Privacy Policy

1. WHO WE ARE AND HOW TO CONTACT US

Yorkshire Wall Print Co is the trading name of Michael Kendall, a sole trader providing bespoke wall-printing services.

We are responsible for deciding how personal information supplied to our business is used.

For questions about your personal information or to exercise your data-protection rights, please contact:

Email: yorkshirewallprintco@gmail.com

Postal correspondence address:
Yorkshire Wall Print Co
Lytchett House
13 Freeland Park
Wareham Road
Poole
Dorset
BH16 6FA

This is our postal correspondence address, not a customer-visitable business premises.

2. INFORMATION WE COLLECT

When you contact Yorkshire Wall Print Co or submit a project enquiry, we may collect:

• Your name and contact details.

• Your business name or role, where relevant.

• Your installation location or postcode.

• Wall dimensions, photographs and artwork references.

• Information about the design or installation you would like.

• Correspondence relating to your enquiry.

For confirmed work, we may also hold quotations, agreed specifications, artwork approvals, invoices, payment confirmations, installation records and aftercare correspondence.

Our website uses Squarespace to receive and store enquiry submissions and uploaded-file references. We receive enquiry notifications through our business Gmail account.

Where appropriate, we manually record genuine customer enquiries in our existing customer relationship management system.

Our website also processes certain technical information associated with visits, including IP addresses, browser and device information, pages visited and referral information.

Squarespace Activity Log is enabled, and Google reCAPTCHA is used to help protect the enquiry form against spam and automated abuse.

Please avoid including people, private documents, security codes or other unnecessary personal information in photographs submitted for an initial wall assessment.

3. WHY WE USE PERSONAL INFORMATION

We use relevant personal information to:

• Respond to enquiries and assess proposed projects.

• Prepare quotations and discuss artwork requirements.

• Arrange and fulfil agreed installations.

• Manage payments, business records and customer correspondence.

• Provide aftercare and resolve complaints.

• Maintain website security and protect against spam or misuse.

• Meet legal obligations and protect our legitimate business interests.

Where an individual requests a quotation or enters into a contract with us, our lawful basis will generally be taking steps requested before entering a contract or performing that contract.

For appropriate business-to-business communications and necessary business administration, we may rely on legitimate interests, taking account of the rights of the individuals concerned.

We retain necessary accounting records to comply with legal obligations. We may retain proportionate installation evidence to address complaints, demonstrate what was agreed and establish or defend legal claims.

Where we rely on consent, such as for optional promotional subscriptions or certain uses of customer photographs, you may withdraw it.

You do not have to provide unnecessary personal information, but without essential project or contact information we may be unable to assess or deliver your requested service.

4. CUSTOMER PHOTOGRAPHS, ARTWORK AND MARKETING

Customer photographs submitted for technical assessment are handled separately from promotional material.

Keeping a photograph to assess wall conditions or document an installation does not authorise its publication.

We obtain separate permission before using identifiable customer photographs or other personal information in promotional material.

AI-assisted artwork

Yorkshire Wall Print Co uses licensed stock imagery, digital design software and AI-assisted concept-generation tools to develop artwork ideas.

AI-generated concepts are created using general, non-identifying descriptions of the requested artwork.

We do not submit customers' names, contact details, addresses, identifiable wall photographs or other personal enquiry information to third-party generative AI tools as part of our standard artwork process.

Promotional communications

Submitting an enquiry or booking an installation does not automatically subscribe you to promotional emails, text messages or WhatsApp marketing.

We add customers to promotional contact lists only where they have separately chosen to opt in to the relevant communication.

You can withdraw that permission at any time. Messages relating directly to an enquiry, quotation or agreed installation are separate from promotional subscriptions.

5. WHO RECEIVES PERSONAL INFORMATION

We use established business systems to receive enquiries, communicate with customers and maintain operational records.

These include:

• Squarespace: Website hosting, enquiry forms, uploaded-file handling and website activity information.

• Google services: Business email, relevant file storage and our Google Sheets customer records.

• Google reCAPTCHA: Spam prevention and protection against automated form misuse.

