Inkbot Design

Privacy Policy

Trust is the baseline of any commercial partnership. Before we handle your brand, you need to know exactly how we handle your data. This policy explains what we collect, why we need it, where it goes, and the control you have over it.

Last Updated: October 2026

1. Who We Are

Inkbot Design (“we”, “us”, or “our”) is the data controller responsible for your personal data.

  • Business details: Inkbot Design is the trading name of Stuart Crawford, operating as a sole trader. 
  • Address: 2 Lord Warden’s Ct, Bangor BT19 1GJ, United Kingdom. (Note: We operate remotely; this is a business correspondence address, not a client-facing office). 
  • Email: hello@inkbotdesign.com 
  • Telephone: +44 7403 498887

In Plain English: We are an independent strategic branding agency, not a data broker. We collect only what we need to run the website and deliver our services. We never sell your data. This page explains exactly what happens to it.

2. The Data We Collect

We collect and process the following categories of personal data:

  • Identity Data: First name, last name, business name, and job title.
  • Contact Data: Email address and, if provided, your telephone number.
  • Technical Data: IP address, browser type and version, device type, time zone, and pages visited — collected via analytics cookies only if you explicitly consent via our cookie banner.
  • Transaction Data: If you engage Inkbot Design for a project, we retain records of payments, invoices, and the specific services provided.
  • Prospect Data: If we contact you regarding our branding services, we collect limited professional information from publicly available sources (as detailed in Section 5).

We do not collect special category data. We do not have any information regarding your race, ethnicity, religious beliefs, sexual orientation, or health.

In Plain English: Browse the site with cookies accepted, and we see anonymous patterns, such as "someone in London read two branding case studies." Fill in the contact form, and we see what you typed. Hire us, and we keep the financial paperwork. That is the extent of it.

3. Cookies

This Site uses cookies and similar technologies. Strictly necessary cookies run automatically to keep the site functioning. Analytics and marketing cookies run only after you consent via the cookie banner. You maintain control and can change or withdraw your consent at any time using the cookie settings link in the Site footer.

In Plain English: The banner you saw when you arrived is a functional control panel, not decoration. Nothing measures your behaviour here unless you say yes. If you change your mind, you can turn them off instantly.

4. How and Why We Use Your Data

We only use your personal data where the law allows. Our lawful bases are:

  • Consent: For analytics and marketing cookies, and for any email newsletter you request. You can withdraw this at any time.
  • Contract: To respond to your direct enquiries, prepare custom proposals, and deliver the strategic design services you hire us for.
  • Legitimate Interests: To secure the website, improve our services, and contact business prospects about services directly relevant to their organisation (see Section 5), provided your rights do not override those interests.
  • Legal Obligation: To maintain compliant tax and accounting records for HMRC.

We do not use your data for automated decision-making or profiling that produces legal or significant effects.

In Plain English: If you email us, we use your address to reply. If you hire us, we use your data to invoice you and deliver the work. No algorithms make decisions about you or your business.

5. Business Prospects: Data We Collect From Public Sources

If we identify that your firm could benefit from our Brand Equity System or strategic design services, we may contact you at your professional email address. In doing so, we hold limited data gathered exclusively from publicly available sources — such as your company website, professional directories, or LinkedIn. This is limited to your name, job title, organisation, and business contact details.

Our lawful basis is legitimate interests: marketing relevant B2B services to professionals in a commercial context. We contact corporate email addresses in strict accordance with the Privacy and Electronic Communications Regulations (PECR). Every message includes a clear path to opt out. If you object, we suppress your details immediately to ensure you are not contacted again.

In Plain English: If we email you out of the blue, it is because your firm appears to be a genuine fit for our positioning work, and your details were publicly listed. We research prospects manually. We do not buy bulk lists. Reply "no thanks" or click unsubscribe, and you will never hear from us again.

6. Who We Share Data With

We never sell, trade, or rent your personal data. We share it strictly with the infrastructure partners required to run a modern, remote agency. These providers operate under contracts requiring them to protect your information:

  • Website hosting and content delivery: Our UK-based hosting provider and content delivery network keep the Site fast and secure.
  • Form provider: Our contact forms use a third-party service to securely process and deliver your submission to our inbox.
  • Analytics: Google Analytics, only where you have consented, with IP anonymisation enabled.
  • Email and productivity: The enterprise platforms we use to send, receive, and store correspondence.
  • Outreach platform: The system used for the B2B communications described in Section 5.
  • Accounting and payment: Providers who process invoices and payments when you become a client.

