Privacy Policy

Last updated: 12th May 2026

1. Introduction

I am committed to protecting your privacy and handling your personal information responsibly. This policy explains what information I collect, why I collect it, how I use it, and what your rights are.

I have written this in plain English. If anything is unclear, please get in touch at hello@themagicphrase.com. This policy applies to themagicphrase.com and all associated subdomains.

2. Who I Am

I am Jim Wade, trading as The Magic Phrase / Copyjim Ltd, based in UK. I am the data controller for the purposes of UK data protection law.

Contact: hello@themagicphrase.com

3. Legal Framework

I process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

4. What Information I Collect

When you contact me through my website or by email, I collect:

• Your name
• Your email address
• Your phone number, if you provide it
• Details of the service you are enquiring about
• Any other information you choose to share with me

If you become a client, I also collect and retain information necessary to fulfil our contract, including project details, billing information, and correspondence.

I do not knowingly collect sensitive personal information.

5. Why I Collect It and My Legal Basis

I collect and use your information on the following bases:

• Consent – when you contact me through my website, you are consenting to me using your details to respond to your enquiry
• Contract – if you engage my services, processing your data is necessary to fulfil our agreement
• Legal obligation – where I am required to retain records by law, for example for tax purposes

6. How I Use Your Information

I use your information to:

• Respond to your enquiry
• Provide the services you have engaged me for
• Send you project updates and correspondence relevant to our work together
• Issue invoices and manage payments
• Comply with my legal obligations

I do not use your information for marketing without your explicit consent, and I do not sell or share your data with third parties for marketing purposes.

7. Third-Party Processors

I use a small number of trusted third-party services that may process your data on my behalf:

• Hover – used to send transactional emails from both my website and my invoicing system, including contact form responses, invoices, quotes, and payment notifications. Hover processes email data on my behalf and is contractually bound to handle it securely.
• ConvertKit – used to send newsletter emails.
• Cloudflare – provides DNS, security, and content delivery services for my website. Cloudflare may process technical data such as IP addresses as part of its security and performance functions.
• Rocket.net – provides the virtual private server infrastructure on which my website and other services run.

None of these providers are given access to your personal information beyond what is strictly necessary to provide their services.

8. Data Storage and Security

Data storage and security is handled by the respective suppliers: Hover, ConvertKit, Cloudflare, and Rocket.net.

9. How Long I Keep Your Information

• Enquiries that do not lead to a project – I retain your information for up to 12 months, after which it is deleted.
• Client records – I retain project correspondence and billing records for 6 years following the end of our working relationship, in line with HMRC requirements.

10. Your Rights

Under UK data protection law, you have the right to:

• Access the personal information I hold about you
• Request corrections to inaccurate data
• Request deletion of your data, where I’m not legally required to retain it
• Restrict how I process your data
• Object to processing based on legitimate interests
• Withdraw consent at any time, where consent is the basis for processing

To exercise any of these rights, contact me at hello@themagicphrase.com. I will respond within one calendar month.

11. Cookies

My website uses one cookie. Full details are in my Cookie Policy.

12. Changes to This Policy

I may update this policy from time to time. Any changes will be published at themagicphrase.com/privacy-policy with an updated date at the top. Please check back periodically.

13. Complaints

If you have a concern about how I handle your personal data that I have not resolved to your satisfaction, you have the right to complain to the Information Commissioner’s Office (ICO). Website: ico.org.uk