Last Updated: November 2025
1. Introduction
Arcanum Copy and Arcanum Academy (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website or use our services.
We are based in Lincoln, England, United Kingdom, and we comply with the General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
Your privacy matters to us. This policy is designed to be clear and transparent about how we handle your personal information. If you have any questions, please don’t hesitate to contact us using the details at the end of this document.
2. Who We Are
Data Controller: Arcanum Copy and Arcanum Academy
Location: Lincoln, England, United Kingdom
Services: Copywriting and related services, SEO services, social media consultancy, business development training, workshops, and educational courses
As the data controller, we are responsible for deciding how we hold and use your personal information. We are committed to protecting your privacy and handling your data in accordance with data protection laws.
3. What Information We Collect
We collect personal information that you voluntarily provide to us through various interactions with our website and services.
3.1 Information You Provide Directly
| Type of Information | When We Collect It | Examples |
|---|---|---|
| Contact Information | When you submit a contact form, book a meeting, or enquire about services | Name, company name, email address, phone number. |
| Mailing List Data | When you subscribe to our newsletter or mailing list | Email address, name, subscription preferences |
| Service-Related Information | During service delivery and client communications | Project details, business information, communications history |
| Workshop/Training Data | When you register for workshops or training sessions | Name, email, company details, specific requirements or accessibility needs |
3.2 Information We Collect Automatically
When you visit our website, we may automatically collect certain technical information:
- Browser type and version
- Operating system
- IP address (anonymised where possible)
- Pages visited and time spent on pages
- Referring website
- Device information
This information is collected through standard web server logs and, where applicable, cookies. See Section 8 for more information about cookies.
3.3 Information We Do NOT Collect
We do not collect:
- Sensitive personal data (such as racial or ethnic origin, political opinions, religious beliefs, health data, or biometric data) unless you voluntarily provide it for specific accessibility or service requirements
- Financial information (payment processing is handled by third-party payment processors who have their own privacy policies)
- User accounts or login credentials (our website does not require account creation)
4. How We Use Your Information
We use your personal data only for legitimate purposes. Here’s how we use different types of information:
4.1 Contact Form and Meeting Bookings
Purpose:
- To respond to your enquiries
- To provide information about our services
- To schedule and confirm meetings or consultations
- To communicate with you about potential services
Legal Basis: Legitimate interests (responding to enquiries) and consent (when you submit the form)
4.2 Mailing List
Purpose:
- To send you newsletters and updates about our services
- To inform you about workshops, training opportunities, and courses
- To share relevant industry insights, tips, and resources
- To notify you of new offerings from Arcanum Copy and Arcanum Academy
Legal Basis: Consent (you opted in to receive communications)
4.3 Service Delivery
Purpose:
- To fulfill our contractual obligations
- To provide copywriting, SEO, consultancy, training, workshops, or related services
- To communicate about ongoing projects
- To invoice for services provided
Legal Basis: Contract (necessary for performing services you’ve engaged us for)
4.4 Website Improvement
Purpose:
- To understand how visitors use our website
- To improve website functionality and user experience
- To identify and fix technical issues
Legal Basis: Legitimate interests (improving our services)
5. Legal Basis for Processing Your Data
Under GDPR, we must have a lawful basis for processing your personal data. We rely on the following:
- Consent: When you submit forms, subscribe to our mailing list, or explicitly agree to data processing
- Contract: When processing is necessary to fulfill a service agreement with you
- Legitimate Interests: When we have a business or commercial reason to use your information, and it’s not overridden by your data protection rights (e.g., responding to enquiries, improving our services)
- Legal Obligation: When we must process your data to comply with the law (e.g., tax records, business records)
6. How We Store and Protect Your Data
6.1 Data Storage
Your personal data is stored securely using industry-standard security measures. We use:
- Secure, password-protected systems
- Encrypted email communications where appropriate
- Reputable third-party service providers with strong security credentials
- Regular security reviews and updates
6.2 Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy:
| Type of Data | Retention Period |
|---|---|
| Contact form enquiries (non-clients) | Up to 2 years from last contact, or until you request deletion |
| Mailing list subscribers | Until you unsubscribe or request deletion |
| Client data | Up to 7 years after project completion (for tax and business record purposes) |
| Workshop/training participant data | Up to 3 years after event (unless ongoing client relationship) |
After these periods, data will be securely deleted or anonymised unless we are required by law to retain it longer.
