1. Who I Am
JW Community Websites is operated by Jake Wells as a sole trader ("I", "me", "my"), based in the UK and trading at jwcommunitywebsites.co.uk.
I build, host and maintain websites for village halls, churches, clubs, charities and other community organisations. This policy explains how I collect, use, store and protect your personal data when you visit this website, get in touch, or become a client.
2. What Data I Collect
Data you give me directly: your name, email and phone number when you enquire or commission a build; the name of your organisation and any details I need to write your site's content; any photos, logos, files or updates you send me; and payment details when you pay for hosting.
Where I register a domain or set up hosting on your organisation's behalf, this may also include the domain name, registrant details, and login or account details for services used to run your site.
Collected automatically via the website: your IP address and browser type, which pages you visit (if analytics are ever introduced — see Section 8), and anything submitted through the contact form, which is processed by Formspree.
3. How I Use Your Data
Your data is only used for specific, legitimate purposes: building, hosting and updating your organisation's website, taking payment for hosting, responding to enquiries and update requests, keeping basic financial records for HMRC, and understanding feedback to run the business well.
4. Lawful Basis for Processing
Under UK GDPR, I rely on: Contract (building, hosting and updating the site your organisation has commissioned, or preparing a quote at your request); Legitimate interest (replying to an enquiry); Legal obligation (keeping financial records for HMRC); and Consent (for anything else, such as featuring your organisation's site as an example of my work — which you can withdraw at any time).
5. Who I Share Your Data With
Personal data is shared only where necessary: with Formspree (processes contact form submissions), hosting and domain registration providers, a payment provider for monthly billing (I never store full card details myself), and HMRC or UK regulators where legally required.
6. How Long I Keep Your Data
Organisation contact details are kept for the duration of the hosting arrangement plus two years. Financial and payment records are kept for six years, as required by HMRC for sole traders. Site content, updates and supplied files are kept only while actively hosting the site. Enquiries that don't lead to a build are kept for 12 months, and contact form submissions only as long as needed to respond. When data is no longer needed, it's securely deleted — you can ask for earlier deletion at any time (Section 11).
7. Your Rights
Under UK GDPR you have the right to: access a copy of the data I hold about you; have inaccurate data corrected; have data erased where it's no longer needed or you withdraw consent; restrict processing while you contest its accuracy; receive your data in a portable format; object to processing based on legitimate interest; withdraw consent at any time; and complain to the ICO if you believe your data has been mishandled (ico.org.uk, 0303 123 1113). There's never a charge to exercise any of these, and I'll always respond well within a month — see Section 11 to get in touch.
8. Cookies & Website Usage
This website uses only what's strictly necessary to function, plus the contact form. No advertising or tracking cookies are used, and nothing follows you across other websites. If analytics tools are introduced in future, this policy will be updated and any non-essential cookies will only be set with your consent. Full detail is in the Cookie Policy.
The contact form is provided by Formspree, a third-party service that processes submissions so they reach me by email — see their own privacy policy for how they handle data in transit.
9. How I Keep Your Data Secure
This website uses HTTPS encryption throughout. Personal data, including any files, photos or login details your organisation provides, is only accessible to me — there's no team or subcontractor with access to client records. Payment details are handled directly by the relevant bank or payment provider; full card numbers are never seen or stored by me.
10. Children's Data
This website and service are not directed at children, and I don't knowingly collect personal data from anyone under 18 through the site itself. If your organisation supplies content involving young people (such as a youth group page), that's provided by you at your own discretion and in line with your own safeguarding responsibilities. If you believe a child has provided personal data directly through this site, please get in touch and it will be removed promptly.
11. Contact Me About Your Data
If you have any questions about this policy, want to exercise your rights, or have any concern about how your data is handled, get in touch: 07452 752398 or jake@jwcommunitywebsites.co.uk.
You also have the right to complain to the UK's regulator, the Information Commissioner's Office: ico.org.uk, 0303 123 1113, or by post to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. I'd always appreciate the chance to sort out any concern directly first.
12. Changes to This Policy
This policy may be updated from time to time to reflect changes in how the business runs, or in the law. The "Last updated" date above will change when that happens, and existing clients will be told directly if a change materially affects how their data is used. Continuing to use the website or service after a change means you accept the updated policy.
JW Community Websites is operated by Jake Wells as a sole trader.