Privacy notice

This notice explains how we use personal information when you visit parishdigital.co.uk, ask us about a council website, or become a client. It is written for clerks and councillors. It is not a consumer privacy notice.

Who we are

Parish Digital is a trading name of Room Filler Ltd. Room Filler Ltd is the data controller for personal information collected through this website and for our own client records. The company is registered in England and Wales.

• Company number: 14967234
• Registered office: Office 2b Bank Chambers, Belgrave Square, Darwen, BB3 1BU
• ICO registration number: ZB709086
• Email: info@parishdigital.co.uk

We have not appointed a data protection officer. For a question about this notice, or to use your rights, email info@parishdigital.co.uk.

Room Filler Ltd is established in the United Kingdom. We have not appointed a representative in another country.

What we collect, why, and for how long

We only collect what we need to answer a council and, if you appoint us, to do the work and keep proper records.

• Enquiries and quotes. The contact form asks for your name, role, council or organisation, council type, email, and message. It can also include an optional phone number, your current website address, an approximate precept band, the package you are interested in, and how you heard of us. The form is sent to our server, which emails it to info@parishdigital.co.uk. We also keep emails you send us. Lawful basis: legitimate interests, so we can read and reply to a business enquiry, and taking steps at your request before a contract, where you ask for a quote or to appoint us. The legitimate interest is replying to an organisation that has asked us about a website, and keeping a record of that conversation. We keep enquiry records for up to 2 years, unless they become part of a client file.
• A look at your current site. There is no separate website-check form. If you give us your current web address, we may look at the public pages so we can reply properly. Lawful basis: legitimate interests. We keep any notes with the enquiry, for up to 2 years, unless it becomes part of a client file.
• Client and billing records. If a council instructs us, we keep the contact details, the agreement, invoices, and payment records. Lawful basis: contract, so we can supply the website service, and legal obligation, so we can keep tax records. We keep contracts and invoices for 6 years after the contract ends.
• Cookie choice. If you use the cookie banner, we store Accept or Reject non-essential in a first-party cookie named pd_cookie_consent, for 12 months. It is strictly necessary so we can remember that choice. Lawful basis: legitimate interests in honouring a choice you asked us to store. We do not use it for analytics.
• Analytics. This website does not use analytics cookies or an analytics tool, and it does not load a non-essential script. If we add one, we will update this notice and the cookie page first, and we will not load it until you choose Accept.

Whether you have to provide it

You do not have to give us personal information. There is no statutory requirement to use the enquiry form. If you do not, we cannot reply to that enquiry or prepare a quote. If a council appoints us, we need the contact and billing details in the agreement so we can do the work and keep the records the law requires.

Where the information comes from

We get it from you, when you use the enquiry form, email us, or phone us. We do not buy personal information. If someone at your organisation gives us your name and work email so we can reply, that person is the source. If you give us your current website address, we may look at the public pages. We only note what we need to answer you.

Automated decisions

We do not use automated decision-making, and we do not use profiling.

Who else sees it

We use a small number of suppliers. We do not sell your information.

• Enquiry email delivery. The contact form is delivered by Elastic Email (Elastic Email Inc., a Canadian company). Elastic Email says it hosts data in Canada, the United States and the European Union, so the message can be processed outside the UK. The email is plain text. We turn off open and click tracking on it.
• The inbox. Messages to info@parishdigital.co.uk are stored by Rackspace, which hosts that mailbox.
• This website. parishdigital.co.uk is hosted by Railway (Railway Corp), in the United States.
• Council websites we host. WordPress sites we run for councils are hosted by Cloudways. See the section below. That is separate from information you send us about an enquiry.
• .gov.uk domains and email. Where a council asks us to help with a .gov.uk domain, we work with Krystal Hosting, an approved registrar. We are not a registrar. Krystal will have the details needed to register the domain.
• Analytics. None at present.
• Professional advisers, or a public authority, if the law requires it.

Transfers outside the UK

Railway Corp hosts this website from the United States. Elastic Email can process an enquiry in Canada, the United States or the European Union. Where a supplier processes personal information outside the UK, including Rackspace for the info@parishdigital.co.uk mailbox and Cloudways for a council website, we use a UK transfer safeguard: the UK Addendum to the EU standard contractual clauses, or the International Data Transfer Agreement (IDTA). We do not claim a specific certification for those transfers.

Marketing

We follow the Privacy and Electronic Communications Regulations. We may email a council address about similar website services. Each message will say who we are. You can object, or unsubscribe, at any time by emailing info@parishdigital.co.uk. We will not email a personal address for marketing unless that person has agreed. We keep a short note of an objection for as long as we need it so we do not contact you again.

Your rights

Under UK GDPR you can ask us to:

• give you a copy of the personal information we hold about you (access)
• correct it (rectification)
• delete it (erasure)
• limit how we use it (restriction)
• stop using it for legitimate interests or for direct marketing (objection)
• provide it in a portable format where the basis is contract or consent (portability)

Email info@parishdigital.co.uk. We will respond within one month. You do not have to pay. We may ask for enough information to be sure we are writing to the right person.

Withdrawing consent

Where we rely on consent, you can withdraw it at any time. That does not affect the lawfulness of anything we did before you withdrew it.

• Cookie choice: use Cookie settings in the footer. Accept and Reject non-essential are shown in the same way. There is no pre-ticked box. Nothing non-essential is loaded before you choose Accept. The choice lasts 12 months, then we ask again.
• Marketing to a personal email address: email info@parishdigital.co.uk and we will stop.

The tick box on the enquiry form is an acknowledgement that you have read this notice. It is not the lawful basis for the enquiry. That basis is legitimate interests, and steps before a contract where you ask for a quote. You can object to the use based on legitimate interests. Where that is the basis, the right is to object, rather than to withdraw consent.

You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would like to put things right first if we can.

When we host a council website

This section is separate. It is about the council’s own website, not about this marketing site.

If we design, host, or support your council’s WordPress site, the council is the controller of personal information on that site (councillors’ details, enquiry inboxes, and anything else the council publishes or collects). We are the processor. We only handle that information on the council’s instructions. The terms include the processor clauses required by Article 28 of the UK GDPR. The council should have its own privacy notice for its residents.

Last updated: 23 October 2026