West9 Design
Privacy Policy
Last updated April 2024.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. This website is not intended for children and we do not knowingly collect data relating to children. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
Important information and who we are
West9 Design Limited is the controller and is responsible for your personal data (collectively referred to as "West9 Design", "we", "us" or "our" in this policy).
Contact details
Our full details are:
Full name of legal entity: West9 Design Limited
Name of data privacy manager: Claire Harrison
Email address: claire@west9design.co.uk
Postal address: 16 Central Road, Worcester Park, London KT4 8HZ
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues.
The data we collect about you
We may collect, use, store and transfer different kinds of personal data about you as follows:
Identity Data: first name, last name, title, gender.
Contact Data: email address, postal address and telephone numbers.
Transaction Data: includes details about payments to and from you.
Technical Data: includes (i) information about your browser, network and device; (ii) information about web pages you visited prior to coming to this website; (iii) your IP address.
Usage Data: includes details of your use and visits to our website including, but not limited to, traffic data, clicks, internal links, pages visited, scrolling, timestamps and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.
Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
How is your personal data collected?
We will collect and process the following data about you:
Information you give us. This is information (including Identity, Contact and Marketing and Communications Data) you consent to giving us about you by filling in forms on our website, or by contacting us by telephone or email. It includes information you provide to us during virtual meetings and when you instruct us to provide any of our services to you.
Information we collect about you. Each time you visit our website we will automatically collect personal data including Usage Data. We collect this data using cookies and other similar technologies. Please see the section further below for details of our cookie usage.
Information collected by Squarespace. This website is hosted by Squarespace, who collects Technical Data about you when you visit and move around this website.
Cookies
We use cookies and/or other tracking technologies to distinguish you from other users of our website and to remember your preferences. This helps us to provide you with a good experience when you use our website and also allows us to improve our website. We use the following cookies:
Strictly necessary cookies. These are cookies that are required for the operation of our website.
Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website more relevant to your interests.
You can find more information about the individual cookies we use and the purposes for which we use them on the Squarespace website here.
We do not share the information collected by the cookies with any third parties.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
Except for essential cookies, all cookies will expire in line with the expiry periods as set out on the Squarespace cookie page linked above.
How we use your personal data
We will only use your personal data when the law allows us to do so. Most commonly we will use your personal data in the following circumstances:
Where you have consented before the processing.
Where we need to perform a contract we are about to enter or have entered with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
We will only send you direct marketing communications by email or text if we have your consent. You have the right to withdraw that consent at any time by contacting us.
Purposes for which we will use your personal data
| Purpose/activity | Type of data | Lawful basis for processing |
|---|---|---|
| To set you up as a new client |
Identity Contact |
Performance of a contract with you |
| To provide our services and to process and deliver any orders including: (a) provide our services to you (b) Manage payments, fees and charges (c) Collect and recover money owed to us |
Identity Contact Transaction Marketing and Communications |
Performance of a contract with you Necessary for our legitimate interests (to recover debts due to us) |
| To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review |
Identity Contact Marketing and Communications |
Performance of a contract with you Necessary to comply with a legal obligation Necessary for our legitimate interests (to keep our records updated and to study how clients use our services) |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | Identity Contact Technical Usage |
Necessary for our legitimate interests (for running our business, provision of administration and IT services, to learn about site traffic and activity, and for network security to prevent fraud) Necessary to comply with a legal obligation |
| To deliver relevant website content to you | Identity Contact Usage Marketing and Communications |
Necessary for our legitimate interests (to study how clients use our services, to develop them, to grow our business and to inform our marketing strategy) |
Disclosures of your personal data
When you consent to providing us with your personal data, we will also ask you for your consent to share your personal data with the third parties set out below for the purposes set out in the table above:
Service providers acting as processors who provide IT, hosting and system administration services, email marketing newsletter providers and creative service providers, such as Drop Box, Squarespace and Mailerite.
Website Font providers who provide font files, acting as processors. This website serves font files from Google Fonts and Adobe Fonts. To properly display this website to you, these third parties may receive personal information about you.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue and Customs, regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances.
International transfers
We do not intend to transfer your personal data outside of the UK, but some of our service providers (including Mailerlite and Dropbox) are based outside of the UK. When your personal data is shared with these third-parties and transferred out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
Where we use certain service providers, we may use specific contracts approved by the UK which give personal data the same protection it has in the UK.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data retention
By law we have to keep basic information about our customers (including Contact, Identity and Transaction Data) for six years after they cease being clients for tax purposes.
In some circumstances you can ask us to delete your data. See the section ‘Your Legal Rights’ below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Third party links
Our website may, from time to time, contain links to and from other websites. Please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services, such as Contact Data (as defined in the next section). Please check these policies before you submit any personal data to these websites or use these services.
Your legal rights
Under certain circumstances you have the following rights under data protection laws in relation to your personal data.
You have the right to:
Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
(a) if you want us to establish the data's accuracy;
(b) where our use of the data is unlawful but you do not want us to erase it;
(c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
(d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
You also have the right to ask us not to continue to process your personal data for marketing purposes.
You can exercise any of these rights at any time by contacting us at claire@west9design.co.uk
Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review.
This version was last updated in March 2024. It may change and if it does, these changes will be posted on this page and, where appropriate, notified to you by email.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you.