Privacy Policy

Wild Mind Studios is run by me, Amie Duke-Woolley, as a sole trader. I take your privacy seriously and this policy explains what personal information I collect, why I collect it, how I look after it and what your rights are.

1. Who I am

For the purposes of UK data protection law, I am the data controller for the personal information described in this policy.

Amie Duke-Woolley trading as Wild Mind Studios
Wivenhoe, Essex, United Kingdom
Email: amie@wildmindstudios.com

Wild Mind Studios is run by Amie Duke-Woolley, a sole trader registered with the Information Commissioner’s Office (ICO) under registration number ZC277829.

2. Information I collect

Depending on how you interact with me, I may collect:

  • Your name, email address and phone number

  • Your business name, website and social media handles

  • Your billing address, for invoices

  • Project details, enquiry information and anything you share with me during our work together

  • Photos and videos of you, your team, your premises or your products taken during brand photography sessions

  • Login details for your website or social media accounts, where you give me access to carry out agreed work

  • Information about how you use my website, collected through cookies and analytics (see section 8)

  • Messages and reviews you send or leave through social media, Google or my website

I don’t store your card or bank details. Payments are handled securely by the payment providers listed in section 5.

3. How I use your information and why

UK GDPR requires me to have a lawful reason for using your information. Here’s what I use it for and the lawful basis for each:

  • To reply to your enquiries and send quotes or proposals: legitimate interests, as you’ve asked to hear from me

  • To deliver the services you’ve booked, including design, photography, web work and social content: contract

  • To send invoices, take payments and keep financial records: contract and legal obligation

  • To show finished work in my portfolio, on my website and social media: consent, which I’ll always ask for first

  • To send newsletters or updates you’ve signed up for: consent, and you can unsubscribe at any time

  • To understand how my website is used and improve it: consent, given through the cookie banner

  • To ask for feedback or a review once a project is finished: legitimate interests

4. Brand photography and client work

Photos and videos from brand shoots are taken for you to use in your business. I store the files securely and deliver them to you through a private gallery or file-sharing link.

I’ll only share photos from your shoot, or any designs or websites I’ve created for you, in my portfolio or on social media if you’ve agreed to it. If you’d rather I didn’t, or you change your mind later, just let me know and I’ll remove them.

If you give me access to your website, social media or other accounts, I’ll only use that access for the work we’ve agreed. Once the work is finished I’ll stop using it, and I’d recommend you change your passwords or remove my access.

5. Who I share your information with

I will never sell your personal information. I only share it with trusted providers who help me run my business, and only what they need to do their job. These include:

  • Website hosting, forms and analytics: Squarespace

  • Email, calendar and file storage: Google (Gmail, Google Calendar, Google Drive)

  • Invoicing and accounting: Zoho Books

  • Payments: Stripe, PayPal and Ko-fi

  • Reviews display: Elfsight and Google Business Profile

  • Social media and messaging: Meta (Facebook and Instagram)

  • Newsletters: Squarespace Email Campaigns

I may also share information if the law requires it, for example with HMRC or my accountant.

6. International transfers

Some of the providers above, such as Squarespace, Google, Stripe, PayPal and Meta, may store or process data outside the UK, including in the United States. Where this happens, they use approved safeguards, such as the UK International Data Transfer Agreement or the UK Extension to the EU-US Data Privacy Framework, to keep your data protected to UK standards.

7. How long I keep your information

  • Enquiries that don’t go ahead: up to 12 months, then deleted

  • Client records, invoices and financial information: 6 years after the end of the financial year, as required by HMRC

  • Project files, designs and photos: final files are kept for 2 years after delivery, in case you need them again, and unedited photos are deleted after 12 months, unless we’ve agreed otherwise

  • Account logins you’ve shared with me: deleted as soon as the work is finished

  • Newsletter subscribers: until you unsubscribe

  • Portfolio images: for as long as they’re shown, or until you ask me to remove them

8. Cookies and analytics

My website uses cookies, which are small files stored on your device. Some are essential for the site to work, and others help me understand how visitors use it so I can improve it, such as Squarespace Analytics. Non-essential cookies are only used if you agree to them through the cookie banner, and you can change your choice at any time using the Cookie Preferences link at the bottom of every page.

9. Keeping your information safe

I use secure, password-protected accounts with two-factor authentication where available, and only keep information that I genuinely need. Even so, no system online is ever completely secure, so if a data breach ever affects you I’ll let you know and, where required, report it to the ICO.

10. Your rights

Under UK GDPR you have the right to:

  • Access the personal information I hold about you

  • Ask me to correct anything that’s wrong or incomplete

  • Ask me to delete your information

  • Object to or ask me to limit how I use your information

  • Ask for a copy of your information in a format you can take elsewhere

  • Withdraw your consent at any time, where I’m relying on consent

  • Complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113

To use any of these rights, email me at amie@wildmindstudios.com. I’ll reply within one month and there’s no charge.

11. Changes to this policy

I may update this policy from time to time, for example if I start using new tools. The latest version will always be on this page, with the date it was last updated at the top.