Privacy policy.
Last updated: 2nd November 2026
Who we are
This website is run by The Back Room Agency Limited (trading as The Backroom Agency), registered in England and Wales, company no. 10289380. Our registered office is White Rose Works, 137 Carlisle Street, Sheffield S4 7LJ, and our studio is at 20–22 Burton Road, Sheffield S3 8BX.
We are the data controller for personal information collected through thebackroom.agency. If you have any questions about this policy or how we use your data, contact us at info@thebackroom.agency or on 0114 262 1020.
We process personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
What information we collect
- Enquiries: your name, company, email address, phone number and the details of your project, when you contact us by phone, email or through our website.
- Clients: if you work with us, the contact and invoicing details we need to deliver your project, along with any files, content and brand materials you share with us.
- Website usage data: such as pages visited, device and browser type, approximate location and how you arrived at our site. Analytics data is collected only if you consent through our cookie banner. See our Cookie Policy.
We don't send newsletters or marketing emails.
How we use your information, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and preparing proposals and quotes | Legitimate interests, or taking steps to enter into a contract at your request |
| Delivering design, web and hosting work for our clients, and invoicing | Performance of a contract |
| Keeping business and financial records | Legal obligation |
| Keeping our website secure and working properly | Legitimate interests |
| Understanding how our website is used | Consent, via our cookie banner |
Who we share your information with
We don't sell your personal data. We share it only with trusted service providers who help us run our business, and only as needed:
- Email: Google (Gmail), to send and receive emails
- File storage: Dropbox, to store and share project files
- Website hosting: Squarespace, which hosts our website
- Videos: Vimeo, which hosts the videos on our website
- Analytics: Google Analytics, only if you accept cookies
- Accounting: QuickBooks
We may also disclose information where required by law, or as part of a sale or restructure of our business.
Some of these providers, including Google, Dropbox and Squarespace, may process data outside the UK. Where they do, appropriate safeguards are in place, such as the UK Extension to the EU–US Data Privacy Framework or the International Data Transfer Agreement.
Our clients' websites
We design, build and host websites for our clients. Where we handle personal data on our clients' behalf, for example enquiries sent through a client's website, we do so as a data processor, following our clients' instructions. Each client's own privacy policy explains how they use that data.
How long we keep your information
- Enquiries that don't lead to work: 2 years from our last contact
- Client, project and financial records: 6 years after our work ends, to meet tax and accounting requirements
- Website analytics data: 14 months, in line with our Google Analytics settings
How we protect your information
We use secure, password-protected systems and encrypted connections, and access to personal information is limited to the people who need it for their work.
Your rights
You have the right to:
- ask for a copy of the personal data we hold about you
- ask us to correct inaccurate information
- ask us to delete your data, where we don't need to keep it for legal reasons
- object to, or ask us to restrict, how we use your data
- ask us to transfer your data to another organisation
- withdraw consent at any time, for example by changing your cookie settings
To exercise any of these rights, email info@thebackroom.agency. We'll respond within one month.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to resolve your concern first.
Cookies
We use cookies that are needed for our website to work and, with your consent, cookies for analytics. See our Cookie Policy for details.
Links to other websites
Our website links to other sites, including our clients' websites and our social media pages. We're not responsible for their content or privacy practices, so please read their privacy policies.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.