Privacy Policy

We collect personal data when you use this website. Some of the personal data is freely provided by users, whilst some of it is collected automatically.

The data that we collect includes the following:

  • Usage data
  • Email address
  • First name
  • Last name
  • Phone number
  • IP address

We use this data to do the following:

  • Improve our website by analysing user behaviour
  • Contact our users
  • Interact with our users on external social networks and platforms

If any other data collection occurs, it will be described at that point. Extension Team is not responsible for any third-party data submitted by users.

How and where your data is stored

At Extension Team, we use and store your data according to the GDPR (don't say that the EU never did anything for you!) and take reasonable security measures to prevent your data from being accessed by unauthorised individuals.

Your data will be stored on our Data Processors' secure servers. Your data may also be accessed by employees.

Keeping your data safe

The internet is not 100% free from security risks. While we take security very seriously and train our team members on how to protect user data, we cannot guarantee that your data is secure. Any data that is sent to us is done at the user's own risk.

Any payments made through this website, however, will be encrypted.

Your data and the government

We may be legally obligated to hand over your data to public authorities (not that the NSA doesn't know everything about everyone already).

Your rights

You have the right to ask us what information we are storing about you, as well as to ask to be forgotten (have your data erased). Any requests to do so should be sent to We will comply with all requests within 1 month.

Links to other websites

This privacy policy only applies to this website. You should be aware that although we link to third-party websites, they have separate privacy policies unaffected by our own. If you come to the Extension Team website via a link from a third party website, they may also send us personal information about you.

Changes to our privacy policy

We reserve the right to change our privacy policy at any time. Changes will be listed here and you are advised to check this page often for updates. If you do not approve of a change to our privacy policy, you should stop using our website immediately.

By continuing to use our website and freely submitting your data to us, you agree to our privacy policy.

GDPR Data and Information Policy

We are extremely transparent about how we hold and use data.

The information we hold is:

Client Information

  • Information enabling us to run their marketing campaign. Including names, phone numbers, email addresses, business address (or home address if working from home)
  • Website logins (where supplied)
  • Social media logins (where supplied)
  • Domain and hosting logins (where supplied)
  • Advertising account logins (where supplied)
  • Analytics logins (where supplied)

All of this information is gathered from the client in a Onboarding Questionnaire sent to them at the start of the campaign. It is hosted inside various spreadsheets in Google Drive, which the staff working on the campaign have access to.

Elements are also kept inside HubSpot (our CRM), Quickbooks (our accounting software), Asana (our Project Management software), and Slack (our chat software). Their data processing terms and conditions are available on their websites.

Leads and Contacts

If you request a marketing review from us, sign up for any of our free resource (i.e., checklests, guide books, or other lead magnets), register to receive our marketing training, or enquire about using our services, we will retain some or all of the following data:

  • Name
  • Address (if purchased)
  • Email address
  • Phone number (if provided)
  • Declared business information, including target turnover

This information is collected through:

  • Our website:
    • The free marketing review questionnaire asks visitors for the information necessary for us to carry out the review
    • Free resource forms allow people to sign up with their name and email address to receive the digtial product(s) that was advertised
    • Registration forms for our marketing training which includes being added to our email list to receive tips and advice

Lead information is shared between staff members responsible for sales, marketing, and accounting.

Data Consent

We always make clear on email capture forms that the data we collect will be used for follow up marketing ("Join the dojo"). On Kickstart Questionnaires and other forms, we specify how the data submitted will be used.

On all forms, we make it clear that consent can be withdrawn at any time by contacting us.

The basis for processing client data is Contract. The basis for processing lead/contact data is Consent and/or Legitimate Interest.

Data and Privacy Notice

We store the data you submit to us in our email marketing software so that we can send you relevant information and training to help you with your marketing.

You can remove your consent to receive this information at any time by clicking the link at the bottom of the email. If you would like to be 'forgotten' and have your data erased, simply reply to any email from us requesting this and we will handle this for you within 1 month.

Data Policy

Extension Team only collects and stores information from clients necessary for us to carry out the marketing work that we are required to carry out. This information is available to the team working on the campaign and other staff in the company who might need it for the purposes of accounting, administration or helping with the marketing work.

We also collect and store information from contacts and leads in order to provide relevant marketing training, advice, and sales recommendations. This information is available to staff across the company.

The information we store about each client or contact is available to that client or contact on request, and we will delete any data when requested by them.

All client or contact information is held only in the designated cloud software applications (Google Drive, Infusionsoft, Gmail, Slack, Asana). Information and data should never be stored locally on staff computers in documents not controlled by these cloud apps, and team members receive training on the importance of not storing data locally.

Risks and Impact Assessment

  • Risk: Staff computer or account hacked, and contact information accessed
    • Impact: client data leaked and shared online. Potentially websites hacked and personal data leaked.
    • Mitigation: where possible, data is stored in cloud services like Google Drive which have login protection and two-step verification when accessed from new locations or IP addresses. Staff required to change all passwords every 3 months.
  • Risk: Staff member leaves and takes personal data with them
    • Impact: client data leaked and shared online. Potentially websites hacked and personal data sold
    • Mitigation: offboarding process which quickly removes access once staff member is terminated.


All staff are trained on the following:

  • Password and account security
  • Data handling (including data storage methods and types of data to never store)
  • Device security

Breach Notification

A data breach can be something which leads to the destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored, or otherwise processed.

If any staff members notice that this has happened they are required to immediately notify their manager. Following notification of a breach, we will:

  • Assess the impact of the breach
  • Notify the relevant parties immediately
  • Investigate the cause of the breach
  • Rectify any security vulnerabilities or processes to minimise the chance of this happening again

Right of Access

If an individual requests access to their personal data, this request is to be immediately passed to the Data Protection Officer who will:

  • Confirm the data being processed
  • Provide full access to their data stored in our various softwares, via email.

We will respond to all such requests within 1 month.

Data Disposal

Individuals have the right to be forgotten and can request that their data is erased. We will erase all records held for that individual/company including:

  • CRM records
  • Campaign documents and files
  • Slack channel

Data Processor Contracts

We have written contracts with our data processors governing the processing of personal data.

Information Security Policy

Every staff member is required to adhere to this policy and to abide by our data guidelines:

  • Personal data must not be stored on your personal devices
  • Passwords must be changed on the three-monthly cycle and at any other time when management requests
  • No data should be collected and retained other than what is necessary to carry out the work that has been requested of us
  • Any requests for access to data, requests to be forgotten, reports of a breach, or any other matter relating to management of or access to personal data should be immediately passed to legal+security [at] (that's an email address).