Privacy Policy
This privacy policy applies between you, the User of this Website and Outline Studio, the owner and provider of this website.
Outline Studio takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of this Website.
Please read this policy very carefully.
Data
collectively all information that you submit to Outline Studio via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws;
Cookies
a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);
Data Protection Laws
any applicable law relating to the processing of personal Data, including but not limited to the Directive 96/46/EC (Data Protection Directive) or the GDPR, and any national implementing laws, regulations and secondary legislation, for as long as the GDPR is effective in the UK;
Outline Studio, we or us
Outline Studio of Cardiff
UK and EU Cookie Law
the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive)(Amendment) Regulations 2011;
User or you
any third party that accesses the Website and is not either (i) employed by Outline Studio and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to Outline Studio and accessing the Website in connection with the provision of such services; and
Website
The website that you are currently using, www.outlinestudio.co.uk, and any sub-domains of this site unless expressly excluded by their own terms and conditions.
2. In this privacy policy, unless the context requires a different interpretation:
- the singular includes the plural and vice versa;
- references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;
- a reference to a person includes firms, companies, government entities, trusts and partnerships;
- “including” is understood to mean “including without limitation”;
- reference to any statutory provision includes and modification or amendment of it;
- the headings and sub-headings do not form part of this policy.
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Who We Are
Outline Studio is a trading name of Charlotte Ireson, a freelance graphic designer based in Cardiff, Wales, United Kingdom.
For the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Outline Studio is the Data Controller of your personal information.
If you have any questions about this Privacy Policy or how your data is handled, please contact:
Outline Studio
Email: info@outline-studio.co.uk
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What information we collect
Depending on how you interact with our website, we may collect the following information:
Information You Provide Directly
When you contact us using our website forms, email us or enquire about our services, we may collect:
- Name
- Email address
- Business name
- Business location
- Website address
- Project type
- Budget information
- Project goals and requirements
- How you found us
- Any additional information you choose to provide
Information Collected Automatically
When you visit our website, certain information may be collected automatically, including:
- IP address
- Browser type and version
- Device information
- Pages viewed
- Time spent on pages
- Referring website addresses
- General location information
This information helps us understand how visitors use our website and improve the services we offer.
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How we collect your information
We collect information when:
- You submit a contact form
- You complete a project enquiry form
- You contact us by email
- You interact with our website
- You accept cookies through our cookie banner
- You engage with our services as a client
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How we use your information
We use your information to:
- Respond to enquiries
- Provide design and creative services
- Manage client projects
- Prepare quotations and proposals
- Deliver completed work
- Maintain client records
- Improve our website and user experience
- Monitor website performance and security
- Comply with legal and accounting obligations
We do not sell your personal information to third parties.
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Our legal basis for processing
Under UK GDPR, we rely on the following lawful bases for processing personal data:
Legitimate Interests
We process information where necessary to:
- Respond to enquiries
- Manage client relationships
- Operate and improve our business
- Maintain website security
- Prevent misuse of our website
Contract
Where you engage us to provide services, we process personal information as necessary to fulfil our contractual obligations.
Legal Obligation
We may retain certain records to comply with legal, tax and accounting requirements.
Consent
Where required, we rely on your consent for:
- Non-essential cookies
- Website analytics cookies
- Future marketing communications (if offered)
You may withdraw your consent at any time.
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Contact forms
Website Contact Form
Our website uses WPForms to process general enquiries.
Information submitted through this form is sent to our email inbox and used solely to respond to your enquiry.
Project Enquiry Form
Our project enquiry form is provided by NoteForms.
Information submitted through this form is:
- Sent to our email inbox
- Stored within our project management system (Notion)
- Used to assess project suitability and prepare quotations
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Website analytics
We use Google Analytics through the MonsterInsights plugin to understand how visitors use our website.
Google Analytics may collect information such as:
- Pages visited
- Time spent on the website
- Device type
- General geographic location
- Website interactions
This information is aggregated and does not typically identify individual visitors.
Where required, analytics cookies will only be activated after obtaining your consent through our cookie banner.
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OptinMonster
We use OptinMonster to improve the user experience on our website and to display website messages, offers or signup opportunities.
OptinMonster may use cookies and similar technologies to analyse visitor behaviour and improve website performance.
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Website security
We use Wordfence Security to protect our website from unauthorised access, malicious activity and security threats.
Wordfence may process IP addresses and other technical information to detect and prevent security incidents.
This processing is carried out as part of our legitimate interests in maintaining website security.
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Backups
Website backups are managed using UpdraftPlus.
Backup files may contain information submitted through website forms and are retained for website recovery and security purposes.
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Sharing your information
We only share information where necessary to operate our business and website.
This may include trusted service providers such as:
- Bluehost (website hosting)
- Google Workspace (email services)
- NoteForms (project enquiry forms)
- Notion (project management)
- Dropbox (file sharing and collaboration)
- Google Analytics
- MonsterInsights
- OptinMonster
- Wordfence
- UpdraftPlus
These providers are only given access to information necessary for their services and are expected to handle data securely.
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International data transfers
Some of our service providers may process data outside the United Kingdom.
Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place to protect your information, including reliance on recognised international data transfer mechanisms where applicable.
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How long we keep information
We retain personal information only for as long as reasonably necessary.
Typical retention periods include:
General Enquiries
Up to 2 years after the last correspondence.
Client Records
Up to 6 years after completion of a project to comply with accounting and tax obligations.
Project Files and Creative Work
We may retain project files indefinitely to provide ongoing support, future updates and replacement files where requested.
Website Analytics
Analytics data is retained according to the settings of our analytics providers.
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Your rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate information
- Request deletion of your personal data
- Restrict processing of your data
- Object to processing based on legitimate interests
- Request transfer of your data where applicable
- Withdraw consent where consent is relied upon
To exercise any of these rights, please contact us using the details above.
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Cookies
Our website uses cookies and similar technologies to improve functionality, analyse website traffic and enhance user experience.
You can manage your cookie preferences through our cookie banner and through your browser settings.
For further information about the cookies used on this website, please refer to our Cookie Policy.