Who we are
Offset Studio provides 3D rendering, animation and related creative services. The business is operated by Camelia Cumming, a sole trader trading as Offset Studio.
In this policy, “we”, “us” and “our” refer to Offset Studio. Camelia Cumming is the data controller responsible for the personal information covered by this policy.
This policy explains how we collect, use, store and share personal information when you visit our website, contact us, book a call or use our services.
For questions about this policy or to exercise your data-protection rights, contact offsetstudiouk@gmail.com.
Personal information we collect
We collect information you provide when making an enquiry, booking a call or working with us. This may include your name, email address, business contact details, project requirements and correspondence.
When you commission a project, we may also collect information needed to prepare proposals, manage agreements, issue invoices and record payments. This may include billing details, contractual information and signatures.
Project materials may include CAD files, logos, branding, labels and artwork. These materials are not necessarily personal information. This policy applies where they contain information relating to an identifiable individual.
Our website and third-party services may also process technical information, such as IP addresses, browser information and information about interactions with their features.
Please avoid providing personal information that is unnecessary for your enquiry or project.
How we collect information
We primarily collect personal information directly from you through email correspondence, our Tally enquiry form, Calendly bookings and communications relating to projects, agreements and payments.
Technical information may be collected when you visit our website or interact with third-party features.
Where we undertake business outreach, we may obtain relevant professional contact details from publicly available business websites or professional profiles.
How we use personal information
We use personal information to respond to enquiries, discuss project requirements, arrange calls, prepare proposals and agreements, deliver our services and communicate with clients.
We also use information to manage invoices and payments, maintain business records, meet legal obligations and establish, exercise or defend legal claims.
Where appropriate, we use information to maintain and protect our website and business systems and to contact relevant businesses about our services, subject to applicable marketing rules.
Our legal bases for processing
Contract: we process personal information where necessary to enter into or fulfil a contract with you, including discussing a commission, providing agreed services and managing payment.
Legitimate interests: we process information where necessary to manage business enquiries, communicate with representatives of client organisations, administer our business, protect our legal interests and undertake appropriate business outreach. We consider these interests alongside the rights and reasonable expectations of the individuals concerned.
Legal obligation: we process information where necessary to meet legal requirements, including applicable tax and accounting obligations.
Consent: we rely on consent where required for particular activities. Where processing relies on consent, you may withdraw it at any time. This does not affect the lawfulness of processing carried out before consent was withdrawn.
Website enquiry forms and appointment bookings
We use Tally to provide our website enquiry form. When you open and submit the form, Tally processes the information you provide so that we can receive and respond to your enquiry.
We use Calendly to arrange appointments through an external booking link. When you book a call, we receive the booking information you provide, including your email address.
These services also process information in accordance with their own privacy notices.
Google Fonts and YouTube videos
Our website uses Google Fonts, which are requested from Google's servers. These requests provide Google with technical information, including your IP address, browser information and the referring page.
Our website includes embedded YouTube videos using YouTube's privacy-enhanced mode. When an embedded player loads or is used, YouTube may process technical information in accordance with its privacy policy.
Service providers and information sharing
We use third-party services to support our business operations. These include Gmail for email correspondence, Tally for enquiry forms, Calendly for appointment bookings, Dropbox for file sharing and storage, Google Drive for business records and contracts, and Wise for receiving payments.
Our website is hosted in the United Kingdom. Hosting and technical support may involve processing information needed to operate, maintain and protect the website.
Service providers may process information on our behalf or act as independent controllers for certain activities. Their own privacy notices explain how they handle personal information.
If collaborators or subcontractors are engaged to support a project, we may share information necessary for their work, subject to appropriate confidentiality and data-protection arrangements.
We may also disclose personal information where required by law or where necessary to establish, exercise or defend legal claims.
International transfers
Our website is hosted in the United Kingdom. However, some third-party services used to operate our business may process personal information outside the UK, including in the European Economic Area and the United States.
Google, Dropbox and Calendly state that they use recognised international-transfer mechanisms, including the UK Extension to the EU–US Data Privacy Framework for applicable transfers to participating US entities. They also describe contractual safeguards used where applicable.
Tally states that form-response data is stored in Europe. It also uses third-party service providers to support its operations, so European storage does not necessarily mean that all associated processing takes place within Europe.
Wise may process personal information internationally to provide its payment services. Its personal-customer privacy notice describes reliance on recognised adequacy arrangements and contractual safeguards, including the UK International Data Transfer Addendum, where applicable.
Further information about these arrangements is available in the relevant providers' privacy notices. You can also contact us at offsetstudiouk@gmail.com to request further information about the international transfers relevant to your personal information, including applicable safeguards and how to obtain a copy where available.
Information storage and security
Personal information is stored using business systems, devices and cloud-based services used to operate Offset Studio and deliver our services.
We use two-factor authentication to help protect access to our accounts. Access to client information is limited to those who need it for the relevant business purpose.
How long we retain information
We retain personal information for as long as necessary to manage enquiries and client relationships, deliver our services, maintain relevant business records and meet legal obligations.
Retention depends on the nature of the information, its continuing relevance to the purpose for which it is held, applicable record-keeping requirements and any need to establish, exercise or defend legal claims.
We maintain an archive of completed creative work and project materials. Where these materials contain personal information, its retention is assessed according to the purposes described above. Creative materials that do not contain personal information are not subject to the personal-data retention requirements covered by this policy.
Tax and accounting records are normally retained for at least five years after the 31 January submission deadline for the relevant tax year, or longer where legally required.
Business communications and marketing
We may contact relevant business contacts about our services where permitted by law.
You can object to direct marketing at any time by replying to the communication or emailing offsetstudiouk@gmail.com.
Where necessary, we retain a minimal record of your objection so that we can respect your preference and avoid contacting you again for marketing purposes.
We do not currently operate a newsletter mailing list. If we introduce subscription-based marketing, we will provide appropriate information at the point of subscription and update this policy where necessary.
Your data-protection rights
Depending on the circumstances and the legal basis for processing, you may have the right to access your personal information, have inaccurate information corrected, request deletion, restrict processing, object to processing or receive a portable copy of your information.
You have the right to object to the use of your personal information for direct marketing. Where processing relies on consent, you may withdraw that consent at any time.
These rights are subject to applicable conditions and exceptions. For example, we may need to retain certain records to meet legal obligations.
To exercise your rights, contact offsetstudiouk@gmail.com. We may need to confirm your identity before responding to a request.
Complaints
If you have concerns about how we handle your personal information, contact us at offsetstudiouk@gmail.com.
You also have the right to complain to the Information Commissioner's Office, the UK's data-protection regulator. Information about making a complaint is available at ico.org.uk.
Changes to this policy
We may update this policy to reflect changes to our services, legal requirements or information-handling practices.