This policy explains what personal data ProductiveDsign Ltd collects through this website and by email, why we collect it, and what your rights are. We only collect what we need to answer your enquiry and to understand how the site is used.

1. Who we are

ProductiveDsign Ltd is the data controller for the personal data described in this policy.

2. What data we collect

Enquiry forms

When you send us an enquiry through a form on this site, we collect what you type in:

  • the main contact form: your name, email address, phone number (optional) and your message;
  • the project enquiry form on our landing page: your email address, phone number, company, product, project stage, timeline and your message.

Emails

If you email us at Enquiries@ProductiveDsign.co.uk, we receive your email address, your name if you include it, and anything you write or attach.

Analytics and cookies

When you first visit, a small pop-up asks whether you are happy for us to use analytics cookies. It has two buttons of equal size, one to agree and one to say no. Until you agree, no analytics code loads and no analytics cookies are set. If you say no, nothing loads.

If you accept, we use Google Analytics 4 to see how many people visit the site, which pages they view, roughly where they are (country or city level), what device and browser they use, and how they found us. Google Analytics 4 does not store your full IP address.

The cookies and storage this site uses are:

  • _ga: Google Analytics, tells visits apart. Set only after you accept. Lasts up to 2 years.
  • _ga_JL53Z6HY7J: Google Analytics, keeps track of your session. Set only after you accept. Lasts up to 2 years.
  • pd_cookie_consent: stored in your browser's local storage (not a cookie) to remember whether you agreed or said no, so we do not ask on every page. It stays until you clear your browser storage. It is strictly necessary to respect your choice, so it does not need consent.

You can change your choice at any time using the Cookie settings link at the bottom of every page.

The video on our homepage is a YouTube video, embedded using YouTube's privacy-enhanced mode (youtube-nocookie.com). It plays automatically, muted. In our tests this mode set no cookies, but when the homepage loads, YouTube (Google) receives your IP address and browser details and stores some data in your browser's local storage and IndexedDB for the youtube-nocookie.com site (for example yt-icons-last-purged and ytidb::LAST_RESULT_ENTRY_KEY). This happens whether or not you accept analytics cookies. On mobile, the homepage shows a still image from YouTube and a link to watch the video on YouTube itself, where YouTube's own cookie rules apply.

Our pages load fonts from Google Fonts. To deliver the fonts, your browser sends your IP address to Google. Google Fonts does not set cookies.

Our hosting provider, Netlify, processes basic technical data such as your IP address and browser details to deliver the site and keep it secure.

3. Why we collect it and our lawful basis

  • Answering enquiries and discussing projects (form and email data). Lawful basis: our legitimate interests in responding to people who contact us, or taking steps at your request before entering into a contract.
  • Keeping records of business discussions and contracts. Lawful basis: legitimate interests, and legal obligation where we must keep records (for example for tax).
  • Understanding how the site is used so we can improve it (Google Analytics). Lawful basis: your consent, given through the cookie pop-up. You can withdraw it at any time.
  • Remembering your cookie choice (local storage). This is strictly necessary to respect your choice.
  • Showing our company video (YouTube, privacy-enhanced mode). Lawful basis: our legitimate interests in showing visitors what we do.
  • Hosting the site securely and loading fonts (Netlify, Google Fonts). Lawful basis: our legitimate interests in running a working, secure website.

We do not sell your data, use it for automated decision-making, or add you to a mailing list from a website enquiry without telling you.

4. How long we keep it

  • Enquiries that do not lead to work: 2 years.
  • Customer and project records: 6 years after the contract ends, for legal and tax reasons.
  • Form submissions stored in Netlify: up to 12 months.
  • Google Analytics data: 14 months. The cookies can last up to 2 years, but the analytics data Google holds for us is deleted after 14 months.

5. Who we share it with

We only share personal data with service providers who help us run the site and our business. They act on our instructions.

  • Netlify, Inc. hosts this website and receives and stores the enquiry form submissions.
  • Google Workspace, provided by Google, is our email provider. Google acts as our processor and handles emails sent to us, including the notifications we get when someone uses a form.
  • Google also provides Google Analytics (only if you accept analytics cookies), Google Fonts and YouTube, which hosts the homepage video.
  • Our professional advisers (such as accountants) and the authorities, but only where we have to.

When we work on a project with you, we may share the project details you give us with the manufacturing suppliers we use. We will agree this with you first.

6. International transfers

Netlify and Google (which provides Google Workspace email, Google Analytics, Google Fonts and YouTube) are based in the United States and may process data there or in other countries. Where data leaves the UK, we rely on recognised safeguards, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum to standard contractual clauses.

7. Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the personal data we hold about you;
  • ask us to correct data that is wrong or incomplete;
  • ask us to delete your data;
  • ask us to restrict how we use your data;
  • object to us using your data based on our legitimate interests;
  • ask for your data in a portable format, where this applies;
  • withdraw your consent at any time, where we rely on consent (for example for analytics cookies). Use the Cookie settings link at the bottom of any page, or delete cookies in your browser settings.

There is no charge for this in most cases. We will reply within one month.

8. How to contact us

For any privacy question or request, email Enquiries@ProductiveDsign.co.uk or write to ProductiveDsign Ltd, 59 Marlborough Road, Dorking, RH4 2DL.

9. How to complain

If you are unhappy with how we have used your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator: ico.org.uk, phone 0303 123 1113.

10. Changes to this policy

We may update this policy. The date at the top shows when it last changed.