Privacy policy | Olive and Wilde Studios

Who we are

Olive and Wilde Studios Ltd (“we”, “us”, “our”) is the data controller for the personal data described in this policy. We are registered in England and Wales under company number 16588257 and with the UK Information Commissioner’s Office (ICO) under registration number ZC009035.

Registered office: Mey House, Bridport Road, Poundbury, Dorset, United Kingdom, DT1 3QY
Studio address: 28 South Street, Dorchester, Dorset, DT1 1BY
Website: oliveandwildestudios.co.uk

For questions about this policy or your personal data, contact Laura Delage-Pandeli at laura@oliveandwildeinteriors.co.uk.

What personal data we collect

Depending on how you interact with us, we may process:

Website and enquiries: name, email address, phone number (if you provide it), and any information you include in a contact form or when you subscribe to our newsletter.
Email marketing and CRM: name, email address, subscription preferences, and related interaction data held in our email marketing and CRM system (Flodesk).
Social media: if you message us through Instagram, Facebook, or similar platforms, we receive the information you send (for example your profile name and message content).
Online payments: where you pay through Flodesk checkout or Calendly, payment-related data is processed by those providers (we do not store your full card details ourselves). Some ticketed events may be booked through an external provider with its own terms, privacy policy, and payment systems.
Bank transfer (BACS): if you pay by bank transfer, we process the details needed to match your payment (for example your name and payment reference). We do not store your full bank account details.
Events: name and email address, and payment details where you book through Flodesk or Calendly. Where an external event provider is used, they collect and process data under their own policies.
Venue hire: name, email address, phone number, postal address, company details, and attendee lists you share with us for your event.
Showroom and retail enquiries: standard contact details (for example name, email, and phone) when you enquire about products or visit the showroom.
Co-working members: personal and company details, emergency contact information, and information needed to manage membership and monthly contracts.
Interior design clients: contact details, project and property-related information (for example addresses, room details, budgets, plans, correspondence), and photographs of interiors where relevant to the project.
Studio access: we use a UniFi access system for door entry. Your name, email address, and date and time of arrival are recorded on our company systems when you visit (for example for co-working, events, or visits).
Business administration: contact and invoicing details in our accounting software (Xero), such as your name, company name, postal address, phone number, and email address. We do not store payment card or bank account details in Xero.

We do not knowingly collect personal data from anyone under 18 for marketing sign-ups or online accounts. Co-working and events may occasionally involve younger attendees accompanied by an adult; where that happens, we process only what is needed to run the activity safely. Our guest Wi-Fi does not capture personal data or analytics about users.

How and why we use your data (lawful bases)

We use personal data only where UK data protection law allows. This includes:

Contract — to provide co-working membership, interior design services, venue-related services, and to take payment where you purchase from us.
Legitimate interests — to operate and secure our studio (including visitor and access records), respond to enquiries, manage our business, and improve our services, where those interests are not overridden by your rights.
Consent — where you opt in to marketing emails, and where you give written consent before we share project photographs or other materials for marketing or promotional use.
Legal obligation — for example keeping records for tax, accounting, and regulatory purposes.

Where we share interior design project information with contractors or suppliers, we do so only with your permission and as needed to deliver the project.

Marketing

We send email marketing only where you have opted in (we do not use double opt-in). You can unsubscribe at any time using the link in our emails or by contacting us at the address above.

Cookies and similar technologies

We do not use advertising or third-party analytics cookies on our website. A short notice in our website footer points you to this section for more detail.

Essential cookies. Our hosting provider (Cloudflare) may set cookies that are strictly necessary for security, performance, and delivering the site. Under UK rules, these do not require your consent.

Cloudflare Web Analytics. Cloudflare provides privacy-oriented website analytics (for example approximate visitor numbers and pages viewed). This does not use advertising cookies or track you across other websites.

Calendly. When you use our booking pages (for example to schedule a studio tour or consultation), or when you open a Calendly widget from a “Book” button elsewhere on the site, Calendly may set cookies to run the booking service. We do not load Calendly on most pages until you visit a booking page or choose to open a widget. Calendly shows its own cookie consent banner in the widget; you can also use Cookie Settings at the bottom of the widget to manage preferences. See Calendly’s privacy notice for how they use cookies and personal data.

Instagram feed. Some pages show recent Instagram posts via Behold.so. Loading those sections requests data from Behold; we do not control any cookies Behold or Instagram may use in that process.

Directions links. Our contact page links to Google and Apple Maps for directions. Those services open in a new tab or app; we do not embed a Google Map on our site. If you follow those links, Google or Apple may process technical information (such as IP address) under their own privacy notices.

Who we share data with

We may share personal data with:

Flodesk (United States) — contact forms, newsletter sign-ups, CRM, email marketing, and checkout / payments processed through their service.
Resend (United States) — delivering email notifications when someone submits our website contact form.
Cloudflare (website hosting and CDN) — technical data involved in delivering the site and privacy-oriented web analytics.
Calendly (United States) — when you book appointments or pay through our website via Calendly.
Google or Apple — only if you follow directions links from our contact page to their map services.
Xero (cloud accounting software) — contact and invoicing details for business records (for example name, company name, postal address, phone number, and email address). We do not store payment card or bank account details in Xero.
Professional advisers — for example accountants, where needed.
Contractors and suppliers — only with client permission and for project delivery.

We use Canva for design work; we do not use it to store client personal data.

Apart from the service providers listed above (who process data on our behalf under contract), only Laura Delage-Pandeli accesses personal data we hold.

Where we store data

Besides the online services listed above, we may also hold personal data on:

Business devices — laptops, phones, and tablets used for studio administration.
Cloud storage — iCloud, OneDrive, Google Drive, and Dropbox, where we store files needed to run our business.
Paper records — paper files and notebooks used for studio administration.

We do not use a separate e-sign platform for membership licences or similar agreements. Access to personal data in these locations is limited to Laura Delage-Pandeli.

International transfers

Some of our providers are based outside the United Kingdom. Where personal data is transferred to countries that are not subject to a UK “adequacy” decision, we rely on appropriate safeguards required by UK data protection law (for example the UK International Data Transfer Agreement or Addendum, or standard contractual clauses), often as set out in our suppliers’ terms or data processing agreements.

How long we keep data

We keep personal data only as long as necessary. Indicatively:

Marketing lists: until you unsubscribe, plus a short period if needed to honour your preferences.
Contracts, invoices, and accounting records: typically up to six years after the end of the relevant tax or financial year, in line with common UK practice, unless a longer period is required by law.
Client and member files: for the duration of our relationship and a reasonable period afterwards for legal, contractual, and operational purposes.
Visitor and access records: for as long as needed for studio security, access management, and resolving issues.

Security

We apply appropriate technical and organisational measures to protect personal data, including access controls on business devices and cloud storage. Personal data we hold is accessed only by Laura Delage-Pandeli.

Your rights

Under UK data protection law you may have the right to:

access a copy of your personal data;
correct inaccurate data;
request erasure in certain circumstances;
restrict or object to certain processing;
data portability, where applicable;
withdraw consent where we rely on consent, without affecting earlier processing;
lodge a complaint with a supervisory authority.

To exercise your rights, contact us at laura@oliveandwildeinteriors.co.uk. We may need to verify your identity before responding.

Complaints

If you are concerned about how we use personal data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection: ico.org.uk/make-a-complaint.

Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top will change when we do. For significant changes, we may provide additional notice (for example by email or a notice on our website).