Privacy Policy

Who we are

R.A.J Digital Agency is a UK sole trader providing digital services to businesses, including managed websites, branded customer apps, online ordering and booking functionality, business dashboards, loyalty and marketing tools, AI-assisted marketing features, QR codes and marketing materials, ongoing management and support, and programmed NFC Google Review Cards and Review Stands.

For the purposes of UK data protection law, R.A.J Digital Agency is the data controller for the personal information described in this policy where we decide why and how it is used. You can contact us at hello@rajdigitalagency.co.uk or through rajdigitalagency.co.uk.

Controller and processor roles

We act as a controller for information about our own customers and enquirers — for example when you request a quote, book a consultation, buy an NFC product or subscribe to a management plan.

Where we host a website, ordering system or branded app used by a business customer, that business is normally the controller of its own customers' information (such as orders, bookings, accounts and loyalty records), and we act as a processor handling that information on their instructions. If you are a customer of one of those businesses, please contact the business directly about your information in the first instance; we will assist them in responding.

Information we collect

Enquiries and consultations: your name, business name, email address, telephone number, business type, the services you are interested in, and anything you choose to tell us in messages or calls.

Orders for NFC products: your name, business name, email address, telephone number, delivery address, order details and your Google Business Profile or review link so the product can be programmed.

Website and app onboarding: business details, opening hours, services, menus or catalogues, pricing, images, logos and branding, social links, and any access credentials you choose to share with us so we can configure your services.

Accounts and support: account details for dashboards we provide, correspondence with us, and records of support requests and work carried out.

Systems we host for business customers: account, order, booking, loyalty and communication records created by that business and its customers, processed on that business's behalf.

Technical information: basic information such as IP address, device and browser information, and log data generated when our websites and apps are used, which is needed to operate the services, keep them secure and diagnose faults.

How and why we use information

To respond to enquiries, prepare quotes and arrange consultations.

To supply, configure, deliver and support the products and services you have purchased, including programming NFC products and building and managing websites and apps.

To take payment, issue receipts and manage recurring subscriptions.

To send service-related messages, such as setup updates, renewal or payment notices and important changes to your service.

To operate, secure, monitor and improve our website, the systems we host and the products we supply.

To keep business records and comply with legal, accounting and tax obligations.

To send marketing about our own similar services where we are permitted to do so; you can opt out at any time.

Lawful bases

Contract: to provide the products, services and support you have ordered, and to take payment.

Legitimate interests: to respond to enquiries, run and secure our business and systems, keep records, prevent fraud and misuse, and promote our similar services to business contacts in a proportionate way.

Legal obligation: to meet accounting, tax and other legal requirements.

Consent: where consent is required, for example certain marketing messages; you can withdraw consent at any time without affecting processing already carried out.

AI-assisted features

Some features use AI providers to help generate marketing copy and imagery, or to read an uploaded menu and turn it into structured menu items.

Content submitted to these features (such as a menu photograph, business details or a prompt) is sent to the AI provider to produce the result. Please do not submit personal information that is not needed for the task. AI output should be reviewed before it is published, as it may not always be accurate.

Sharing your information

We share information only where necessary, with providers who support our services. These include hosting and database infrastructure providers, payment processors, email and messaging providers, AI providers, domain and DNS providers, and print or fulfilment partners for physical products.

We may also share information with our accountant or professional advisers, and with regulators or other authorities where we are legally required to do so.

We do not sell your personal information.

Payments

Card payments are processed by third-party payment providers such as Stripe. Full payment card details are entered with and handled by the payment provider — we do not receive or store full card numbers. We receive confirmation of payment together with limited order and billing details needed to fulfil and account for your purchase.

International transfers

Some of our service providers process information outside the UK. Where that happens, we rely on appropriate safeguards permitted under UK data protection law, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum, as offered by the provider concerned.

Security

We take reasonable technical and organisational measures to protect information, including encrypted connections, access controls on our systems and databases, role-based access so business accounts can only reach their own data, and limiting access to information to those who need it. No online service can be guaranteed to be completely secure, and you are responsible for keeping your account credentials confidential.

How long we keep information

Enquiries that do not lead to an order are normally kept for up to two years so we can follow up and keep a record of contact.

Customer, order and billing records are kept for the duration of the relationship and then for at least six years to meet accounting and tax requirements.

Information held in systems we host for a business customer is retained while that service is active and for a reasonable period afterwards, after which it may be deleted in line with our agreement with that business.

Your rights

Under UK data protection law you have the right to access your personal information, to have inaccurate information corrected, to request erasure, to restrict or object to certain processing, to data portability in some circumstances, and to withdraw consent where processing is based on consent.

To exercise any of these rights, email hello@rajdigitalagency.co.uk. We may ask for information to verify your identity and will respond within the time limits set by law.

Complaints

If you are unhappy with how we have handled your information, please contact us first at hello@rajdigitalagency.co.uk so we can try to put it right. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

Changes to this policy

We may update this policy as our services develop or the law changes. The date at the top of this page shows when it was last updated, and we will tell customers about material changes that affect them where it is appropriate to do so.