Privacy Policy

1. Introduction

Urban Pulse Design Ltd. is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, store, and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to personal data collected through our website (designurbanpulse.co.uk), through direct communications with us, and through the provision of our professional design services. By using our website or engaging our services, you consent to the collection and use of your personal data as described in this Privacy Policy.

Urban Pulse Design Ltd., registered in England and Wales and operating from 4th Floor, Creative Studios, 50 Queen Street, Leeds, LS1 2HN, West Yorkshire, United Kingdom, is the data controller responsible for your personal data. If you have questions about this Privacy Policy or our data practices, please contact us at info@designurbanpulse.co.uk or by telephone at .

2. Information We Collect

We collect various types of personal data depending on how you interact with our business. The categories of personal data we may collect include:

2.1 Information You Provide Directly

When you contact us, request information, or engage our services, you may provide us with personal information including your name, business name, email address, telephone number, postal address, and details about your project requirements or enquiry. When you engage our services, we may collect additional information necessary for service delivery, including payment information, project specifications, and other relevant business information.

2.2 Information Collected Automatically

When you visit our website, certain information may be collected automatically through cookies and similar technologies. This may include your IP address, browser type and version, operating system, referring website, pages viewed, time spent on pages, and other technical information about your device and browsing behaviour. For detailed information about cookies, please see our Cookie Policy.

2.3 Information from Third Parties

In some circumstances, we may receive information about you from third parties, such as business directories, professional networks, or referral sources. We only use such information when we have a legitimate basis for doing so and in accordance with applicable data protection laws.

3. Legal Basis for Processing Personal Data

Under UK GDPR, we must have a lawful basis for processing your personal data. The legal bases we rely on include:

3.1 Consent

In some cases, we process personal data based on your explicit consent. For example, when you consent to receive marketing communications or when you submit information through our contact forms. You have the right to withdraw consent at any time by contacting us.

3.2 Contractual Necessity

When you engage our services, we must process certain personal data to fulfil our contractual obligations to you. This includes processing information necessary for project delivery, invoicing, and communication about service provision.

3.3 Legitimate Interests

We may process personal data based on our legitimate business interests, provided these interests do not override your rights and interests. Legitimate interests include operating our business effectively, improving our services, communicating with enquirers, maintaining business records, and protecting against fraud or other illegal activities.

3.4 Legal Obligations

In some cases, we are required to process personal data to comply with legal obligations, such as tax reporting requirements, responding to lawful requests from authorities, or maintaining records as required by law.

4. How We Use Your Personal Data

We use personal data for various purposes related to operating our business and providing services:

4.1 Service Delivery

We use personal data to deliver professional design services you have engaged us to provide. This includes communicating about projects, preparing deliverables, processing payments, providing support, and maintaining records of work completed.

4.2 Communication

We use contact information to respond to enquiries, provide information about our services, send project updates, issue invoices, and conduct other business communications necessary for our relationship with you.

4.3 Business Operations

We process personal data to operate our business effectively, including maintaining client records, conducting financial administration, managing our website, analysing business performance, and improving our services.

4.4 Marketing

With your consent, we may use your email address to send marketing communications about our services. You can opt out of marketing communications at any time by using the unsubscribe link in emails or by contacting us directly.

4.5 Legal Compliance

We may use personal data to comply with legal obligations, respond to lawful requests from authorities, enforce our terms and conditions, protect our legal rights, or prevent fraud and illegal activities.

5. Data Sharing and Disclosure

We do not sell personal data to third parties. We may share personal data in the following circumstances:

5.1 Service Providers

We may share personal data with trusted third-party service providers who assist us in operating our business, such as hosting providers, payment processors, accounting services, or professional advisors. These service providers are contractually obligated to protect your data and use it only for purposes specified by us.

5.2 Legal Requirements

We may disclose personal data when required by law, in response to legal processes, to comply with regulatory requirements, or to protect our rights, property, or safety, or those of others.

