1. Scope and responsibility
This notice applies to the Proactive Billboards website and application features. Proactive Billboards is the service name; the legal operator and data-protection contact are identified in account, checkout and formal service correspondence and through the public contact route.
A local business is separately responsible for personal information it receives and uses to quote for or carry out work. Review that business’s own privacy information where relevant.
2. Information we collect
- Account and profile information, such as name, email address, optional phone number, account role and preferences.
- Saved locations and search locations. A precise job address is collected only when needed for an enquiry or another chosen feature.
- Enquiries, selected recipients, messages, attachments, booking status and support conversations.
- Reviews, ratings, evidence, responses, reports and dispute records.
- Business ownership, services, private operational address, public profile content and verification submissions.
- Order, payment status, refund, promo and billing references supplied by a payment provider. Raw card details are not stored by the platform.
- Referral attribution, offer claims, saved events, notification choices and feature activity.
- Security and technical records such as session activity, audit events and minimised fraud-prevention signals.
3. How and why information is used
- Provide accounts, local discovery, service-area matching, enquiries, messaging, reviews, offers, events and support.
- Perform a contract or take steps you request before a contract, including access purchases and business plans.
- Protect users, prevent fraud, enforce permissions, investigate reports and keep an audit history where legitimate interests or legal duties apply.
- Meet payment, tax, accounting, consumer, data-protection and other legal obligations.
- Send essential service and security messages. Marketing is separate and requires an appropriate consent or other lawful basis, with an unsubscribe route.
- Improve search quality and understand demand using privacy-conscious analytics and minimised data.
4. Location and address privacy
A search can use a town or postcode instead of a precise address. Search location is used to identify businesses that genuinely cover the job area and to estimate distance.
Exact home-based business addresses are kept private unless the owner explicitly chooses public display. Partners do not receive private customer addresses, enquiry details or business verification documents.
5. Who receives information
- Businesses selected by a customer receive the enquiry details the customer consents to share.
- Authorised staff receive only the records needed for support, moderation, verification, finance or security work permitted by their role.
- Service providers may process data for hosting, email, payments, mapping, storage, analytics or other configured integrations under appropriate terms.
- Information may be disclosed when legally required or necessary to establish, exercise or defend legal rights and protect safety.
- A transfer of the service or business may involve data under confidentiality and data-protection safeguards.
6. Retention and security
Information is retained only for the period needed for the feature, legal obligations, fraud prevention, disputes and audit requirements. Financial, verification, review-dispute and moderation histories may need longer retention than ordinary draft content.
Security measures include role and ownership checks, protected sessions, encrypted transport, restricted private files, request-forgery protection and logging of sensitive actions. No online system can promise absolute security.
7. Your choices and rights
- Update profile, location and notification choices through available account controls.
- Withdraw marketing consent without affecting essential service messages.
- Request access, correction, deletion, restriction, objection or portability where the relevant data-protection law provides it.
- Ask for an explanation of significant automated support where applicable; AI does not make final verification, dispute, refund, suspension or safety decisions.
- Complain to the relevant data-protection regulator. In the United Kingdom this is the Information Commissioner’s Office.
8. International processing and changes
Where a configured provider processes information outside the United Kingdom, the operator must use an appropriate transfer mechanism and safeguards required by law.
This notice is updated when data use changes materially. A previous acceptance record is not silently overwritten where renewed notice or consent is required.
9. Privacy contact
Use the public contact route for a privacy request and state the account email and the right you want to exercise. Do not attach identity documents unless support provides a secure, authorised route and explains why evidence is needed.