Your data.
Handled properly.

A clear account of what Word Heroes collects, why we need it and the choices you have.

We use personal information to answer enquiries, deliver content services and run Word Heroes responsibly. We do not sell personal data, use it for automated decision-making or fill your browser with advertising trackers.

No data salesWe never sell or rent personal information.

No automated decisionsPeople, not algorithms, make decisions about enquiries and client work.

No advertising cookiesThis website currently uses no advertising or non-essential analytics cookies.

1. Who is responsible for your information?

Word Heroes is the controller of the personal information covered by this policy.

Questions about this policy or the way we use personal information can be sent to info@wordheroes.co.uk.

2. Who and what does this policy cover?

This policy covers personal information relating to website visitors, prospective clients, clients, suppliers, freelancers, professional contacts and people whose information is included in materials supplied to us for a project.

It applies to information collected through this website, by email or telephone, during meetings, through referrals, from public business sources and while we provide our services.

3. Information we may collect

Contact details: your name, job title, business name, email address, telephone number and business address.
Enquiry information: the details you share about your business, project, objectives, audience, budget or timescale.
Client and supplier records: proposals, contracts, approvals, correspondence, invoices, payment records and account contacts.
Project materials: briefs, brand assets, photographs, video, audio, testimonials, case studies, customer information, social content and access permissions needed to complete the work.
Public and business information: information available from company websites, professional profiles, business directories, social platforms and other legitimate public sources.
Technical information: IP address, browser and device information, requested pages, timestamps and security logs created when the website is delivered.

Please do not send special category data, financial account details or other highly sensitive information in an initial enquiry unless we have agreed a secure way to receive it.

4. How and why we use personal information

What we doWhy it is lawful

Answer enquiries, prepare proposals and discuss possible workSteps requested before a contract and our legitimate interest in developing the business

Plan, create, review, publish and manage client workPerformance of a contract and our legitimate interest in delivering an effective service

Manage invoices, payments, tax, insurance and business recordsPerformance of a contract, legal obligations and legitimate interests

Protect our website, systems, accounts and legal rightsOur legitimate interest in security, fraud prevention and legal protection

Send relevant service updates or business marketingConsent where required, or legitimate interests where business marketing rules permit

Where we rely on legitimate interests, we consider the need for the processing, its likely impact and your rights. You may object to processing based on legitimate interests. You can withdraw consent at any time where consent is the lawful basis.

5. Information supplied for client projects

A client may give us personal information to include in, or use while creating, content. Examples include customer testimonials, staff profiles, photographs, interview recordings and mailing information.

The client is responsible for making sure it has a lawful reason to collect, share and publish that information. Where Word Heroes handles it only on the client’s documented instructions, the client is the controller and Word Heroes acts as a processor. Any additional data-processing terms in the proposal or project agreement will also apply.

6. How the contact form works

When you submit the contact form, the details you enter are securely passed through our form-delivery provider so they can be emailed to Word Heroes. The provider processes the information only to deliver and protect the enquiry service, including spam prevention. You can instead contact us directly by email.

7. Who may receive information?

We share only what is reasonably necessary with people and organisations that help us operate or deliver work. They may include:

team members, specialist freelancers and subcontractors working under appropriate confidentiality obligations;
website hosting, email, cloud storage, collaboration, publishing and communications providers;
accounting, payment, insurance, legal and other professional advisers;
platforms chosen by a client for publishing, advertising, booking, social media or campaign delivery; and
public bodies, regulators, courts or law-enforcement authorities where disclosure is required or legally justified.

We do not sell personal information or disclose it to unrelated organisations for their own marketing.

8. International processing

Some service providers or client-selected platforms may process information outside the United Kingdom. When UK law treats this as a restricted transfer, we use an applicable adequacy regulation, approved contractual protection or another lawful safeguard. You may contact us for more information about the relevant safeguard.

9. How long we keep information

Enquiries that do not become projects: normally up to 24 months after the last meaningful contact.
Contracts, invoices and core transaction records: normally six years after the end of the relevant financial year, or longer where a legal claim or obligation requires it.
Project correspondence and working files: for the project and a reasonable period afterwards, usually up to 24 months, unless the agreement or a legal need requires longer.
Marketing contacts: until you opt out, the details become inaccurate or we no longer have a lawful reason to keep them. A minimal suppression record may be retained so we respect an opt-out.
Technical and security logs: for the period set by the relevant provider or reasonably required to investigate security and reliability issues.

We may keep information for longer if it is needed to establish, exercise or defend legal claims. When information is no longer required, we delete it, anonymise it or securely place it beyond use.

10. Your data protection rights

Depending on the circumstances, you may have the right to ask for access to your personal information, correction, erasure, restriction, portability or an objection to how it is used. You may also withdraw consent where we rely on it.

You have an absolute right to object to the use of your personal information for direct marketing. Use the unsubscribe option in a message or email info@wordheroes.co.uk.

We may need to verify your identity before acting on a request.

11. Cookies, security and automated decisions

This website does not currently use advertising cookies or non-essential analytics cookies. Essential technology may be used by our hosting provider to deliver pages, balance traffic, maintain security and prevent abuse. If this changes, we will update this policy and request consent where the law requires it.

We use proportionate organisational and technical measures to protect personal information. No system can be guaranteed completely secure, so please use an agreed secure method when sending confidential material. We do not use personal information for automated decision-making or profiling that produces legal or similarly significant effects.

12. Other websites, children and changes

Links to other websites and platforms are provided for convenience. Their operators are responsible for their own privacy practices. Our website and services are intended for businesses and are not directed at children.

We review this policy when our services, technology or legal responsibilities change. Important changes will be highlighted where appropriate.