Privacy policy

This general privacy policy is applicable to anyone who communicates with us directly, and/or via our website at

How do we collect information?

We collect information from you when you visit our website, via our newsletter sign-up form or Digital Declutter PDF download form, when you fill out the contact form on our website, when you accept a quote from us, via emails with us and via any other online and/or in person contact between you and any member of the Wholegrain Digital team.

What information do we collect?

The type of information that we collect online is detailed below. When we begin working with you on any project, you may also be asked to provide:

  • Your company account details  – to allow us to process your order
  • Your website credentials – so that we may reasonably access your website to carry out our work.

If you are applying for a job role with us, we request that you send your CV by email, so would collect any and all the information that you provide us within this document.

Website visitors only

When filling out any form on our website you may be asked to enter your: Name, email address, your company name and details, any project brief as needed, and your current website address. You may, however, visit our site anonymously.

Like most websites, we use cookies to enhance your experience, gather general visitor information and track visits to our website. Please refer to the ‘do we use cookies?’ section below for information about cookies and how we use them.

What do we use your information for?

Apart from for carrying out the work outlined in any service contract we have with you, the information we collect from you may also be used in any of the following ways:

To improve customer service

Your information helps us to more effectively respond to your customer service requests and support needs.

To process your job application

If you send your CV as part if an application to work with Wholegrain Digital, then this information you provide will be used to determine whether to in invite you in for an initial interview. For more information on how we handle your personal data regarding job applications, please refer to our recruitment privacy notice.

To send periodic emails

If you have provided your email address via the newsletter sign-up form only, then we would only ever send your monthly issue of Curiously Green, occasional special editions and/or competition details. In this case, your information would not be shared with any third party partners other than our email newsletter platform.

If you have entered your email address to request the Digital Declutter PDF download, we will only email you the requested file, and any future updates relating to it. We will not use your details for any other purposes unless you have specifically opted in for us to do so.

The email address you provide when we begin working together for order processing may be used to send you information and updates pertaining to your project, in addition to receiving our quarterly client update newsletter and occasional important updates* about issues that may affect your project and/or your existing website. We may also send occasional customer satisfaction surveys to ensure we continue to improve the service we provide to you as our client.

If at any time you would like to unsubscribe from receiving future emails from us, we include detailed unsubscribe instructions at the bottom of every non-personal email.

*Any urgent all-client update emails would only be sent when we reasonably determine that there is an issue that all clients need to be immediately aware of.

Website visitors only

Information that we receive as a result of your visiting our website, which would only be collected in aggregate so your details would remain anonymous, may be used:

To personalise your experience

Your information helps us to better respond to your individual needs.

To improve our website

We continually strive to improve our website offering, based on the information and feedback we receive from you.

Do we use cookies?

Yes. Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your web browser that (if you allow) enables the site’s or service provider’s systems to recognise your browser and capture and remember certain information. You can find more info on how to control cookies on your computer at

How do we protect your information?

We implement a variety of security measures to maintain the safety of any personal information that you share with us.

These security measures include:

  • Ensuring we only store your information within our own, or trusted third party’s password protected, encrypted directories and databases
  • Security scanning to actively protect our servers from hackers and other vulnerabilities
  • A secure server. All supplied sensitive/credit information is transmitted via Secure Socket Layer (SSL) technology and then encrypted into our Payment gateway provider’s database is only accessible by those authorised with special access rights to such systems. After any transaction, your private information (credit cards, social security numbers, financials, etc.) will not be stored on our servers
  • All of those who have access to your personal data are bound by strict contractual confidentiality agreements to ensure your information remains safe at all times.

Do we disclose any information to outside parties?

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in operating our website, conducting our business or servicing you, so long as those parties agree to keep this information confidential. The below list outlines those we currently share data with, with links to their GDPR compliance information:

We would only release your information if required to do so to comply with the law, to enforce our site policies, or protect ours or others’ rights, property or safety.

Your rights

You have the right to request updates to your information, as well as the ‘right to be forgotten’, in accordance with European law. Any requests to update or delete data should be sent to [email protected] and will be responded to within 30 days.

We reserve the right to retain any data that may be reasonably required by law (e.g. data required to process our accounts for tax purposes).


We have taken the necessary steps to ensure that we are compliant with the European General Data Protection Regulation, applicable from 25 May 2018. Our Data Compliance Officer is Tom Greenwood.

Your Consent

By using our site, you consent to our privacy policy as it pertains to any online activity with us.

When we begin working on a project with you, signing our initial contract indicates your consent to our using your data as outlined in the terms and conditions of our contract, and in this privacy policy.

Changes to our Privacy Policy

If we decide to change our privacy policy, we will post those changes on this page, and/or update the Privacy Policy modification date below. Policy changes will apply only to information collected after the date of the change.

This policy was last updated on 30th March 2020.

Contacting Us

If there are any questions regarding this privacy policy, you may contact us at [email protected].