Akiva Projects Ltd – Website Terms, Supply of Services & Privacy Notice
By using our website, booking a consultation, accepting a quotation, paying an invoice or otherwise instructing us to proceed, you agree to be bound by these Terms.
If you are a consumer, you have statutory rights under UK law. Nothing in these Terms affects those rights.
PART A – WEBSITE TERMS OF USE & SUPPLY OF SERVICES (UK)
1. Website Terms of Use & Acceptable Use
1.1 Who we are
This website is operated by Akiva Projects Ltd, trading as Akiva Projects, Akiva Interior Design and Studio Akiva.
1.2 Information only – no professional advice
Content on this site is for general information only and does not constitute legal, financial, architectural or engineering advice. You should obtain specialist advice before taking or refraining from any action based on our content.
1.3 Your responsibilities
You agree that you will:
use the site only for lawful purposes;
not misuse the site by knowingly introducing viruses, trojans, worms, logic bombs or other malicious or harmful material;
not attempt to gain unauthorised access to the site, our servers or any connected systems;
not scrape, copy, reproduce or exploit any part of the site for commercial purposes without our prior written consent.
1.4 Intellectual property in the website
All text, logos, layouts, graphics, photos and other content on this site are owned by us or our licensors and are protected by copyright and other intellectual property laws. You may view, download and print content for your personal, non-commercial use only. Any other use requires our prior written permission.
1.5 Third-party links
Our site may contain links to third-party websites, plug-ins or applications. We do not control these third parties and are not responsible for their content, terms or privacy policies. You should read their terms and privacy notices before using them.
2. Key Information for UK Consumers
Where you purchase our Services as a consumer (for purposes wholly or mainly outside your trade, business or profession), UK consumer law requires us to provide certain information clearly and before the contract is concluded. The key points are:
Who we are: Akiva Projects Ltd, 71–75 Shelton Street, London, WC2H 9JQ, hello@studioakiva.com.
Main characteristics of our Services: interior design consultancy, styling packages, design packages, measured surveys, 3D rendering, lighting layouts, procurement and sourcing, and related services – as described in your quotation and in these Terms.
Total price: as set out in our quotation and/or invoice, including the way any additional charges (such as shipping, customs duties and extra services) will be calculated.
How to pay: usually by bank transfer or any other method stated on the invoice; payment terms are as set out in section 5.
Duration of the contract: as described in our proposal/quotation and these Terms (for example, a particular project or a block of consultancy hours).
Cooling-off rights (consumers only): if applicable, you normally have a 14-day cooling-off period for Services purchased at a distance or off-premises – see section 4. Bespoke and made-to-order goods are generally not cancellable once production has begun.
Complaints: you can contact us at hello@studioakiva.com and, if we cannot resolve the matter, you may have the right to use the courts or certain dispute resolution schemes.
3. Definitions
Company / We / Us / Our: Akiva Projects Ltd.
Client / You / Your: Any individual or entity engaging the Company’s Services.
Services: Interior design consultancy by the hour, styling packages, interior design packages, measured surveys, 3D rendering, lighting distribution plans, procurement/sourcing, post-design support, and related services expressly agreed in writing.
Site Visit: A physical inspection/consultation at a location specified by the Client.
Deliverables: Any documents, drawings, mood boards, schedules, purchase lists or other items expressly identified in the agreed scope.
Project: The work described in our order form/quotation/proposal and accepted by the Client in writing.
Consumer: An individual acting for purposes wholly or mainly outside their trade, business, craft or profession.
Our Services are intended for adults aged 18 and over.
4. Consumer Cancellation Rights (Cooling-Off Period – UK Consumers Only)
4.1 When this applies
This section applies only if you are a consumer and your contract with us for Services is a distance contract or off-premises contract (for example, agreed via our website, email, phone or at your home), under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.
4.2 Your 14-day cooling-off period – Services
You have the right to cancel your Services contract with us within 14 days from the day after the contract is concluded, without giving any reason. To exercise this right, you must clearly inform us (for example, by email to hello@studioakiva.com) before the 14-day period expires.
