1. Who We Are
Mediatopia is the trading name of Mediatopia Solutions Limited (company number 07351080), a web design, development and digital services consultancy based at Whiteladies Business Centre, 12 Whiteladies Road, Bristol BS8 1PD, United Kingdom. We are the data controller for personal information collected through our website (mediatopia.co.uk) and the services we provide. You can contact us at hello@mediatopia.co.uk, by phone on 0117 299 0348, or by WhatsApp on 07817 698474.
2. Services We Provide
We provide bespoke web design and development, e-commerce development, content management systems, database development, Sage 50 integration, SaaS platform development, AI chatbot and voice agent development, AI automation and integration, web and email hosting, search engine marketing, content writing, logo and brand identity design, and ongoing website management and support.
3. Information We Collect
Information you give us directly: your name, email address, phone number, company name, and project requirements when you contact us, request a quote, submit an enquiry form, or engage our services.
Information collected automatically: IP address, browser type and version, device type, the pages requested and the referring website, recorded in server logs by our hosting and security providers (Vercel and Cloudflare) to keep the site secure and running. We don’t use analytics or advertising trackers.
Information from hosted services: if we host your website or email, we process data necessary to operate those services, including server logs, email metadata, and domain registration details.
AI service data: if we build an AI chatbot or voice agent for your business, any data processed by that system is governed by a separate data processing agreement between us and you as the client. End-user data collected by AI tools we build belongs to you, not to us.
4. How We Use Your Information
We use your personal information to respond to enquiries and provide quotes; deliver web design, development, hosting and support services; send invoices and take payments by card through Stripe, Direct Debit or bank transfer; provide technical support and managed hosting; set up and manage your domain, SSL and email; improve our website and services; and, where you have opted in, send occasional updates about our services. We do not sell, rent, or share your personal information with third parties for marketing purposes.
5. Legal Basis for Processing
We process your data under the following legal bases under UK GDPR: contract performance (to deliver services you have engaged us for); legitimate interest (to respond to enquiries, improve our services, and maintain security); consent (for marketing communications, which you can withdraw at any time); and legal obligation (for tax, accounting and Companies House records).
6. Data Retention
We retain enquiry data for 2 years from last contact; client project files and correspondence for 7 years (legal and accounting requirements); invoices and financial records for 7 years (HMRC requirement); and hosting and server logs for 90 days. You can request deletion of your personal data at any time, subject to our legal obligations.
7. Third-Party Services
We use the following third-party services which may process your data:
Google — Search Console (search performance data), Google Fonts (the site’s typefaces) and Google Maps (only if you choose to show the map on our Contact page).
Vercel — website hosting and deployment.
Cloudflare — DNS, CDN and DDoS protection.
Web3Forms — delivers contact form messages to our inbox.
Stripe — payment processing (PCI DSS compliant).
Each service has its own privacy policy. We only share the minimum data necessary for each service to function.
8. Your Rights
Under UK GDPR you have the right to: access the personal data we hold about you; have inaccurate data corrected; request erasure of your data; restrict or object to processing; receive your data in a portable format; and withdraw consent at any time for marketing communications. To exercise any of these rights, email hello@mediatopia.co.uk. We will respond within 30 days.
9. Cookies
Our website only uses the cookies it needs to run securely; we don’t use analytics or advertising cookies. See our Cookie Policy for full details on what cookies we use and how to manage them.
10. Data Security
We protect your data with SSL/TLS encryption on all pages and services; Cloudflare DDoS protection and web application firewall; daily automated backups retained for 30 days; access controls and secure authentication; regular software updates and security patching; and UK-based hosting infrastructure.
11. International Transfers
Some of our third-party services (Google, Cloudflare, Vercel, Stripe, Web3Forms) may process data outside the UK. In each case, appropriate safeguards are in place, including Standard Contractual Clauses and adequacy decisions.
12. Contact & Complaints
For any privacy concerns, contact Mediatopia at hello@mediatopia.co.uk or call 0117 299 0348. If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.