Privacy Policy | Fireheart Events Marketing Agency in Warrington

The purpose of this policy is to outline Fireheart Digital Ltd's policy regarding the processing, protecting and maintaining of data, both of the Fireheart Digital Ltd website visitors, partners and client information. This policy is in accordance with the United Kingdom General Data Protection Regulation (UK GDPR), combined with the Data Protection Act 2018 and the Data (Use and Access) Act 2025, the purpose of which is to protect the rights and privacy of individuals, and to ensure that data about them are not processed without their knowledge. Fireheart Digital Ltd (was real5 Digital) is committed to ensuring that your privacy is protected.

Your personal information
Fireheart Digital Ltd holds and processes important information about its partners and clients. This information may include, but is not limited to:

Name and job title
Contact information, including telephone and email address
Demographic information such as postcode, preferences, and interests

Lawful Basis for Processing
We believe in "Privacy by Design." We only collect the data and information we absolutely need to deliver results for our clients. We process your data under the following specific legal bases:

Consent: Where you have explicitly opted in (e.g., newsletter signups).
Contractual Necessity: To fulfil our service obligations to you.
Legitimate Interest: For essential business operations, security, and B2B marketing (categorised as "Recognised Legitimate Interests" under 2026 UK Law).

We are committed to maintaining the highest levels of confidentiality. While our standard privacy measures protect all client data and information, we invite our partners and clients to submit their preferred NDA/DPA for our signature before exchanging proprietary business information.

Data Retention & Sharing

Retention: Internal records are retained for 7 years for tax and legal compliance. Data is stored securely until it is no longer required or no longer in use.
Administrative Support: We work with Emma at Virtual Assistant ETC, who assists us with administrative tasks. Emma has access to your information solely to undertake work that we request, ensuring your information is handled responsibly and securely. A data protection agreement has been signed to ensure your personal information is protected.
Third Parties: We will not sell, distribute, or lease your personal information to third parties unless we have your permission or are required by law to do so.
Fair Treatment: Fireheart Digital is committed to ethical business practices. Every client, regardless of the size or scope of their project, is treated fairly and with the same high standard of professional care and data protection.

Data Subject Rights & Formal Complaints
In accordance with the 2026 UK data standards, you have the following rights:

Right of Access: Request details of personal information we hold about you.
"Stop the Clock" Provision: We reserve the right to pause the one-month response limit if we require further clarification to fulfil a complex request.
Right to Rectification: If you believe any information is incorrect, email stacey@fireheartevents.co.uk for prompt correction.

Formal Complaints Procedure
If you have a grievance regarding how your data is handled, please follow our formal process:

Submission: Submit your complaint in writing to stacey@fireheartevents.co.uk with the subject line "Formal Data Complaint."
Acknowledgement: We will acknowledge receipt of your complaint within 30 days as required by the Data (Use and Access) Act 2025.
Investigation: We will conduct an internal investigation and provide a full written response within 30 days of acknowledgement.
Escalation: If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

AI & Automation Transparency Statement

We leverage advanced marketing and AI technologies, including Google Gemini, ChatGPT, Canva, CapCut, and integrated CRM features, to optimise our creative workflows and enhance the quality of our content. To ensure these tools are used responsibly, we adhere to the following principles:

Human Oversight: AI is a collaborator, not a replacement. Our team brings 30 years of collective experience to every project, providing the strategic marketing and web design thinking that AI cannot replicate. Every AI-generated output is strictly reviewed, edited, and supervised by our professionals to ensure accuracy, quality, and brand alignment.
No Automated Profiling: We do not use AI to make automated legal, financial, or significantly impactful decisions regarding individuals without direct human intervention.
Your Right to Review: You have the right to request a human review of any AI-influenced output that directly affects the service provided to you. While AI provides speed, our team provides strategy, and your input is the final essential. To ensure our content is correct, we rely on our clients for: Industry-Specific Insights: Your "on-the-ground" perspective of your market. Real-Time Updates: Notifying us of changes in your business or industry trends that AI models (which have data cutoff points) may not yet know.
Value & Efficiency: AI helps us work more efficiently and keep your marketing retainers cost-effective, but it never replaces our team's oversight.
Data Integrity & Safety: Your privacy is a priority. We maintain strict protocols to prevent sensitive personal data from being entered into public AI models, ensuring your information remains secure.

Cookies & Tracking
We use cookies to improve the user experience. You can give explicit permission or deny cookies. See the green fingerprint icon (bottom left). Find out more

We utilise tracking software to monitor visitor activity and gain a better understanding of how the site is used. The tools we use include Google Analytics, LeadInfo, and Hotjar. Under 2026 regulations, non-intrusive analytics are enabled by default for site performance, but you maintain an absolute right to opt out via our cooking settings. These tools may place a cookie in your browser to track and monitor your engagement and website usage. However, they do not save or collect personal information.

Downloads & Media Files
Any downloadable files are provided at your own risk. We advise users to verify authenticity using anti-virus software. We cannot be held liable for the content or security of external links (e.g., bit.ly links or third-party partner sites).

Recording of Meetings
To ensure accuracy in project delivery and to streamline workflows, we may record video or audio calls (via Otter, Google Zoom, Teams, or CRM tools).

Purpose: Recordings are used for internal transcription, note-taking, and project reference only.
Consent: You will be notified via an on-screen prompt or by our team at the start of any recorded session.
Your Rights: You have the right to request that a recording be stopped or deleted at any time. Recordings are stored securely and deleted once they are no longer required for the project scope.

Email Marketing & International Transfers
We use Go High Level (a US-based company) as our CRM and email provider. Data transferred to the US is protected under the UK-US Data Bridge and specific International Data Transfer Agreements (IDTA) to ensure your rights remain protected outside of the UK.

We operate an email marketing service to keep our partners, clients, network, and subscribers informed about the products, services, and news we provide. Personal information, such as name, email, and telephone number, collected through our website contact forms or CRM system, is stored securely and used solely for this purpose.

You can unsubscribe at any time by clicking the “unsubscribe” link included in our emails or by contacting us directly at stacey@fireheartevents.co.uk

Email marketing messages may contain tracking beacons / tracked clickable links, or similar server technologies to track subscriber activity.

Where used, such marketing messages may record a range of subscriber data, including engagement, geography, demographics, and already stored subscriber data.

External Website Links & Third Parties

Although we only include quality, safe, and relevant external links, users are advised to exercise caution before clicking any external links on this website. (External links are clickable text/banner/image links to other websites)

Shortened URLs; URL shortening is a technique used on the web to condense Uniform Resource Locators (URLs) into something substantially shorter. This technique is primarily used on social media and resembles the following example (http://bit.ly/zyVUBo). Users should take caution before clicking on shortened URL links and verify their authenticity before proceeding.

We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should note that clicking on external links is done at their own risk, and we cannot be held liable for any damages or consequences arising from visiting any external links.

Social Media Policy & Usage

We adopt an internal social media policy to protect client data. Our team, partners and clients are advised to conduct themselves appropriately when engaging on social media.

There may be instances where our website features social sharing buttons, which enable users to share web content directly from web pages to their respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page.

We will never request passwords via social platforms.

Resources & Further Information –

v.4.0 Feb 2026 Edited & customised by: Fireheart Digital Ltd