Privacy Policy

Who we are

NudgeMate is a done-for-you WhatsApp reminder and follow-up service designed for tradespeople operating in the United Kingdom. We help sole traders, small contractors, and trade businesses stay in touch with their customers through timely, automated messaging.

NudgeMate is operated from the United Kingdom. References to “we”, “us”, or “our” throughout this policy refer to NudgeMate.

As a business collecting and processing personal data, we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What data we collect

Data you provide directly

• Full name and business name
• Email address
• Phone number (including WhatsApp number)
• Trade type and business details
• Billing and payment information (handled securely via our payment processor)
• Customer contact lists you upload or provide to us for the purpose of sending reminders
• Appointment and booking details (where you use our Calendly scheduling link)
• Any correspondence or messages you send to us

Data collected automatically

• IP address and approximate geolocation
• Browser type and version
• Device type and operating system
• Pages visited, time on page, and navigation paths
• Referral source (how you found our website)
• Session recordings and heatmaps (via Microsoft Clarity — see Section 5)
• UTM parameters and campaign data

Data from third-party sources

We may receive additional information about you when you interact with our scheduling tools (Calendly) or when our CRM platform (GoHighLevel) processes information as part of delivering the service.

How we use your data

We use the information we collect to:

• Provide, manage, and improve the NudgeMate service
• Set up and manage your WhatsApp reminder campaigns
• Schedule and confirm onboarding or discovery calls via Calendly
• Communicate with you about your account, updates, and support queries
• Send service-related notifications and follow-up messages
• Analyse website usage to improve performance and user experience
• Detect and prevent fraud or misuse of the service
• Meet our legal and regulatory obligations
• Send you relevant marketing communications (only where you have opted in or we have a legitimate interest — you may opt out at any time)

We will never sell your personal data to third parties.

Legal basis for processing

Under the UK GDPR, we rely on the following lawful bases to process your personal data:

• Contract — processing is necessary to deliver the NudgeMate service you have signed up for.
• Legitimate interests — for analytics, service improvement, fraud prevention, and certain marketing activities, where these do not override your rights.
• Consent — for non-essential cookies, session recording, and any marketing communications where consent is required. You may withdraw consent at any time.
• Legal obligation — where we are required to process data to comply with applicable law.

Third-party services

To deliver NudgeMate, we use a number of trusted third-party platforms. Each has its own privacy policy, and we encourage you to review them. We have data processing agreements in place with each provider where required under UK GDPR.

GoHighLevel (GHL)

CRM & automation platform

We use GoHighLevel as our core CRM, automation, and messaging platform. This is where your account details, customer contact data, and reminder workflows are stored and managed. GoHighLevel processes personal data on our behalf as a data processor.

GoHighLevel stores data on servers located in the United States. Where data is transferred outside the UK, appropriate safeguards are in place in accordance with UK GDPR requirements (including Standard Contractual Clauses where applicable).

GoHighLevel Privacy Policy: gohighlevel.com/privacy-policy

Google Analytics

Website analytics (Google LLC)

We use Google Analytics 4 (GA4) to understand how visitors interact with our website — including which pages are most popular, where visitors come from, and how they navigate the site. Google Analytics collects anonymised usage data via cookies.

We have enabled IP anonymisation on our Google Analytics account. We do not use Google Analytics to collect personally identifiable information. Data may be processed in the United States by Google LLC; this transfer is covered by Google’s compliance with applicable cross-border data transfer mechanisms.

You can opt out of Google Analytics tracking at any time using the Google Analytics Opt-out Browser Add-on.

Google Privacy Policy: policies.google.com/privacy

Microsoft Clarity

Session recording & heatmaps (Microsoft)

We use Microsoft Clarity to record anonymised sessions and generate heatmaps showing how visitors interact with pages on our website. This helps us identify usability issues and improve the overall experience.

Clarity may record mouse movements, clicks, scrolling, and page interactions. It is configured to automatically mask sensitive form fields and does not collect passwords or payment details. Microsoft Clarity data is processed by Microsoft Corporation and may be transferred to the United States.

Important: By visiting our website, you acknowledge that session data may be collected by Clarity. You can prevent Clarity from collecting your data by opting out through our cookie consent banner or by blocking the Clarity script via your browser settings.

