Yorkshire Digital leads
For enquiries sent directly to Yorkshire Digital, Yorkshire Digital is normally the controller of that enquiry information.
Legal and policies
Data processing
How client CRM data is handled.
When Yorkshire Digital provides a CRM or booking system for a client, that system may contain the client's customer enquiries, bookings, invoices, payments and messages. These terms explain the usual data roles.
Roles
Controller and processor roles.
Client CRM customer data
For customer and enquiry data stored in a client's CRM account, the client is normally the controller and Yorkshire Digital acts as processor, handling data to provide the system and support.
Client responsibility
The client is responsible for its own privacy notice, lawful basis, customer terms, what data it chooses to collect, and how long it instructs data to be kept.
Processing scope
What Yorkshire Digital may process for a client.
Customer and enquiry records
Names, email addresses, phone numbers, event/job details, messages, notes, source pages and customer history.
Booking and job records
Dates, venues, addresses, timings, service requirements, booking status, internal notes and booking workflow information.
Quotes, invoices and payments
Invoice details, quoted prices, deposits, balances, payment status and payment links. Full card details are handled by Stripe, not stored directly in the CRM.
Email automation
Customer email addresses and message templates may be used to send enquiry acknowledgements, follow-ups, invoices and booking-related emails.
Support access
Yorkshire Digital may access a client's CRM account to configure, troubleshoot, support, test, improve or maintain the system.
Backups and logs
Hosting, database and system providers may keep operational logs and backups for security, reliability and recovery purposes.
Processor commitments
How Yorkshire Digital will handle client CRM data.
Use data for the service
Client CRM data will be used to provide, maintain, support and improve the agreed website, CRM and booking system services.
Limit access
Access is limited to what is needed for setup, support, maintenance, testing, troubleshooting, security or agreed service work.
Use suitable suppliers
Third-party providers may be used for hosting, database, email, payments, analytics and related services. See Subprocessors and Storage.
Assist with requests
Where reasonably possible, Yorkshire Digital will help clients respond to data access, correction, deletion or export requests relating to their CRM data.
Support incidents
If Yorkshire Digital becomes aware of a security incident affecting client CRM data, it will take practical steps to investigate, reduce harm and notify affected clients where appropriate.
Exit and deletion
When a service ends, export, deletion, retention and offboarding steps should be agreed. Some data may remain in backups or records for a limited period where required.
Client duties
The CRM makes data easier to manage, but it does not remove client responsibility.
- Clients must only collect information they genuinely need.
- Clients should keep privacy notices, customer terms and marketing consent wording accurate.
- Clients should review user access, retention, exports and deletion as part of normal business admin.