6.3 Security Measures
We implement appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. However, please be aware that no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
7. Who We Share Your Data With
We do not sell, rent, or trade your personal information to third parties. However, we may share your data with the following parties when necessary:
7.1 Service Providers
We use trusted third-party service providers to help us operate our business. These may include:
- Email marketing platforms (for managing our mailing list and sending newsletters)
- Website hosting providers (to host our website)
- Customer relationship management (CRM) systems (to manage client communications)
- Payment processors (to handle invoicing and payments)
- Analytics providers (to understand website usage)
All service providers are carefully selected and required to protect your data in accordance with GDPR. They are only permitted to process your data on our instructions and for specified purposes.
7.2 Legal Requirements
We may disclose your personal information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).
7.3 Business Transfers
If Arcanum Copy or Arcanum Academy is involved in a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you of any such change and ensure your data continues to be protected.
8. Cookies and Tracking Technologies
8.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help the website remember information about your visit, making it easier to use and more useful to you.
8.2 How We Use Cookies
Our website may use the following types of cookies:
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential Cookies | Enable basic website functionality (navigation, form submission) | Session (deleted when you close browser) |
| Analytics Cookies | Help us understand how visitors use our website (e.g., Google Analytics) | Up to 2 years |
| Preference Cookies | Remember your settings and preferences | Up to 1 year |
We do not use advertising or targeting cookies.
8.3 Managing Cookies
You can control and manage cookies through your browser settings. Most browsers allow you to:
- View what cookies are stored and delete them individually
- Block third-party cookies
- Block cookies from specific sites
- Block all cookies
- Delete all cookies when you close your browser
Please note that blocking or deleting cookies may impact your ability to use certain features of our website.
9. Your Data Protection Rights
Under GDPR and UK data protection law, you have the following rights regarding your personal data:
9.1 Right of Access
You have the right to request a copy of the personal data we hold about you. This is known as a “subject access request.”
9.2 Right to Rectification
You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
9.3 Right to Erasure (“Right to Be Forgotten”)
You have the right to request that we delete your personal data in certain circumstances, such as:
- The data is no longer necessary for the purposes for which it was collected
- You withdraw your consent (where processing was based on consent)
- You object to processing and there are no overriding legitimate grounds
- The data has been unlawfully processed
Note: We may need to retain certain information for legal or administrative purposes (e.g., tax records).
9.4 Right to Restrict Processing
You have the right to request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data.
9.5 Right to Data Portability
You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transfer it to another data controller.
9.6 Right to Object
You have the right to object to our processing of your personal data where we are relying on legitimate interests. You can also object to processing for direct marketing purposes at any time.
9.7 Right to Withdraw Consent
Where we are processing your data based on consent, you have the right to withdraw that consent at any time. This includes unsubscribing from our mailing list.
9.8 How to Exercise Your Rights
To exercise any of these rights, please contact us using the details provided in Section 13. We will respond to your request within one month, though this may be extended by two further months in complex cases.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection authority:
- Website: www.ico.org.uk
- Phone: 0303 123 1113
- Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
10. Mailing List and Marketing Communications
10.1 Subscribing
When you subscribe to our mailing list, you consent to receive marketing communications from Arcanum Copy and Arcanum Academy. These may include:
- Newsletters with tips, insights, and resources
- Information about workshops, courses, and training opportunities
- Updates about our services
- Industry news and trends
10.2 Frequency
We typically send newsletters and marketing emails on a periodic basis. We will not overwhelm you with excessive communications.
10.3 Unsubscribing
You can unsubscribe from our mailing list at any time by:
- Clicking the “unsubscribe” link at the bottom of any marketing email
- Contacting us directly using the details in Section 13
We will process your unsubscribe request within 5 business days. Please note that even after unsubscribing, we may still send you non-marketing communications related to services you’ve purchased or enquiries you’ve made.
10.4 Your Data is Never Shared
We will never sell, rent, or share your email address with third parties for their marketing purposes. Your trust is important to us.
11. International Data Transfers
Your personal data is primarily stored and processed within the United Kingdom. However, some of our third-party service providers may be located outside the UK or European Economic Area (EEA).
When we transfer data internationally, we ensure appropriate safeguards are in place, such as:
- Standard contractual clauses approved by the European Commission
- Adequacy decisions recognising that certain countries provide adequate data protection
- Privacy Shield certification (where applicable)
12. Children’s Privacy
Our services are not directed at children under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a child, please contact us immediately, and we will delete it.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:
- Update the “Last Updated” date at the top of this page
- Post the revised policy on our website
- Notify you via email if the changes are significant (where we have your email address)
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.
14. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we handle your personal information, please contact us:
Business Name: Arcanum Copy and Arcanum Academy
Location: Lincoln, England, United Kingdom
Contact: [Please use the contact form on our website or email us at the address provided on our contact page]
We aim to respond to all enquiries within 5 business days, though complex matters may take longer.