We may also disclose data if required by a competent authority.

In Plain English: Your data touches the standard tools required to run an agency — the web host, the form software, the email server, and the bookkeeping platform. Every provider is contractually bound to protect it. Nobody gets your email address to sell you third-party products.

7. International Transfers

The internet is global. Some of our service providers (such as Google) operate servers outside the UK. Whenever your data leaves the UK, we ensure it is protected by at least one of the following legal safeguards:

  • Transfer to a country covered by UK adequacy regulations;
  • The UK Extension to the EU–US Data Privacy Framework (the “UK–US Data Bridge”) for certified US providers; or
  • The UK International Data Transfer Agreement or Addendum (the UK’s approved standard contractual clauses).

In Plain English: Some of your data will sit on servers in the US because that is where global infrastructure providers operate. UK law has approved mechanisms for this exact scenario, and we strictly use providers covered by them.

8. Data Retention

We do not hoard information. We keep personal data only as long as necessary for the purpose it was collected:

  • Analytics data: Retained for 2 months, then automatically deleted.
  • Enquiry data: If you enquire but do not engage us for a project, we delete your data within 24 months of our last exchange.
  • Client data: Identity, contact, and transaction records are retained for 6 years after the engagement concludes, as mandated by UK tax law.
  • Prospect data: Deleted or suppressed promptly upon objection; otherwise, reviewed and purged periodically.

In Plain English: Visitors evaporate from our analytics within months. Dead enquiries are deleted. Client invoices are kept for six years because HMRC requires it, not because we are sentimental.

9. Security

We apply the same protective mindset to your data as we do to unreleased client brand assets. We use appropriate technical and organisational measures, including encrypted connections (HTTPS), strict access controls, and reputable infrastructure providers. While no digital transmission is entirely infallible, we take data protection seriously and are prepared to act immediately if an incident occurs.

In Plain English: Sensible locks on sensible doors. We do not leave your data lying around on unsecured drives.

10. Your Legal Rights

Under UK GDPR, you have the absolute right to:

  • Access the personal data we hold about you;
  • Correct inaccurate or incomplete data;
  • Erase your data (“the right to be forgotten”);
  • Restrict how we process your data;
  • Object to processing based on legitimate interests (if you object to direct marketing, we stop immediately);
  • Port your data to another provider in a structured, machine-readable format; and
  • Withdraw consent at any time, where consent is our lawful basis.

To exercise any of these rights, email hello@inkbotdesign.com. We will respond within one month. There is no fee for this.

You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk. We simply ask for the opportunity to resolve any concerns directly with you first.

In Plain English: It is your data. Ask us what we hold, tell us to fix it, or instruct us to delete it — and we will comply within a month, for free. If you believe we have mishandled your data, the ICO is the regulator you report us to.

11. Third-Party Links

This Site frequently links to third-party tools, case study references, and resources. Clicking those links may allow third parties to collect data about you under their own privacy policies. We do not control external websites and are not responsible for their privacy frameworks.

In Plain English: We link to platforms we find useful. Once you leave inkbotdesign.com, you are operating under their privacy rules, not ours.

12. Children

This Site and our services are designed for established businesses and professionals. We do not knowingly collect personal data from anyone under 18. If you believe a child has submitted personal data to us, contact us, and we will delete it immediately.

In Plain English: This is a B2B strategic branding consultancy. We do not want, need, or collect data from children.

13. Changes to This Policy

Businesses evolve, and so do compliance requirements. We may update this policy at our discretion. When we do, we will revise the “Last Updated” date at the top of the page.

In Plain English: The date at the top of this page always indicates when these rules were last updated.

14. Contact

If you have questions about this policy, your data, or how we operate, reach out directly:

  • Email: hello@inkbotdesign.com
  • Telephone: +44 7403 498887
  • Postal Correspondence: 2 Lord Warden’s Ct, Bangor BT19 1GJ, United Kingdom
  • Contact Form: /contact/