Privacy Policy

Last updated: 6 October 2026

Who we are

Entity Labs is the trading name of Entity Labs London Ltd, a digital agency based in London, registered in England and Wales under company number 17480589. Our registered office is 9, 32 Golborne Road, London, W10 5PN. For this policy, “we”, “us” and “our” mean Entity Labs London Ltd.

We are the data controller for the personal information described in this policy.

Contact: contact@entitylabs.co.uk, 07383 260465, 9, 32 Golborne Road, London, W10 5PN.

Our promise in plain English

We only collect what we need to reply to you and to do the work you hire us for. We never sell your information, never rent it out, and never share it with anyone for their own marketing. Your information stays within Entity Labs. The only outside companies that touch it are the few service providers we need to run the business, such as our email and website hosting, and they can only use it to provide that service to us.

What we collect and why

1. When you contact us through the website

• What: your name, email address, phone number (if you give it) and your message.
• Why: to reply to your enquiry and, if you want, to prepare a proposal.
• Lawful basis: our legitimate interest in answering enquiries, and taking steps at your request before entering a contract.
• How long: up to 12 months after our last contact if no work goes ahead, then deleted.

2. When you email or call us

• What: your contact details and whatever you choose to tell us.
• Why and lawful basis: as above.
• How long: as above, or as long as we work together if you become a client.

3. When you become a client

• What: names, business contact details, billing details, project communications, and the logins or access you give us to your website, hosting, ad or analytics accounts.
• Why: to deliver the work, manage the project, invoice you and keep proper business records.
• Lawful basis: performing our contract with you, and complying with our legal obligations (for example tax and accounting rules).
• How long: for the length of our work together, then accounting records for as long as UK tax law requires (normally six years). Access and logins are removed or handed back when the work ends.

4. Your customers’ data, when we work on your systems
Sometimes our work gives us access to personal data that belongs to our clients, such as website orders or form submissions. In that case the client is the data controller and we act as their data processor. We only use that data to do the work the client has asked for, we keep it confidential and secure, and we delete or return it when the work ends. This is covered in our Terms and Conditions.

5. When you visit our website

• Essential cookies. A small number of cookies are needed for the site to work, including one that remembers your cookie choices. These are set without consent because the site cannot function without them.
• Analytics cookies. With your consent we use Google Analytics 4, loaded through Google Tag Manager, to understand how people find and use the site: which pages they look at, how long they stay, and where they came from. We use this only to improve the site. These cookies are set only if you accept analytics in the cookie banner, and you can change your mind at any time through the cookie settings link.
• Google Analytics 4 does not store full IP addresses.
• We do not use advertising or remarketing cookies. If that changes, we will update this policy and ask for your consent first.
• Like every website, our hosting provider’s servers keep short-term technical logs (such as IP address, browser type and pages requested) to keep the site secure and working.

We do not use your information for automated decision-making or profiling.

Who we share it with

We never sell or trade personal information. We only share it with:

• Service providers who help us run the business, under contracts that require them to keep it secure and only use it on our instructions:
  • Microsoft (Microsoft 365), for our email.
  • Brevo, which delivers the emails sent from our website form.
  • Our website hosting provider, which stores the website and its form submissions.
  • Google (Google Analytics and Google Tag Manager), which measures how the website is used, and only where you have accepted analytics cookies.
• Our accountant, HMRC or other authorities, only where the law requires it.
• Professional advisers such as a solicitor or insurer, if ever needed.

Some of these providers may process data outside the UK. Where they do, the transfer is protected by UK adequacy regulations or approved contract terms, as UK data protection law requires.

How we keep it safe

Access is limited to the people at Entity Labs who need it for your work. We use strong passwords and two-step sign-in on our accounts, encrypted connections (HTTPS) on our website, and we remove access we no longer need.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• ask us to limit how we use it, or object to us using it;
• ask us to transfer it to you or another organisation;
• withdraw your consent at any time, where we rely on consent.

To use any of these rights, email contact@entitylabs.co.uk. We will reply within one month. There is normally no charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.

Changes to this policy

We will update this page if the way we use personal information changes. The date at the top shows when it was last updated.