Data Privacy Policy

1. Who we are

ShapedSound Ltd is the organisation responsible for your personal information.

  • Company name: ShapedSound Ltd

  • Registered address: Unit 15 Marston Business Park, Lower Hazeldines, Bedfordshire MK43 0XT UK

  • Email: studio@shapedsound.com

  • Website: https://shapedsound.com

For the purposes of UK data protection law, we are the data controller of personal data collected through this website.

2. The personal information we collect

We collect and process the following categories of personal information when you use our website or contact us:

  • Contact details (for example, name, email address, phone number)

  • Booking information for Sonaform sessions or other appointments (for example, preferred date/time, service requested, notes you choose to provide)

  • Communication information (for example, messages you send via our contact form or email)

  • Website usage data and technical data (for example, IP address, device type, browser, pages visited, time spent on pages), collected via Squarespace analytics cookies and similar technologies

We do not intentionally collect special category data (such as health information) through this website. Please avoid including sensitive information in free‑text fields where possible.

3. How we collect your information

We collect personal information in the following ways:

  • Directly from you when you:

    • submit our contact form

    • book an appointment or Sonaform session via our booking system

    • communicate with us by email, phone or other channels

    • sign up to receive information or updates from us

  • Automatically, when you:

    • browse or interact with our website, through Squarespace’s built‑in analytics and cookies

We may also obtain basic contact details or professional information about you from publicly available sources on the web (for example, company websites or LinkedIn) where this is relevant to our business relationship.

4. Cookies and website analytics (Squarespace)

Our website is hosted on Squarespace, which uses cookies and similar technologies to operate the site and provide analytics about visitors.

Cookies used on our site include:

  • Strictly necessary / functional cookies – required for security and basic site functionality (for example, load balancing, remembering cookie choices).

  • Performance and analytics cookies – used by Squarespace Analytics to understand how visitors use the site (for example, page views, traffic sources, device and browser information).

Where required by UK law, we will ask for your consent before placing non‑essential cookies (such as analytics cookies) on your device. You can manage your cookie preferences through our cookie banner and your browser settings.

For more information on how Squarespace uses cookies and processes data, you can read the Squarespace Cookie Policy and Privacy Policy.

5. Purposes and legal bases for processing

We use your personal information for the purposes set out below and rely on the following legal bases under the UK GDPR:

  1. Providing our services and responding to enquiries

    • To manage bookings and Sonaform sessions

    • To respond to questions, requests and messages sent via our contact form, email or phone

    • Legal basis: performance of a contract or steps taken at your request before entering into a contract; and our legitimate interests in operating our business and providing our services.

  2. Understanding interest in ShapedSound and improving our website

    • To understand how visitors use the website and which content is most relevant

    • To maintain, secure and improve our website and services

    • Legal basis: consent (for analytics cookies where required) and our legitimate interests in monitoring and improving our website and services.

  3. Communicating with you about ShapedSound and Sonaforms

    • To send you information, updates or invitations relating to ShapedSound, Sonaforms and related activities, where you have asked to receive these or where we are otherwise permitted to do so

    • Legal basis: consent (for email marketing where required) or our legitimate interests in promoting our services, balanced against your rights. You can opt out at any time by contacting us or using any unsubscribe link provided.

  4. Business administration and legal compliance

    • To keep appropriate business records

    • To comply with legal obligations and respond to requests from regulators or authorities

    • Legal basis: legal obligation and our legitimate interests in running a responsible business.

Where we rely on your consent, you may withdraw this at any time by contacting us at studio@shapedsound.com. This will not affect the lawfulness of processing based on consent before it was withdrawn.

6. Who we share your information with

We do not sell your personal data.

We may share your information with:

  • Staff and contractors of ShapedSound Ltd who need access to perform their roles

  • Our website hosting provider (Squarespace) and other service providers who process data on our behalf, such as email, cloud storage, analytics or booking tools

  • Professional advisers (for example, accountants, lawyers) where necessary

  • Regulators, law enforcement or other authorities where we are legally required to do so

Where we use third‑party service providers, we only disclose the information that is necessary for them to provide their services and we ensure appropriate data protection agreements are in place.

7. International data transfers

Our website is hosted by Squarespace, a US‑based company, and some of our other service providers may be located outside the UK and European Economic Area.

This means your personal data may be transferred to and processed in countries that may have different data protection laws from the UK. Where this happens, we ensure that suitable safeguards are in place, such as the use of UK‑approved Standard Contractual Clauses or equivalent mechanisms, to protect your personal information.

8. How long we keep your information

We do not keep your personal information for longer than necessary for the purposes described in this policy.

In general:

  • Contact and enquiry information is typically retained for up to 2 years after our last interaction with you, unless we need to keep it longer for legal or business reasons.

  • Booking and session records may be retained for up to 6 years to meet accounting and tax requirements.

  • Analytics data is generally kept in aggregated form only and cannot easily be linked back to individual visitors.

If you request that we delete your personal information, we will do so where we are not required to keep it for legal, regulatory or contractual reasons.

9. How we protect your information

We take appropriate technical and organisational measures to protect your personal information from unauthorised access, use, disclosure, alteration or destruction.

These measures include access controls, secure cloud‑based systems and limiting access to personal data to those who need it for their role. However, no method of transmission or storage is completely secure and we cannot guarantee absolute security.

10. Your data protection rights

Under UK data protection law, you have the following rights in relation to your personal information:

  • Right of access – to request copies of your personal information

  • Right to rectification – to ask us to correct information you think is inaccurate or incomplete

  • Right to erasure – to ask us to delete your personal information in certain circumstances

  • Right to restriction of processing – to ask us to limit how we use your information in certain circumstances

  • Right to object to processing – to object to our use of your personal information where we rely on legitimate interests or for direct marketing

  • Right to data portability – to ask us to transfer the information you gave us to another organisation, or to you, in certain circumstances

You are not required to pay any fee to exercise your rights. If you make a request, we will respond within one month, or explain if we need longer in line with UK law.

You can exercise your rights by contacting us at studio@shapedsound.com or by post at the address above.

11. How to complain

If you have any concerns about how we use your personal information, please contact us first at studio@shapedsound.com so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator:

  • Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

  • Helpline: 0303 123 1113

  • Website: https://www.ico.org.uk

12. Changes to this policy

We may update this privacy policy from time to time, for example to reflect changes in the law, our services or our use of technology. The updated version will be posted on this page and will take effect as soon as it is published.

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