1)(b)). Where you contact us on behalf of a business, our legitimate interests in answering business enquiries (Article 6(1)(f)).

Telling you when BrandOr Leads is ready for you, if you asked for early access: your request (Article 6(1)(b)). Ask us at any time and we will take you off the list.

Delivering our services (websites, branding, local search and Google Business Profile set-up) and managing your project: contract (Article 6(1)(b)). Where our client is a business and you are one of its staff, our legitimate interests in working with that business.

Providing your BrandOr Leads account, running the features you switch on, connecting the services you choose, sending you notifications and giving you support: contract (Article 6(1)(b)).

Invoicing, accounts and tax records: legal obligation (Article 6(1)(c)), for example HMRC record-keeping rules.

Keeping business records, securing our website and platform, preventing misuse, and establishing or defending legal claims: legitimate interests (Article 6(1)(f)).

Collecting and showing public planning and property sale records: legitimate interests (Article 6(1)(f)). See section 8.

We don’t add you to a marketing list. If we ever offer one, we will only add you if you ask to join, and every message will include a way to unsubscribe.

We never sell your personal data. We share it only with the service providers we need to run our business, who act on our instructions:

Netlify: hosts this website and receives the messages sent through our website forms.

Supabase: database, sign-in, file storage and back-end functions for BrandOr Leads.

Anthropic (Claude AI models): powers the AI features of BrandOr Leads, such as sorting messages, drafting replies, reading documents you upload and answering questions in the help assistant.

Twilio and Twilio SendGrid: send and receive text messages, and send some email notifications, for BrandOr Leads.

Google: Gmail and Google Calendar, if you connect them; Google Places, for prospect searches; and the fonts used in the BrandOr Leads app, which are loaded from Google, so Google receives your IP address.

Microsoft: Outlook email, if you connect it.

Calendly: bookings, if you connect it.

Adobe Fonts and jsDelivr: deliver typefaces and a code library used by the BrandOr Leads app. Your browser fetches these files directly, so these providers receive your IP address. The fonts on this website are served from our own site.

Our email and phone providers: carry the emails and calls you exchange with us.

Some BrandOr Leads features look things up in public data services: Companies House (company details), PlanIt and HM Land Registry (planning and property sale records) and postcodes.io (postcode look-ups). We send those services search terms such as a company number or postcode, not your personal details.

We may also share data with professional advisers such as an accountant or lawyer, and with HMRC, the police or other authorities where the law requires it.

BrandOr Leads only accesses another account when you choose to connect it, and only to run the features you switch on:

Gmail: your Google account email address, and access to read, organise and send email, so the platform can pick up new enquiries and replies and send the emails you have approved or set to go out in your name.

Google Calendar: access to read and add events, so jobs can be booked around your diary.

Microsoft Outlook: similar access to your Outlook email.

Other email providers: if you connect by email server settings instead, we store your server details and password in encrypted form so the platform can check your sent mail and send email for you.

We use data from these accounts only to provide the features you use. We don’t use it for advertising, we don’t sell it, and we don’t use it to train AI models. BrandOr’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect a service at any time in the app, or by removing its access in your Google or Microsoft account settings.

Several of the providers above, including Netlify, Anthropic, Twilio, Google, Microsoft and Adobe, are based in the United States or may process data there. When personal data leaves the UK, we rely on safeguards recognised by UK law: UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework, where the provider is certified under it), or the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

Enquiries that don’t lead to work: up to 12 months after we last heard from you.

Early-access requests: until we have told you BrandOr Leads is ready for you, or until you ask us to remove you.

Client project files, correspondence, invoices and payment records: 6 years after the project or service ends (the legal limitation period and HMRC rules).

BrandOr Leads account data: while your account is open. When you delete your account (Settings, then Delete account) we delete your account and the data in it from the platform. Copies in routine back-ups are overwritten in the normal back-up cycle. Billing records are kept for 6 years.

Help assistant history: your recent conversation is kept in your own browser until you clear it.

BrandOr Leads shows businesses in construction and property the planning applications in the areas they work in. To do this we collect planning application records that councils publish, through the PlanIt service, and property sale records published by HM Land Registry for the areas our users watch.

What these records can include: the address of the site or property, a description of the proposed work, the application reference, status and dates, and, where the council has published them, the name of the applicant or their agent. Land Registry records include the property address, price and date of sale.

Why, and our lawful basis: our legitimate interests, and our users’ legitimate interests, in finding relevant local work. The records are already public, and we only collect granted and pending applications.

Who sees them: BrandOr Leads users whose watched area covers the site. If a user decides to contact an applicant, that user is responsible for that contact and for following the law on marketing.

How long: only for as long as they are relevant to the service.

Your rights: you can object at any time. Email us with the address or application reference, and we will remove your details unless we have a compelling reason not to. All your other rights in section 11 also apply.

When a business uses BrandOr Leads, or asks us to build and run forms or automations for it, we handle personal data about that business’s own customers, enquirers, staff and contacts. This can include enquiries, contact details, emails and text messages, invoices and payment status, job and scheduling details, reviews, documents, and prospect lists built from public business listings.

In those cases the business is the controller and we act as its processor: we only use the data on its instructions and to provide our service to it. If you are a customer or contact of one of our clients and want to use your data protection rights, please contact that business. We will help it respond.

If you received a message sent through BrandOr Leads and don’t want any more, use the unsubscribe option in the message where there is one, or contact the business that sent it. You can also contact us and we will pass your request on.

BrandOr Leads uses AI to sort and prioritise messages (for example to spot spam or urgent enquiries), draft replies, pull details out of documents, and score prospects. Our clients choose which messages go out automatically and which wait for their approval. We don’t make decisions about you based solely on automated processing that have legal or similarly significant effects on you.

Under UK GDPR you have the right to:

Access: ask for a copy of the personal data we hold about you.

Rectification: ask us to correct data that is wrong or incomplete.

Erasure: ask us to delete your data where we have no good reason to keep it.

Restriction: ask us to limit how we use your data.

Portability: ask for data you gave us in a structured, machine-readable format.

Objection: object to us using your data on the basis of legitimate interests. You have an absolute right to object to direct marketing.

Withdraw consent: where we rely on your consent, withdraw it at any time.

To use any of these rights, email dominic@brandor.co.uk or call 07488 376 993. It’s free, and we will reply within one month.

If you’re unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO):

Online: ico.org.uk/make-a-complaint

Phone: 0303 123 1113

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

No, but we need your contact details to reply to you, and we need the details in section 2 to provide our services or your BrandOr Leads account. Fields marked optional are just that.

Our website and services are for businesses. They are not directed at children under 13 and we don’t knowingly collect their data.

We take proportionate steps to protect your data, including encrypted connections (HTTPS), access controls that keep each account’s data separate, and encrypted storage of email passwords you give us. No system is completely secure, so please use a strong password and tell us straight away if you think your account has been misused.

This website sets no cookies and uses no analytics or advertising tracking. The BrandOr Leads app uses a small amount of browser storage that is strictly necessary. Our Cookie Policy has the full details.

We will update this policy when the way we use personal data changes. The date at the top shows when it last changed. If a change affects you significantly, for example as a BrandOr Leads user, we will tell you directly.