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Privacy Policy

1. Introduction 

Your privacy matters. This policy explains how X by X Design Studio, a small UK‑based architecture and interior design practice, collects, uses, and protects your personal information. 

My aim is simple: to handle your data with the same care and intention I bring to every project. 

This policy follows the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

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2. Who I Am 

X by X Design Studio 

Architectural and Interior Design Services 

Email: info@xbyxdesign.com  

Website: www.xbyxdesign.com  

I act as the Data Controller, meaning I am responsible for the personal information you share with me. 

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3. The Information I Collect 

I only collect information that helps me respond to your enquiry, understand your project, or deliver my services. This may include: 

Personal Details 

  • Your name 

  • Email address 

  • Phone number 

  • Postal address 

Project Information 

  • Details about your home or property 

  • Drawings, photographs, or documents you choose to share 

  • Notes from our conversations or meetings 

Technical Information 

  • IP address 

  • Browser type 

  • Basic analytics collected through cookies (see Section 10) 

Payment & Administration 

  • Invoice details 

  • Payment confirmations (processed securely by third‑party providers) 

I do not collect more information than I need. 

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4. How Your Information Is Used 

Your data is used to: 

  • Respond to your enquiry 

  • Prepare proposals, design work, and project documentation 

  • Communicate throughout a project 

  • Meet legal or regulatory requirements (e.g., planning submissions) 

  • Maintain internal records and accounting 

  • Improve the website and user experience 

Every use of your data is supported by a lawful basis such as consent, contract, legitimate interest, or legal obligation. 

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The lawful bases I rely on include:

  • Contract: when processing is necessary to prepare a proposal or deliver agreed services.

  • Legitimate Interest: when responding to enquiries or maintaining basic business records.

  • Consent: when you choose to provide optional information or request specific communications.

  • Legal Obligation: when retaining financial records for tax or regulatory purposes.

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5. Sharing Your Information 

Your information is never sold or shared for marketing. 

I may share it with trusted collaborators only when necessary for your project, such as: 

  • Planning consultants 

  • Structural engineers 

  • Contractors or suppliers (with your agreement) 

  • Website hosting and email providers 

  • Payment processors 

  • Legal or regulatory bodies if required 

All third parties are required to keep your data secure. 

Examples of third‑party processors include website hosting platforms (such as Wix), email providers, secure cloud‑storage services, and accounting or payment platforms. These providers process data only on my behalf and in accordance with GDPR requirements.

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6. How Your Data Is Stored ​

Your information is stored securely using encrypted devices, password‑protected systems, and GDPR‑compliant cloud services. 

I keep your data only for as long as it is needed for the purpose it was collected. 

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Typical retention periods are:

  • Enquiry emails: up to 12 months

  • Project files and correspondence: up to 6 years, in line with professional and insurance requirements

  • Financial and accounting records: 6 years, as required by HMRC

After these periods, data is securely deleted or anonymised.

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7. International Transfers 

Some service providers (such as Wix or cloud storage tools) may store data outside the UK. 

When this happens, appropriate safeguards are in place to protect your information. 

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8. Your Rights 

You have the right to: 

  • Access the personal data I hold about you 

  • Request corrections 

  • Request deletion 

  • Object to certain types of processing 

  • Withdraw consent 

  • Request data portability 

To exercise any of these rights, simply email info@xbyxdesign.com  

If you are concerned about how your data is handled, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection authority.

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9. Links to Other Websites 

If this website links to other sites, please note that their privacy practices may differ. 

I encourage you to review their policies separately. 

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10. Cookies 

This website uses cookies to support basic functionality and understand how visitors use the site. 

You can manage or disable cookies through your browser settings. 

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11. Updates to This Policy 

This policy may be updated occasionally. 

The most recent version will always be available on this page. 

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12. Contact 

If you have any questions about this policy or how your data is handled, please contact: 

X by X Design Studio  

Email: info@xbyxdesign.com  

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