4.3 Starting work during the cooling-off period
If you ask us to start work during the 14-day cooling-off period, you acknowledge that:
you must pay us for all Services performed up to the time you notify us that you wish to cancel; and
once the Services have been fully completed, you lose your right to cancel, even if the 14-day period has not yet ended.
4.4 Cooling-off for goods procured from suppliers
For most goods we procure, we act as your agent and the contract for goods is between you and the supplier. Any statutory cooling-off or cancellation rights relating to those goods (where applicable) will therefore be governed by the supplier’s own terms and the law, not these Terms. You should read each supplier’s terms and conditions carefully.
4.5 Bespoke / made-to-order items
Many items we procure (for example, made-to-measure furniture, custom finishes or personalised items) are made to your specifications. Under UK consumer law, you usually do not have a right to cancel or change your mind for such bespoke goods once manufacturing has started, except where the goods are faulty or misdescribed.
4.6 Other cancellation policies
Our specific cancellation terms for Site Visits, consultancy and other Services (for example, minimum 48 hours’ notice) apply alongside your statutory consumer rights. Where there is any conflict, your statutory rights will prevail.
5. Booking, Fees & Payments
5.1 Upfront payments
Unless otherwise agreed in writing, design fees are payable in advance before work is scheduled.
5.2 Optional split when a Site Visit precedes design
Where a Site Visit occurs before design work, we may (at our discretion) split payments so that the Site Visit fee is paid upfront and design fees become due after the Site Visit. This option must be agreed in writing.
5.3 Phased payments for larger projects
For multi-room or multi-phase projects (e.g. a five-bedroom home), we can agree phased Deliverables and phased fee payments (e.g. Phase 1: ground floor; Phase 2: first floor). If you have a tight deadline, we advise against phased/split payments to avoid scheduling interruptions and secure continuous designer commitment.
5.4 Invoices & timing
Unless stated otherwise, payment is due within 48 hours of invoice. Work may pause until payment clears. Procurement invoices are governed by section 15.
5.5 Late payment – business clients
Where you are a business, we may charge interest on overdue sums at 2% per month (or the maximum permitted by law, if lower) and/or suspend Services.
6. Site Visits
6.1 Fees & payment
A Site Visit fee (as quoted) must be paid before the scheduled visit. Fees are for attendance and professional time/advice on site.
6.2 Cancellation/rescheduling
You may cancel or reschedule with at least 48 hours’ written notice for a full refund or free reschedule. Cancellations with less than 48 hours’ notice are non-refundable (subject to any statutory consumer rights).
6.3 No access / lateness
If our designer arrives and there is no access, we will wait up to 15 minutes. After that, it is treated as a no-show/cancellation and is non-refundable. A new Site Visit would need to be booked and paid.
6.4 Scope on site
Any additional Services requested during the visit and not covered by the initial booking may be chargeable.
6.5 Liability on site
You are responsible for site safety/security for occupants/visitors. We hold public liability insurance. Any damage caused by us during the visit will be addressed in accordance with that policy.
7. Measured Surveys (Time on Site)
7.1 Purpose
A measured survey is the time spent on site by our designer to take measurements for our internal design process. The fee covers attendance and measuring only. It does not include drafting detailed survey drawings/diagrams as a standalone Deliverable.
7.2 Release of measurements
Measurements taken are for our internal use. If you proceed with an Akiva interior design package, we may reuse those measurements for your design. If you choose not to proceed with our design services or appoint another party, we are not obliged to provide survey drawings or formatted measurement packs.
7.3 Access & preparation
Each room/space must be accessible and reasonably clear of obstructions so accurate measurements can be taken. If spaces are inaccessible/obstructed, we may charge a resurvey fee.
7.4 Accuracy & limitations
Reasonable care is taken, but minor variances can occur. Survey outputs are for design purposes only and are not legal surveys or construction drawings.
7.5 Payment & cancellation
Survey fees are due in advance. You may cancel/reschedule with 48 hours’ notice; otherwise fees may be forfeited.
