Legal

Privacy Notice

In the meantime, if you have any questions about how we work or how we look after your information, email hello@promoflyers.com and we’ll give you a straight answer.

Who we are

PromoFlyers is operated by Jon Rees, a sole trader based in Bristol, England.

Address for correspondence and service of notices:
7 Avondowns Court, 7-9 Alma Vale Road, Clifton, Bristol, England, BS8 2HL

Email: hello@promoflyers.com

Last updated: 4 August 2026

1. Who we are

1.1 The data controller is Jon Rees, a sole trader trading as PromoFlyers, of 7 Avondowns Court, 7–9 Alma Vale Road, Clifton, Bristol, England, BS8 2HL.

1.2 Contact for anything in this notice: hello@promoflyers.com.

2. Registration

2.1 We process personal data in accordance with UK data protection law, including the UK GDPR and the Data Protection Act 2018.

3. The personal data we collect

3.1 Account and order data: your name, business name and trade, email address, and the details of orders you place with us.

3.2 Artwork: files you upload for print. Artwork may incidentally contain personal data (for example, a proprietor's name or photograph); we treat it as part of your order.

3.3 Payment data: payments are processed by Stripe. We receive confirmation of payment and limited card metadata (such as card brand and last four digits) but never your full card number.

3.4 Booking session data: temporary identifiers stored in your browser so that a space you reserve stays yours while you complete an order and after a page refresh. These are functional, expire with the booking window, and are not used to track you across other sites.

3.5 Interest registrations: if you register interest in an area we have not yet launched, we record your contact details and the area, so we can tell you when it opens.

3.6 Correspondence: emails and messages you send us.

3.7 Prospect data (businesses we approach): for business-to-business marketing we may hold a business's name, trade, publicly available business contact details, the lawful basis we rely on, any consent and its date, the date we last screened telephone numbers against the TPS/CTPS registers, and whether the business has asked not to be contacted.

4. Why we process it, and our lawful bases

4.1 To perform our contract with you: creating your account, taking and fulfilling orders, printing and distributing your advertisement, sending service emails (order confirmations, artwork status, edition updates, billing and cancellation information).

4.2 Legitimate interests: operating and improving the service; preventing fraud and misuse; keeping business records; and marketing our services to businesses in accordance with clause 5.

4.3 Consent: where you have given it — for example, responding to an invitation with a claim code, or registering interest in an area. You can withdraw consent at any time.

4.4 Legal obligation: keeping accounting and tax records, and complying with lawful requests.

5. Business-to-business marketing

5.1 We market only to businesses. Our approach follows the Privacy and Electronic Communications Regulations (PECR):

5.2 We may send unsolicited marketing email only to corporate subscribers (such as limited companies) at organisational addresses. We do not send cold marketing email, SMS, WhatsApp or social-media direct messages to sole traders or partnerships, and we do not use website contact forms for marketing.

5.3 Where we telephone businesses, we screen numbers against the TPS and CTPS registers no more than 28 days before calling.

5.4 Every marketing message tells you who we are and how to opt out. If you opt out, we add you to our suppression list so you are not contacted again.

6. Who we share data with

6.1 We use service providers who process data on our instructions: Stripe (payments), Resend (email delivery), Airtable (order and customer records), and our hosting providers (Railway and Cloudflare). Print and distribution partners receive what is needed to print and deliver editions — normally your artwork, not your account data.

6.2 We do not sell personal data.

6.3 We may disclose data where the law requires it, or to professional advisers under confidentiality.

7. International transfers

7.1 Some providers in clause 6.1 process data outside the UK. Where they do, transfers are protected by safeguards recognised under UK law, such as adequacy regulations or the International Data Transfer Agreement / Addendum.

8. How long we keep data

8.1 Order, billing and correspondence records: 6 years from the end of the tax year they relate to, for tax and accounting purposes.

8.2 Artwork: for as long as your account is active or your advertisement may re-run, then deleted on request or in routine clean-up.

8.3 Booking session identifiers: expire automatically with the booking window.

8.4 Interest registrations: until the area launches and we have contacted you, or until you ask us to remove you.

8.5 Suppression list entries: kept indefinitely, because their purpose is to make sure we do not contact you.

9. Your rights

9.1 You have the right to ask for access to your personal data, correction, erasure, restriction, portability, and to object to processing based on legitimate interests, including marketing (objections to marketing are always honoured).

9.2 To exercise any right, email hello@promoflyers.com. We will respond within one month.

9.3 You can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to resolve any concern first.

10. Cookies and similar technologies

10.1 Our site uses only functional storage: the booking session identifiers in clause 3.4 and settings needed to make the site work. We do not use advertising or cross-site tracking cookies. If that changes, this notice and the site will say so first.

11. Changes to this notice

11.1 We will post any changes here with a new "last updated" date, and for significant changes we will tell account holders by email.