5.3 Business Transfers

In the event of a merger, acquisition, sale of business assets, or similar transaction, personal data may be transferred to the acquiring entity, subject to the same protections described in this Privacy Policy.

5.4 With Your Consent

We may share personal data with third parties when you have given explicit consent for us to do so.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements.

For client data, we typically retain records for a minimum of seven years following completion of services to comply with tax and accounting requirements. For enquiry data where no services are engaged, we typically retain records for up to two years to maintain our ability to respond to follow-up enquiries and for legitimate business record-keeping purposes.

Data retention periods may be extended where required for legal proceedings, regulatory investigations, or other legitimate business purposes. When personal data is no longer required, we securely delete or anonymise it in accordance with our data retention procedures.

7. Data Security

We implement appropriate technical and organisational security measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure data storage systems with access controls and encryption
• Regular security assessments and updates to our systems
• Employee training on data protection and security practices
• Confidentiality agreements with employees and service providers
• Secure communication channels for sensitive information
• Regular backups of important data
• Incident response procedures for potential security breaches

Whilst we implement robust security measures, no system is completely secure. We cannot guarantee absolute security of data transmitted over the internet or stored on our systems. You are responsible for maintaining the security of your own systems and any login credentials you use to access our services.

8. Your Rights Under UK GDPR

Under UK GDPR, you have several rights regarding your personal data:

8.1 Right of Access

You have the right to request a copy of the personal data we hold about you. We will provide this information in a commonly used electronic format unless you request otherwise.

8.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal data we hold about you. We will endeavour to correct such data promptly upon notification.

8.3 Right to Erasure

In certain circumstances, you have the right to request deletion of your personal data. This right is not absolute and must be balanced against our legal obligations to retain certain data and our legitimate business interests.

8.4 Right to Restrict Processing

You have the right to request restriction of processing of your personal data in certain circumstances, such as when you contest the accuracy of data or object to processing.

8.5 Right to Data Portability

Where processing is based on consent or contractual necessity and is carried out by automated means, you have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit that data to another controller.

8.6 Right to Object

You have the right to object to processing of your personal data based on legitimate interests or for direct marketing purposes. We will cease such processing unless we can demonstrate compelling legitimate grounds that override your interests, rights, and freedoms.

8.7 Rights Related to Automated Decision-Making

You have the right not to be subject to decisions based solely on automated processing, including profiling, which produce legal effects or similarly significantly affect you. We do not currently engage in such automated decision-making.

8.8 Right to Withdraw Consent

Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us at info@designurbanpulse.co.uk or by post at our registered address. We will respond to requests within one month unless the request is complex or we receive multiple requests, in which case we may extend this period by up to two additional months, informing you of any extension.

9. International Data Transfers

We primarily process personal data within the United Kingdom. If we transfer personal data outside the UK, we ensure appropriate safeguards are in place as required by UK GDPR. These safeguards may include standard contractual clauses, adequacy decisions by the UK government, or other legally recognised transfer mechanisms.

10. Children's Privacy

Our website and services are not directed at children under the age of sixteen. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete such data promptly.

11. Third-Party Websites

Our website may contain links to third-party websites. This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of third-party websites. We recommend reviewing the privacy policies of any third-party websites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational, legal, or regulatory reasons. We will post any changes on this page and update the "Last Updated" date. Significant changes will be communicated to you through appropriate channels, such as email notification to registered users or prominent notice on our website.

Your continued use of our website or services following any changes to this Privacy Policy constitutes acceptance of those changes. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

13. Complaints and Regulatory Authority

If you are not satisfied with how we handle your personal data or respond to your rights requests, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection supervisory authority.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: www.ico.org.uk

We encourage you to contact us first so we can attempt to resolve any concerns you may have about our data practices.

14. Contact Information

For questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us:

Urban Pulse Design Ltd.
Data Protection Officer
4th Floor, Creative Studios
50 Queen Street
Leeds, LS1 2HN
West Yorkshire
United Kingdom

Email: info@designurbanpulse.co.uk
Telephone: