Privacy Policy

1. Who we are

Design Fox Collective Limited ("we", "us", "our") operates this website (the "Site"). This policy explains what personal data we collect when you visit or interact with the Site, why we collect it, and what rights you have over it.

We are the data controller for the personal data described in this policy. You can contact us by post at Design Fox Collective Limited, Belvedere House, Basing View, Basingstoke, RG21 4HG.

2. Information we collect

Information you give us directly

• Newsletter sign-up — your email address, and optionally your name.
• Project discovery questionnaire — details you share as you click through telling us about your project, business, budget, timeline, and goals.
• Booking a consultation — when you book a call through Calendly, Calendly collects your name, email address, and any details you add to the booking (see "Third-party services" below).
• Client accounts — if you register for a client login, we collect your name, email address, an encrypted password, and any project files or messages associated with your account.

Information collected automatically

When you browse the Site, we (and our analytics provider) automatically collect:

• IP address, browser type and version, device and operating system
• Pages visited, time on page, referring site, and general location (derived from IP)
• Cookie identifiers (see "Cookies" below)

Information from third parties

• Calendly shares booking details (name, email, meeting time) with us when you schedule a call.
• Our analytics provider (e.g. Google Analytics) gives us aggregated and individual visit data.

3. How we use your information

We use your information to:

• Respond to enquiries submitted via the discovery questionnaire
• Prepare project proposals and quotes
• Schedule and manage consultations booked through Calendly
• Send newsletter content, if you've opted in — you can unsubscribe at any time
• Provide client accounts, including sharing project files and updates
• Understand how visitors use the Site, so we can improve it
• Meet our legal and accounting obligations

4. Our legal basis for processing (UK GDPR / EU GDPR)

Since most of our visitors are based in the UK and EU, we rely on these legal bases:

• Consent — for newsletter sign-ups and non-essential cookies. You can withdraw this at any time.
• Contract — to provide services you've requested, such as a client account or a response to a project enquiry.
• Legitimate interests — to run and improve the Site (e.g. security, basic analytics), balanced against your rights.
• Legal obligation — to keep records required for tax or legal purposes.

5. Cookies and similar technologies

We use cookies and similar technologies to:

• Keep the Site working correctly (essential cookies — always on)
• Understand how visitors use the Site (analytics cookies — require your consent)
• Support embedded third-party tools, such as the Calendly booking widget

You can change or withdraw your cookie consent at any time using the cookie settings button at the bottom left of every page. You can also manage cookies through your browser settings. Blocking essential cookies may affect how the Site works.

6. Who we share your information with

We share personal data with the following types of third party, only as needed to run the Site and our business:

• Calendly — to manage bookings and consultations
• Google Analytics (Google) — to understand Site usage
• Mailchimp — to send the newsletter
• Base44 — to host and run the Site and store the information you submit through it

We don't sell your personal data, and only share what's necessary with providers who are required to protect it appropriately.

7. International transfers

Some providers (for example, analytics or email platforms) may process data outside the UK or EEA, including in the United States. Where this happens, we rely on appropriate safeguards such as the UK International Data Transfer Addendum or EU Standard Contractual Clauses.

8. How long we keep your information

• Contact form / discovery questionnaire submissions: 12 months after the enquiry closes, or longer if a project goes ahead
• Newsletter data: until you unsubscribe
• Client account data: for the life of the account plus 6 years, to meet legal and accounting requirements
• Analytics data: as set by our analytics provider (typically 14–26 months)

9. Your rights

If you're in the UK or EEA, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Ask us to delete your data
• Restrict or object to certain processing
• Receive a copy of your data in a portable format
• Withdraw consent at any time (e.g. unsubscribe from the newsletter)
• Complain to a supervisory authority — in the UK, the Information Commissioner's Office (ico.org.uk)

To exercise any of these rights, write to us at the address in section 13.

10. Children's privacy

The Site is aimed at businesses and individuals seeking design services, and isn't directed at children. We don't knowingly collect personal data from anyone under 16.

11. Security

We use appropriate technical and organisational measures — such as encryption and access controls — to protect your personal data. No online system is completely secure, but we work to keep your information safe.

12. Changes to this policy

We may update this policy from time to time. Any changes will be posted here with a new "Last updated" date.

13. Contact us

Questions about this policy or your data? Contact:

Design Fox Collective Limited, Belvedere House, Basing View, Basingstoke, RG21 4HG
Company number: 17236232