Privacy Policy

Last updated: 20 October 2026

This policy explains how LeadSeed ("LeadSeed", "we", "us") collects, uses and protects personal data under the UK GDPR and the Data Protection Act 2018, and your rights over that data.

1. Who we are

LeadSeed provides review-collection, appointment-reminder and customer-retention software and services to UK service businesses ("clients").

2. Two roles: controller and processor

• As a controller, we decide why and how we use personal data about visitors to our website, people who contact us or book a demo, and our clients' own staff and billing contacts.
• As a processor, we handle personal data about our clients' customers (for example names, phone numbers, email addresses and appointment details) only on our clients' instructions, to send reminders, rebooking messages and review requests on their behalf. The client is the controller of that data and is responsible for having a lawful basis, including consent where required, to contact its customers. If you are a customer of one of our clients and want to exercise your rights, please contact that business first; we will assist them.

3. What we collect

• Contact details: name, business name, email address, phone number, business address.
• Account and billing details: subscription plan, invoices and payment status. Card details are entered with and held by our payment provider, not by us.
• Communications: messages you send us by email, SMS, WhatsApp, forms or live chat, and call records where applicable.
• Usage and device data: IP address, browser, pages viewed, referral source and similar technical data collected through cookies and analytics tools.
• Client customer data (as processor): contact details, appointment dates, service details and review responses supplied or generated through our clients' use of the service.

4. Why we use it, and our lawful basis

Purpose	Lawful basis
Provide and support the service, create and manage accounts	Contract
Take payment, issue invoices, keep financial records	Contract; legal obligation
Reply to enquiries and arrange demos	Legitimate interests; steps before a contract
Send marketing emails or messages about our services	Consent, or legitimate interests for existing business contacts (you can opt out at any time)
Keep the service secure, prevent fraud and abuse	Legitimate interests
Improve the website and service through analytics	Consent for non-essential cookies; otherwise legitimate interests
Comply with the law and respond to lawful requests	Legal obligation

5. Who we share data with

We do not sell personal data. We share it only with service providers that help us run LeadSeed, under written agreements that require them to protect it:

• HighLevel, the platform on which LeadSeed runs (CRM, websites, automation and messaging), and the sub-processors it uses for cloud hosting, SMS, email and voice delivery, and related infrastructure.
• Stripe, to process card payments and subscriptions.
• Messaging, review and advertising platforms (such as WhatsApp/Meta and Google) when you or our clients connect them to the service.
• Professional advisers and authorities where we are legally required or need advice to protect our rights.

6. International transfers

Some providers, including HighLevel and some of its sub-processors, process data outside the UK, including in the United States. Where that happens we rely on an appropriate transfer mechanism recognised under UK law, such as the UK adequacy regulations, the UK Addendum to the EU Standard Contractual Clauses, or the International Data Transfer Agreement.

7. How long we keep data

• Account and contract data: for the duration of the relationship and up to 6 years afterwards, for legal and accounting purposes.
• Invoices and payment records: 6 years.
• Enquiries and marketing contacts: until you ask us to stop, or after a reasonable period of inactivity.
• Client customer data (as processor): as instructed by the client, and deleted or returned when the contract ends.

8. Security

We use access controls, encryption in transit and reputable infrastructure providers to protect personal data. No system is perfectly secure; if a breach affects your data in a way the law requires us to report, we will notify you and the regulator as required.

9. Your rights

Under UK data protection law you have the right to access your data, have it corrected or erased, restrict or object to certain processing, receive it in a portable format, and withdraw consent at any time. To exercise a right, email [email protected]. We will respond within one month.

If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint. We would appreciate the chance to resolve your concern first.

10. Cookies

We use essential cookies to make the site work and, with your consent, analytics and advertising-measurement cookies to understand how the site is used. You can change or withdraw your choice at any time through your browser settings or any cookie banner we show.

11. Text, WhatsApp and email messages

Messages sent through LeadSeed on a client's behalf (such as appointment reminders and review requests) are sent by or for that client. You can opt out at any time by replying STOP where offered, using the unsubscribe link, or telling the business directly. Marketing messages from LeadSeed itself are sent only in line with the Privacy and Electronic Communications Regulations (PECR).

12. Children

Our services are for businesses and are not directed at anyone under 16. We do not knowingly collect their personal data.

13. Changes to this policy

We may update this policy from time to time. The latest version is always on this page, with the date at the top.

14. Contact

Questions about this policy or your data: [email protected], or write to LeadSeed, 45 Park Hill Road, Bromley, London BR2 0XG.

See also our Terms of Service.