Microsoft Privacy Statement: privacy.microsoft.com

Calendly

Appointment scheduling

We use Calendly to allow prospective and existing customers to book discovery calls and onboarding sessions. When you book a call via our Calendly link, you will be asked to provide your name, email address, and phone number. Calendly also collects certain usage and analytics data.

The data you submit through Calendly is processed by Calendly LLC (Atlanta, Georgia, USA). This data is shared back to us and stored in our CRM (GoHighLevel). International transfers are handled in accordance with Calendly’s Standard Contractual Clauses and UK GDPR obligations.

When you book through Calendly you will also be subject to Calendly’s own privacy policy. Calendly may send you booking confirmation, reminder, and follow-up emails on our behalf.

By booking a call, you consent to NudgeMate following up with you via the contact details you provide, including by WhatsApp if a phone number is supplied.

Calendly Privacy Policy: calendly.com/privacy

WhatsApp Business API

Messaging infrastructure (Meta Platforms)

NudgeMate delivers reminders and follow-up messages via the WhatsApp Business API, operated by Meta Platforms, Inc. When messages are sent on your behalf or to you via WhatsApp, Meta processes the message content and associated metadata in accordance with its own terms.

We only send WhatsApp messages to end recipients who have given their consent to receive messages from you (our trade customer). It is the responsibility of NudgeMate customers to ensure their own end-customers have opted in to receive WhatsApp communications.

WhatsApp Privacy Policy: whatsapp.com/legal/privacy-policy-eea

Cookies

Our website uses cookies — small text files stored on your device — to make the site work, measure performance, and improve your experience.

Essential cookies

Required for the website to function. These cannot be disabled.

Analytics cookies

Set by Google Analytics to collect anonymised usage data. You can opt out via our cookie banner or the Google opt-out add-on.

Session recording cookies

Set by Microsoft Clarity to record anonymised visitor sessions and generate heatmaps. Disabled when you decline analytics cookies.

Third-party cookies

Calendly embeds and GoHighLevel tracking pixels may set their own cookies when you interact with booking forms or landing pages hosted through those platforms.

When you first visit our site, you will be asked to accept or decline non-essential cookies via our cookie consent banner. You can update your preferences at any time by clicking the cookie settings link in the footer of our website.

WhatsApp communications

As a NudgeMate customer, you instruct us to send WhatsApp messages to your customers on your behalf. This involves us processing the personal data (names and phone numbers) of your customers. In this context:

• You are the data controller for your customers’ personal data.
• NudgeMate acts as a data processor, following your instructions.
• You are responsible for ensuring that your customers have consented to receive WhatsApp messages from your business.
• You must not provide us with contact data for individuals who have not opted in or given valid consent.

A Data Processing Agreement (DPA) is available upon request and may be incorporated into your service agreement with NudgeMate. If you require a DPA, please contact us at the details below.

Data retention

We retain personal data only for as long as is necessary to fulfil the purpose for which it was collected, or as required by law:

• Active account data — retained for the duration of your subscription plus 12 months after cancellation.
• Transaction and billing records — retained for 7 years to comply with UK financial and tax regulations.
• Analytics data (Google Analytics, Clarity) — retained according to the settings of each platform (typically 2–14 months), after which it is automatically deleted or anonymised.
• Calendly booking data — retained until you request deletion or as set by Calendly’s own retention policy.
• Marketing opt-out records — retained indefinitely to ensure we do not re-contact individuals who have opted out.

When we no longer have a lawful basis to retain data, it is securely deleted or anonymised.

Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

To exercise any of these rights, contact us at the details in Section 12. We will respond within 30 days. You can also contact the Information Commissioner’s Office (ICO) directly at ico.org.uk or on 0303 123 1113.

Children’s privacy

NudgeMate is a business-to-business service intended for adult traders and business owners. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has provided us with personal data, please contact us and we will delete it promptly.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the “Last updated” date at the top of this page and, where appropriate, notify you by email.

We encourage you to review this policy periodically. Your continued use of NudgeMate after any changes constitutes your acceptance of the updated policy.

Contact us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or would like to request a Data Processing Agreement, please get in touch: