PixelShopWho We Are
PixelBay Agency is a UK-based web design and development studio operating as a sole trader under the trading name PixelBay Agency, based in Yorkshire, UK.
For the purposes of UK data protection law, PixelBay Agency is the data controller for personal information collected through this website.
You can contact us at any time regarding data and privacy matters:
- Email: hello@pixelbay.uk
- Location: Yorkshire, UK
- Website: pixelbay.uk
This policy applies specifically to pixelbay.uk. Our other brands - PixelCRM, PixelSEO, PixelBot, PixelZip and PixelKit - each operate their own separate websites with their own privacy policies. Please refer to those sites directly for their respective policies.
What Information We Collect
We keep this simple. We only collect information that you actively give us. We do not track you, profile you or collect data in the background.
Information you give us directly
When you use our contact form or project enquiry form, you provide us with:
- Your name - so we know who we're talking to
- Your email address - so we can reply to you
- Your phone number - if you choose to provide one
- Details of your project or enquiry - so we can give you a relevant response
- Your website domain - where relevant to your enquiry
- Budget and timeline information - if provided via the enquiry form
WhatsApp and email
If you message us on WhatsApp or by email, we receive your name, number or email address and what you send us, and we use them to reply. WhatsApp is run by WhatsApp (Meta) under its own privacy policy.
Newsletter sign-up
If you sign up to our newsletter, you give us your name and email address. We store these to send you occasional updates, and you can unsubscribe at any time.
Information collected automatically
When you visit pixelbay.uk, our web server logs standard technical information including your IP address, browser type and the pages you visit. This is standard server log behaviour and is not used to identify you personally. These logs are held temporarily and overwritten automatically.
We do not use Google Analytics, Facebook Pixel, advertising trackers, heatmapping tools or any other third-party analytics or tracking scripts on this website. What you do on our site stays between you and us.
What we do not collect
- Payment or financial information - we do not take payments through this website
- Sensitive personal data such as health information, ethnicity or political views
- Data from children - our services are not directed at anyone under 18
- Location data beyond the country level inferred from server logs
How We Use Your Information
We use the information you send us to respond to your enquiry and discuss your project, and if you become a client, to provide our services to you. If you sign up to our newsletter, we also use your name and email address to send you occasional updates.
| What we use | Why we use it | Legal basis |
|---|---|---|
| Your name and email | To reply to your enquiry personally | Legitimate interest |
| Project details | To provide a relevant quote or response | Legitimate interest |
| Phone number | To message you on WhatsApp if you'd like us to | Consent (you provide it voluntarily) |
| Newsletter name and email | To send you occasional updates | Consent (unsubscribe at any time) |
| Server logs | Standard server operation and security | Legitimate interest |
We will never sell your data, share it with third parties for marketing purposes, add you to mailing lists without your explicit consent, or use it for any purpose other than responding to your enquiry or sending updates you have signed up for.
Quotes, Agreements and Project Pages
If you ask us for a quote or become a client, we hold a little more, all in our own private admin system on UK servers:
- Quotes - your quote has a private link. If you accept online, we record the time and your IP address as a record of acceptance.
- Your project page - opened with a one-time code we email you. Codes expire after 15 minutes and are stored only in scrambled (hashed) form.
- Signing your agreement - we record the name you type, your email address, the time, your IP address and device (browser) details, and a fingerprint (SHA-256) of the exact agreement you signed. You receive a PDF copy by email.
- Invoices and PDFs - quotes, agreements and invoices are stored as PDFs with your client record, and emailed to you.
We use this to provide our services and keep a clear record of what was agreed. The legal basis is the performance of our contract with you, and our legitimate interest in keeping accurate business records.
How Long We Keep Your Information
We believe in keeping data only for as long as it is genuinely needed. We do not hold onto your information indefinitely.
- Contact enquiries and quotes - kept in our private admin system so we can reply and follow up. If we don't end up working together, they are deleted automatically after 2 years, or sooner if you ask.
- Client project information - if we work together, we retain relevant project correspondence and files for the duration of our working relationship and for a reasonable period afterwards in case of queries.
- Signed agreements and the record of signing - kept for 6 years after our working relationship ends, as evidence of what was agreed.
- Copies of emails we send - a log of the emails our system sends (who to, subject and when) is kept with the client or enquiry it relates to.
- Newsletter sign-ups - kept until you unsubscribe or ask us to remove you.
- Billing information - invoices and payment records are retained as required for standard accounting and legal obligations.
- Server logs - held temporarily by our hosting infrastructure and overwritten automatically. We do not manually review or retain these.
If you would like us to delete any information we hold about you, please get in touch and we will do so promptly where we are not legally required to retain it.
Your Rights Under UK GDPR
Under UK data protection law you have a number of rights regarding your personal information. We take these seriously, will reply within 5 working days and will complete any request within one month.
Right of Access
You can ask us to confirm whether we hold any personal data about you and to provide you with a copy of it.
Right to Rectification
If any information we hold about you is inaccurate or incomplete, you can ask us to correct it.
Right to Erasure
You can ask us to delete personal data we hold about you where we no longer have a legitimate reason to keep it.
Right to Object
You can object to us processing your personal data where we are relying on legitimate interests as our legal basis.
Right to Portability
You can ask us to provide personal data you have given us in a structured, commonly used format.
Right to Restrict Processing
In certain circumstances you can ask us to restrict how we use your data rather than delete it entirely.
To exercise any of these rights, simply email us at hello@pixelbay.uk. We will not charge you for making a request, and will complete it within one month.
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) - the UK's data protection supervisory authority.
Cookies
Cookies are small text files stored on your device by your browser when you visit a website. We have kept our use of cookies to the absolute minimum.
What cookies we use
| Cookie | Purpose | Type | Duration |
|---|---|---|---|
pba_session | Keeps the PixelBay team signed in to the private admin area - never set for public visitors | Essential | Until the browser closes |
pbc_session | Keeps a client signed in to their private project page after entering their emailed code - never set for public visitors | Essential | Until the browser closes |
pba_device | Remembers a trusted PixelBay admin device, only when "keep me signed in" is chosen - never set for public visitors | Essential | 90 days |
If you are a regular visitor to pixelbay.uk, no cookies are set on your device at all. The cookies listed above are only ever set when the PixelBay team signs in to the private admin area, or when a client signs in to their private project page. You will never receive a cookie simply by browsing our website.
What we do not use cookies for
- Tracking or analytics of any kind
- Advertising or remarketing
- Social media integration
- Personalisation or profiling
- Any third-party purposes
Managing cookies
Since we do not set cookies for regular visitors, there is nothing for you to manage or consent to on this site. If you wish to clear any cookies stored by your browser in general, you can do this through your browser settings. Guidance for common browsers:
Third Parties & External Services
We are careful about what third-party services are loaded on our website. Here is a complete picture:
What we do not use
- Google Analytics or any Google tracking services
- Facebook Pixel or Meta advertising tools
- Any advertising networks or remarketing platforms
- External font services such as Google Fonts - we host our own fonts locally
- External icon libraries such as Font Awesome - we use inline SVG icons throughout
- Content delivery networks that could track visitors
- Third-party chat widgets or support tools
- Any social media embeds that could track you
What we do use
| Service | Purpose | Data involved |
|---|---|---|
| UK Web Hosting | Serving this website from UK-based infrastructure | Standard server logs (IP, browser, pages visited) |
| Google Gemini (AI) | Generating answers to questions typed into PixelBot | What you type into PixelBot - not used to identify you |
| SMTP Email | Sending and receiving email including form submissions | Your name and email address when you contact us |
Our website does not make any third-party requests in your browser when you browse it. No external scripts, no external fonts, no external images or assets of any kind are loaded from other domains.
PixelBot
PixelBot is our own chat assistant on this site. Questions you type into it are sent from our server to Google's Gemini AI service to generate an answer. They are not used to identify you, so please don't type personal or sensitive details into it.
Links to other websites
Our website contains links to our family of brands and occasionally to other external websites. Once you leave pixelbay.uk we have no control over those sites and this privacy policy does not apply to them. We encourage you to read the privacy policy of any website you visit.
Our Family of Sites
PixelBay Agency operates several related brands, each with their own website and their own privacy policy. This privacy policy covers pixelbay.uk only.
For information about how each of our other brands handles data, please refer to their individual privacy policies:
PixelCRMpixelcrm.uk/privacy/
PixelSEOpixelseo.uk/privacy.php
PixelBotpixelbot.uk/privacy.php
PixelZippixelzip.uk/privacy.php
PixelKitpixelkit.uk/privacy.php
How We Protect Your Information
We take the security of your personal data seriously and have appropriate technical and organisational measures in place to protect it.
- SSL encryption - all data transmitted to and from pixelbay.uk is encrypted in transit using SSL/TLS
- Secure storage - any data we store is held on secure UK-based infrastructure outside of publicly accessible directories
- Access controls - access to any systems containing personal data is protected by one-time sign-in codes sent by email, with limits on wrong attempts
- Spam protection - our forms use a hidden field, a security token and rate limiting by a one-way hashed version of your IP address, which is never stored in plain text
- Minimal data - we only collect what we actually need, which means there is less to protect in the first place
- Limited third parties - we only use the services listed above to run our website and email, and never share your data for marketing
No system is completely infallible, but we do everything reasonable to keep your information safe. In the unlikely event of a data breach that affects your rights and freedoms, we will notify you and the ICO as required by law.
Contact Us About This Policy
If you have any questions about this privacy policy, want to exercise your data rights, or have a concern about how we have handled your information, please get in touch.
We aim to reply to all privacy-related enquiries within 5 working days, and will complete any request within one month, as required by law.
This policy was last reviewed and updated on 15 October 2026. We may update it from time to time to reflect changes in our practices or legal requirements. Any significant changes will be noted at the top of this page with an updated date.