Privacy Policy

Coalition Agency ("Coalition", "we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, store and share personal data when you visit our website, contact us, or engage us as a client or supplier, and sets out your rights under UK data protection law.

This policy is written to comply with the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025.

1. Who we are

Coalition Agency Inc. is the data controller responsible for your personal data in connection with this website and our services. References in this policy to "we", "us" and "our" are to Coalition Agency Inc.

Contact details for data protection queries are set out in Section 13 below.

2. What data we collect

We may collect and process the following categories of personal data:

• Contact details — name, email address, phone number, company name and job title, typically provided when you submit our contact form, email us, or speak with us directly.
• Enquiry and project information — details you provide about a brief, project, or business enquiry, including any files or documents you choose to share with us.
• Technical and usage data — IP address, browser type, device information, pages visited, and general usage patterns when you visit our website, collected via standard web analytics tools.
• Communications — records of correspondence between you and Coalition, including emails and meeting notes.
• Client and supplier data — where we engage you as a client or supplier, billing details, contractual information, and any other data necessary to deliver or receive services.

We do not knowingly collect any special category data (such as health information, religious beliefs, or biometric data) through our website. Please do not include special category data in any contact form submission or email to us unless directly relevant and necessary to a project discussion.

3. How we collect your data

We collect personal data in the following ways:

• Directly from you, when you fill in our contact form, email us, or otherwise communicate with us
• Automatically, through cookies and similar technologies when you browse our website (see Section 9)
• From third parties, where you are introduced to us by a referral, partner, or another business contact

4. Why we use your data, and our lawful basis

We only process personal data where we have a valid lawful basis to do so under UK GDPR. The table below sets out our main purposes for processing and the corresponding lawful basis.

Purpose	Lawful basis
Responding to enquiries submitted via our contact form or by email	Legitimate interests — to respond to enquiries about our services
Providing quotes, proposals, and managing client relationships	Contract — necessary to perform or enter into a contract with you
Delivering production services to clients	Contract
Maintaining business records, invoicing, and accounting	Legal obligation
Improving our website and understanding how it is used	Legitimate interests
Sending you marketing communications (only where you have opted in)	Consent

5. Who we share your data with

We do not sell your personal data. We may share personal data with:

• Service providers who support our business operations, such as website hosting providers, email and CRM platforms, and cloud storage providers — all of whom are bound by contractual obligations to protect your data and only process it on our instructions.
• Professional advisers, including accountants and legal advisers, where necessary for business purposes.
• Regulatory or law enforcement bodies, where we are required to do so by law.
• A buyer, in the event Coalition is involved in a merger, acquisition, or sale of business assets, subject to appropriate confidentiality protections.

6. International transfers

Some of the third-party service providers we use to operate our website and business (for example, cloud hosting or email platforms) may store or process data outside the UK, including in the United States. Where this is the case, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement (IDTA), an adequacy decision recognised by the UK government, or equivalent contractual protections required under UK GDPR.

7. How long we keep your data

We retain personal data only for as long as necessary for the purposes set out in this policy. As a general guide:

• Contact form and enquiry data — retained for up to 24 months from your last contact with us, unless a client relationship develops, in which case client record retention periods apply.
• Client and contractual records — retained for the duration of the engagement plus 6 years thereafter, in line with standard UK limitation periods and accounting requirements.
• Website analytics data — typically retained for up to 26 months, depending on the analytics tool used.

Where data is no longer needed, we securely delete or anonymise it.

8. How we protect your data

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encrypted data transmission, access controls, and the use of reputable, security-conscious third-party service providers. While we take data security seriously, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

9. Cookies

Our website may use cookies and similar tracking technologies to improve functionality and understand how visitors use our site. Cookies are small text files stored on your device. We use:

• Essential cookies — required for the website to function correctly.
• Analytics cookies — to help us understand how visitors use our website, so we can improve it. These are only set with your consent where required by law.

You can control or delete cookies through your browser settings at any time. Disabling certain cookies may affect the functionality of our website.

10. Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to ask us to correct inaccurate or incomplete data
• Right to erasure — to ask us to delete your data, in certain circumstances
• Right to restrict processing — to ask us to limit how we use your data
• Right to data portability — to request your data in a portable, machine-readable format
• Right to object — to object to processing based on legitimate interests, including direct marketing
• Rights related to automated decision-making — we do not currently use automated decision-making or profiling that produces legal or similarly significant effects about you

To exercise any of these rights, contact us using the details in Section 13. We will respond within one calendar month of receiving your request, as required by law. There is no charge for making a request, except in limited circumstances permitted by law (for example, where a request is manifestly unfounded or excessive).

11. Children's data

Our website and services are directed at businesses and professionals, not children. We do not knowingly collect personal data from anyone under the age of 13. If you believe a child has provided us with personal data, please contact us and we will take steps to delete it.

12. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices, services, or legal obligations. Any updates will be posted on this page with a revised "last updated" date. We encourage you to review this page periodically.

13. How to contact us

If you have any questions about this privacy policy or how we handle your personal data, please contact us at:

Email: hello@coalitionmktg.com
Coalition Agency Inc.

14. How to complain

We hope we can resolve any concerns you have about how we handle your personal data. If you remain unhappy, you have the right to lodge a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO):

Information Commissioner's Office
Website: ico.org.uk
Helpline: 0303 123 1113