• WhatsApp: Customer communications when this channel is used.

• Starling Bank: Banking and payment-related information when relevant.

Customer enquiries are transferred into our CRM manually when appropriate. We do not use an automatic Squarespace-to-CRM integration.

Where necessary, relevant information may also be shared with insurers, professional advisers, authorities or suppliers genuinely involved in providing an agreed service.

Some service providers also process information for their own purposes under their applicable privacy terms.

We limit information sharing to what is relevant and necessary.

6. INTERNATIONAL PROCESSING OF PERSONAL INFORMATION

Yorkshire Wall Print Co uses established technology providers to operate its website, receive enquiries, communicate with customers and maintain business records.

Some of these providers may process or store personal information outside the United Kingdom, including in the United States.

Our website provider, Squarespace, has documented arrangements for international data transfers. These include the UK Extension to the EU–US Data Privacy Framework and, where applicable, recognised contractual data-protection safeguards.

Other providers we use, including Google services and WhatsApp, may also process information internationally under their applicable data-protection arrangements.

We seek to use services with appropriate protections for personal information. Where international transfers are subject to UK data-protection requirements, the relevant transfer mechanism must provide the protection required by law.

For information about international processing and applicable safeguards, please contact yorkshirewallprintco@gmail.com.

7. HOW LONG WE KEEP PERSONAL INFORMATION

We retain personal information only for as long as necessary for the relevant purpose, subject to applicable legal requirements.

Unconverted enquiries

Inactive, unconverted personal enquiries are normally retained for no more than 90 days from the last meaningful contact.

Where an enquiry is definitively declined or closed, unnecessary personal information and supplied wall photographs are deleted sooner.

A limited exception may apply where particular information is genuinely needed for a legal obligation, unresolved dispute or documented objection to marketing.

Completed installations

We normally retain the minimum necessary contract and installation evidence for six years from installation completion.

Later remedial work may have a separate completion date and retention period. Relevant original records may be retained where necessary to understand that work.

Accounting information

Necessary self-employed business records are normally retained for at least five years after the 31 January Self Assessment submission deadline for the relevant tax year.

Where one record serves both accounting and installation-evidence purposes, the later applicable deadline is used.

Working files and photographs

Unnecessary drafts, duplicate images, temporary downloads and redundant working files are deleted promptly, with a routine maximum of 90 days after installation completion.

Temporary access information is removed as soon as it is no longer required.

Photographs and videos held for permitted marketing purposes are managed separately, reviewed at least annually and removed when no longer needed or when the relevant permission is withdrawn, subject to any separate lawful retention requirement.

Deletion and exceptions

Particular information may need to be retained longer where required for legal obligations, an unresolved complaint, an insurance matter or a legal claim.

When information is no longer required, we use the available deletion procedures or irreversibly anonymise it where appropriate.

Copies remaining in service-provider backups may be subject to the provider's own backup-retention and expiry arrangements. We do not claim that deletion from an active system necessarily removes every backup immediately.

8. YOUR DATA-PROTECTION RIGHTS

Depending on the circumstances, you may have the right to:

• Request access to your personal information.

• Ask for inaccurate information to be corrected.

• Request deletion or restriction of processing.

• Request transfer of certain information.

• Withdraw consent where processing relies on consent.

• Object to processing based on legitimate interests.

You have the right to object to the use of your personal information for direct marketing.

Some information may need to be retained despite a deletion request where a lawful exception applies.

To exercise your rights, email yorkshirewallprintco@gmail.com. We may request proportionate information to confirm your identity.

You can also complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/.

9. COOKIES AND WEBSITE TRACKING

Our website uses cookies and similar technologies to support essential functions, website security and the operation of our enquiry form.

Squarespace provides our website and records certain visitor activity information, including technical information about website visits.

Our enquiry form also uses Google reCAPTCHA to help identify and prevent spam and automated misuse.

Some website technologies may be used for optional performance, analytics or advertising purposes. Where consent is required by law, we will seek your permission before using those technologies.

You can review and manage available cookie preferences through the cookie controls on our website.