Email

hello@cathystanfordillustration.com

We only collect what we need for what you have asked us to do, so we won’t collect everything listed here from everyone. We collect or use the following information to provide services and goods, including delivery:

• Names and contact details

• Address, if you would like one on your invoice, or if we are posting something to you

• Payment details if you purchase a product or service from us, such as the name and reference on a bank transfer. Card payments are handled by our payment providers, and we don’t see your full card details

• Information about your project, such as briefs, manuscripts and feedback

• Signatures and signing records for contracts

• Reference photos sent to us by clients, which may show real people

We collect or use the following information for service updates or marketing purposes:

• Names and contact details

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Address, if needed to resolve a complaint or claim

• Payment details, if needed to issue a refund or resolve a dispute

• Details of your enquiry or complaint, and our emails with you

We collect or use the following information to run our website and understand how people use it:

• IP addresses

• Information about how you use our website, such as the pages you visit and the website you came from

We use Squarespace Analytics for this. Its analytics cookies are only used to count visits and see how our website is used, so we can improve it. You can turn them off at any time using “Manage cookies” on our cookie banner, or “Cookie Preferences” at the bottom of our website. If you do, our website still records basic page visits without cookies.

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, us or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to data portability. Our legitimate interests are creating the artwork our clients ask for, including from reference photos.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, us or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to data portability. Our legitimate interests are responding to enquiries about our work, and dealing with complaints and claims.

Our lawful bases for collecting or using personal information to run our website and understand how people use it are:

• Legitimate interests – we’re collecting or using your information because it benefits you, us or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to data portability. Our legitimate interests are keeping our website running securely, and understanding how many people visit it and how they use it, so we can improve it.

• Directly from you

• From payment providers, when you pay us (for example, confirmation that a payment has been made)

• From clients, for example if a project brief includes information about a real person

• From your device when you visit our website, such as your IP address and the pages you visit

Data processors

Squarespace

This data processor does the following activities for us: Hosts our website, provides our website analytics, and stores newsletter sign-ups and enquiries from our contact forms.

Google Workspace

This data processor does the following activities for us: Provides our business email, and stores newsletter sign-ups in Google Drive.

SignFree

This data processor does the following activities for us: Provides electronic signatures for client contracts.

Others we may share personal information with

• Professional or legal advisors

• Relevant regulatory authorities

• Organisations we’re legally obliged to share personal information with

• Publicly on our website, social media or other marketing and information media, only with your permission

• Suppliers and service providers, such as our bank (Monzo), payment provider (Stripe) and file storage provider (Microsoft OneDrive)

We only keep personal information for as long as we need it:

• Client contracts and project emails: for as long as any licence to use our artwork lasts, plus 6 years after it ends. Some licences are permanent, so we may keep these records indefinitely.

• Enquiries that don’t lead to a project: 2 years from our last contact.

• Reference photos: deleted at our next yearly review after the project ends, or after an enquiry doesn’t go ahead.

• Invoices and payment records: at least 5 years after the 31 January Self Assessment deadline for the tax year they relate to, as HMRC requires.

• Newsletter subscribers: until you unsubscribe. After that, we keep your email address on a do-not-contact list so we don’t add you again by mistake.

• Website analytics: for as long as our website provider, Squarespace, keeps it in our website analytics.

We review the information we hold once a year and securely delete anything we no longer need.

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name: Microsoft

Category of recipient: File storage provider

Country the personal information is sent to: Ireland and the United States

How the transfer complies with UK data protection law: Adequacy regulations. Ireland is in the European Economic Area, and Microsoft is certified to the UK-US data bridge.

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name: Squarespace, Google

Category of recipient: US technology providers for website hosting and email

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)

Organisation name: SignFree

Category of recipient: E-signature tools based in the EU

Country the personal information is sent to: Belgium

How the transfer complies with UK data protection law: Adequacy regulations. The UK recognises countries in the European Economic Area, including Belgium, as giving personal information adequate protection.

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: hello@cathystanfordillustration.com

We’ll acknowledge your complaint within 30 days and let you know the outcome without undue delay.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint