Privacy Policy

1. Who we are

Loudfire is a print and design company based in Cheltenham, Gloucestershire. We are the data controller for the personal data described in this policy, which means we decide how and why it is used.

If you have any questions about this policy or your data, contact us at hello@loudfire.co.uk or call 01452 222196.

2. The data we collect

We only collect what we need to respond to you and deliver our work.

• Enquiry details: when you use our contact form we collect your name, email address, company, phone number (optional), the services or package you are interested in, and your message.
• Correspondence: anything you send us by email, phone or social media.
• Client and project data: contact details, billing and delivery addresses, and any files, artwork or content you supply for a project.
• Payment records: invoices and payment confirmations. We do not store card details.
• Technical data: your IP address, browser type and pages visited, recorded in our web server logs for security and to keep the site running.

3. How we use it and our lawful basis

UK GDPR requires a lawful basis for each use of personal data. We rely on the following:

• Responding to enquiries and preparing quotes: legitimate interests, or steps taken at your request before entering into a contract.
• Delivering design, print, web, apparel and merchandise work: performance of a contract.
• Invoicing, accounting and tax records: legal obligation.
• Keeping our website secure and working properly: legitimate interests.
• Analytics and advertising cookies: consent, given through our cookie banner.
• Sending news or offers by email: consent, which you can withdraw at any time. We will not add you to a mailing list without asking.

4. Who we share it with

We never sell your data. We share it only where needed to run our business or complete your project:

• Our website hosting and email providers.
• Print, production and delivery partners who make or ship your order.
• Our accountant and professional advisers.
• Authorities, where the law requires it.

Everyone we share data with is required to keep it secure and use it only for the purpose we gave it to them.

5. Third-party services on this website

To display fonts and icons, this website loads files from Google Fonts, Cloudflare (cdnjs) and unpkg. When your browser requests these files, the provider receives your IP address. If you accept analytics or advertising cookies, Google receives information about your visit, such as the pages you view, your device and your approximate location. You can read how Google uses this data at policies.google.com. Links to our Instagram, TikTok, LinkedIn and Facebook pages take you to those platforms, which have their own privacy policies.

6. Cookies

We use strictly necessary cookies to keep this website working. With your consent, we also use Google Ads cookies to measure which of our adverts lead to enquiries. You can accept or reject these when you first visit the site and change your choice at any time using the cookie settings link at the bottom of each page. WordPress may also set strictly necessary cookies if you log in to the site admin.

7. International transfers

Some of our service providers, including Google, may process data outside the UK, for example in the United States. Where this happens, we make sure appropriate safeguards are in place, such as a UK adequacy decision or the International Data Transfer Agreement approved by the ICO.

8. How long we keep it

• Enquiries that do not become projects: up to 12 months.
• Client and project records: for the length of our working relationship, then up to 6 years.
• Financial records: 6 years, as required by HMRC.
• Server logs: up to 90 days.
• Google Analytics data: up to 14 months.

9. Keeping your data secure

We use appropriate technical and organisational measures to protect your data, including encrypted connections (HTTPS), password-protected accounts and limiting access to the people who need it.

10. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Have inaccurate data corrected.
• Have your data erased.
• Restrict how we use your data.
• Object to processing based on legitimate interests.
• Receive your data in a portable format.
• Withdraw consent at any time, where we rely on it.

To use any of these rights, email hello@loudfire.co.uk. There is no charge, and we will respond within one month.

11. Complaints

If you are unhappy with how we have handled your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

12. Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last changed.