Last updated: 15 October 2026
This Privacy Policy describes how Repflection ("we", "us", "our") collects, uses, and protects your personal data when you use our website and services. We are committed to protecting your privacy and complying with the UK GDPR and Data Protection Act 2018.
1. Who we are
Repflection is an online reputation management service operating in the United Kingdom. For data protection enquiries, contact us at info@repflection.com.
2. What information we collect
We collect personal information you voluntarily provide to us, including:
- Contact details - name, email address and, optionally, phone number, when you submit our contact form or request an audit.
- Service-related information - details about your reputation challenge, the URLs or content you wish to address, and any background context you share with us.
- Technical information - IP address, browser type, device information, and pages visited (collected automatically via essential cookies and standard server logs and, only if you accept analytics cookies, via Google Analytics 4 analytics cookies).
- Communications - the content of emails and messages exchanged with our team.
3. How we use your information
We use your personal data only for the following purposes:
- To respond to enquiries and deliver the services you request.
- To conduct reputation audits and provide recommendations.
- To send service updates, reports, and other communications about your engagement.
- To improve our website and services.
- To comply with legal obligations.
We will never sell your personal data to third parties. We do not use your data for advertising or profiling.
4. Lawful basis
We process your personal data on the following lawful bases under UK GDPR:
- Consent - when you submit a contact form or request an audit, and when you accept analytics cookies.
- Contract - to deliver services you have engaged us for.
- Legitimate interests - to operate, improve, and secure our website and services.
- Legal obligation - where we are required by law to retain or disclose information.
5. Data sharing
We share personal data only with trusted service providers necessary to operate our business (e.g. email hosting, secure storage, website analytics). All providers are bound by data processing agreements and process data only on our instructions.
We may disclose data when legally required, such as in response to a valid court order or regulatory request.
6. Data retention
We retain personal data only as long as necessary for the purposes set out in this policy. Client data is kept for as long as we work together and afterwards only for as long as we need it for legal, accounting or regulatory purposes. Enquiries that don't lead to an engagement are deleted once they are no longer needed.
7. Your rights
Under UK GDPR you have the right to:
- Access - request a copy of the personal data we hold about you.
- Rectification - ask us to correct inaccurate data.
- Erasure - request deletion of your personal data, subject to legal retention requirements.
- Restriction - ask us to limit how we use your data.
- Portability - receive your data in a machine-readable format.
- Object - object to processing based on legitimate interests.
- Withdraw consent - at any time, where processing is based on consent.
To exercise any of these rights, email info@repflection.com. We will respond within one month.
8. Security
We implement industry-standard technical and organisational measures to protect your personal data, including encryption in transit, secure storage, access controls, and regular security reviews. No method of transmission or storage is 100% secure, but we work to protect your data against unauthorised access, alteration, disclosure, or destruction.
9. International transfers
Where personal data is transferred outside the UK or EEA (e.g. to service providers in the US), we ensure adequate safeguards are in place, including UK Standard Contractual Clauses or equivalent legal mechanisms.
10. Cookies
Our website uses cookies. See our Cookie Policy for details.
11. Complaints
If you believe we have not handled your data properly, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk. We'd appreciate the opportunity to address your concerns first by emailing info@repflection.com.
12. Changes to this policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent version. Material changes will be notified to active clients by email.