Privacy Policy
1. About us
One Design Group is a trading name of One Design Group Ltd, a creative and digital agency based in North Shields, North East England.
Registered address: 17 Northumberland Square, Tynemouth, North Shields, NE30 1PX
Telephone: 0191 259 1234
Email: hello@onedesigngroup.co.uk
Website: onedesigngroup.co.uk
We are committed to protecting your personal data and handling it responsibly. This privacy policy explains what data we collect, how we use it, how long we keep it and what your rights are under the UK General Data Protection Regulation and the Data Protection Act 2018.
2. Who this policy applies to
This policy applies to anyone who visits our website, contacts us with an enquiry, engages us to provide services or otherwise shares personal data with us. It covers data collected online and offline, including through email, telephone and in-person contact.
3. What personal data we collect
We may collect and process the following categories of personal data depending on how you interact with us.
Contact and identity information, including your name, job title, company name, email address, telephone number and postal address.
Enquiry and correspondence data, including the content of any messages, emails or forms you send us and notes we make during telephone conversations or meetings.
Project and contractual data, including proposals, invoices, signed agreements and records of work carried out on your behalf.
Website usage data, including your IP address, browser type, device type, pages visited, time spent on pages and referring URLs, collected via cookies and analytics tools.
Financial data, including invoicing records and payment history. We do not store card details directly. Any card payments are processed by third-party payment providers subject to their own security standards.
Marketing preference data, including your preferences regarding receiving marketing communications from us.
4. How we collect your data
We collect personal data in the following ways.
Directly from you, when you complete a contact form on our website, send us an email, call us, attend a meeting or sign an agreement.
Automatically, when you visit our website through cookies and analytics tools. See section 9 for more detail on cookies.
From third parties, such as referrals from other businesses or information available on publicly accessible professional profiles such as LinkedIn, where relevant to a legitimate business enquiry.
5. How we use your personal data
We use your personal data for the following purposes.
To respond to enquiries and provide the services you have requested from us.
To manage our relationship with you, including sending proposals, invoices and project updates.
To fulfil our contractual obligations to you and to enforce our rights where necessary.
To comply with legal and regulatory obligations.
To send you marketing communications about our services where you have given us permission to do so or where we have a legitimate interest in doing so as an existing or prospective client.
To improve our website and understand how visitors use it, using anonymised analytics data.
6. Our lawful bases for processing
Under UK GDPR we are required to have a lawful basis for processing your personal data. The bases we rely on are as follows.
Contract, where processing is necessary to fulfil a contract with you or to take steps at your request before entering into a contract.
Legitimate interests, where processing is necessary for our legitimate business interests such as responding to enquiries, maintaining client relationships and improving our services, provided those interests are not overridden by your rights and interests.
Legal obligation, where processing is necessary to comply with a legal requirement.
Consent, where you have given us explicit permission to contact you for marketing purposes. You can withdraw this consent at any time by contacting us at hello@onedesigngroup.co.uk.
7. Who we share your data with
We do not sell your personal data to third parties. We may share your data in the following limited circumstances.
With service providers and subcontractors who assist us in delivering our services, such as hosting providers, software platforms and freelance collaborators, all of whom are bound by appropriate data protection obligations.
With third-party platforms used in the delivery of your project, such as WordPress, Google Ads or email marketing tools, where necessary to carry out the work agreed.
With professional advisors such as accountants or solicitors where required.
With law enforcement or regulatory bodies where we are legally required to do so.
8. How long we keep your data
We retain personal data only for as long as necessary for the purposes for which it was collected.
Enquiry data where no project results is kept for up to 12 months.
Client project data including contracts, proposals and correspondence is kept for seven years following the end of the project or relationship, in line with standard accounting and legal requirements.
Website analytics data is retained in anonymised or aggregated form and is subject to the retention settings of the relevant analytics platform.
Marketing preference data is kept until you withdraw your consent or ask us to remove you from our list.
Where data is no longer required we will delete or anonymise it securely.
9. Cookies
Our website uses cookies to help it function correctly and to understand how visitors use it. Cookies are small text files stored on your device when you visit a website.
We use the following types of cookies.
Essential cookies, which are necessary for the website to function and cannot be switched off.
Analytics cookies, which allow us to measure and improve the performance of our website using tools such as Google Analytics. These cookies collect anonymised data about how visitors navigate our site.
You can control and manage cookies through your browser settings. Disabling certain cookies may affect the functionality of our website. Where we use non-essential cookies we will ask for your consent before placing them.
10. Transfers outside the UK
Some of the third-party tools and platforms we use may process your data outside the United Kingdom. Where this occurs we ensure that appropriate safeguards are in place, such as standard contractual clauses or transfers to countries with an adequacy decision, to ensure your data is protected to the same standard as it would be in the UK.
11. Your rights
Under UK GDPR you have the following rights in relation to your personal data.
The right to be informed about how we use your data, which this policy addresses.
The right of access to a copy of the personal data we hold about you.
The right to rectification if any data we hold about you is inaccurate or incomplete.
The right to erasure of your personal data in certain circumstances, sometimes referred to as the right to be forgotten.
The right to restriction of processing in certain circumstances.
The right to data portability, allowing you to receive your data in a structured, commonly used format.
The right to object to processing based on legitimate interests or for direct marketing purposes.
Rights in relation to automated decision-making and profiling. We do not carry out automated decision-making or profiling.
To exercise any of these rights, please contact us at hello@onedesigngroup.co.uk or in writing to our registered address. We will respond within one calendar month of receiving your request. We may need to verify your identity before processing your request.
12. How to complain
If you are unhappy with how we have handled your personal data you have the right to lodge a complaint with the Information Commissioner’s Office, which is the UK’s data protection supervisory authority.
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
We would always welcome the opportunity to address your concerns directly before you contact the ICO, so please get in touch with us in the first instance.
13. Changes to this policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The current version will always be available on our website. We will notify you of any significant changes where we hold your contact details and where it is appropriate to do so.
14. Contact us
If you have any questions about this privacy policy or how we handle your personal data, please contact us:
One Design Group 17 Northumberland Square Tynemouth North Shields NE30 1PX
Telephone: 0191 259 1234 Email: hello@onedesigngroup.co.uk Website: onedesigngroup.co.uk