8. Homeowner-Provided Measurements (Remote Work)
8.1 You may provide your own measurements. You remain fully responsible for their accuracy and completeness, including positions of fixed obstacles, services, sockets, switches, pipework, etc.
8.2 We may flag potential inaccuracies; you agree to re-measure if requested. We are not liable for costs or delays resulting from incorrect client-provided measurements.
9. Interior Design Packages (Basic, Premium, Deluxe)
9.1 Typical deliverables (unless your quotation specifies otherwise)
One mood board per room/space.
One set of 2D drawings (layout/floor plan). One (1) revision reflected on the floor plan only is included across all packages. Further revisions are chargeable.
A purchase list (fixtures, furniture & equipment) after 2D layout approval.
9.2 Option counts
To keep decisions focused:
Basic: up to two (2) options per typology (e.g., sofa, dining table, pendant).
Premium / Deluxe: two (2) to three (3) options per typology.
Additional option rounds may require extra time/fees (agreed in advance).
9.3 Standard timeframe of design process
For a standard room up to 20 sqm (living room, kitchen, bathroom, bedroom), we aim to complete the initial design process within 3 weeks from project commencement, unless otherwise stated.
To achieve this, we ask that clients provide feedback/decisions within 1–2 working days of receiving proposals. Our designers aim to respond within 1–2 working days.
If either party anticipates delays (e.g. holidays, illness, absences >48 hours), this must be communicated in advance where possible. Any agreed pauses extend the timeframe; you agree we will not be liable for delays caused by your unavailability.
In the event of unforeseen circumstances on our side, we will inform you as soon as possible and adjust the timeline by mutual agreement.
9.4 Exclusions (unless added as paid extras)
Custom/bespoke furniture design (separate service).
3D design/rendering.
Socket & switch distribution plans.
Lighting distribution technical plans (included only in Deluxe).
Kitchen design (brand-specific) – see section 11.3.
9.5 Approvals & dependencies
Purchase lists and procurement work start after 2D layout approval and any agreed revisions are complete.
10. Consultancy by the Hour
10.1 Scope
Advisory service: discussions, advice, mood boards/concepts as relevant. No technical/architectural drawings unless separately agreed.
10.2 Cancellations
If you cancel ≥48 hours before the booked session, fees are fully refundable. Cancellations <48 hours are non-refundable because the consultant’s time has been allocated to you (subject to statutory consumer rights).
10.3 Refunds after service
Once a consultancy session is completed, fees are non-refundable.
11. Additional / Related Services
11.1 3D Rendering
Available as an add-on at fixed prices depending on scope/level of detail.
11.2 Lighting Design
We produce lighting layouts/visuals as specified. We do not perform electrical design/engineering/installation.
11.3 Kitchen Support (consultancy)
Kitchen design is brand-specific and excluded from packages. Under consultancy we can: advise on functional layout, colour/finish selections, accessories, arrange samples (may incur extra fees), and liaise with your chosen kitchen company.
11.4 Furniture Design
Bespoke items can be commissioned via our separate furniture design service; installation is the client’s responsibility.
11.5 Design Coordination
Hourly design coordination with contractors/installation teams (excludes research/supplier visits unless agreed).
12. Timelines, Client Responsiveness & No-Activity Policy
12.1 Client responsiveness
Our timelines assume timely client responses. If you are unresponsive or unavailable, the agreed timeline is automatically void and will be re-scheduled subject to designer availability when you re-engage.
12.2 Inactivity threshold
If we receive no response from you for 7 consecutive days, we may issue a written reminder. If there is no response within a further 7 days, we may archive the Project. Archived Projects can be re-opened subject to designer availability and may require a restart fee and revised timeline.
12.3 Third-party delays
We are not responsible for delays caused by contractors, suppliers, shipping, customs or authorities. Any delay from third parties will shift the schedule; we will propose an updated plan when information is available.
13. Compliance, Permissions & Regulatory Matters
13.1 We are interior designers, not architects/engineers. You must obtain all necessary approvals, permits, consents and compliance confirmations (e.g., planning permission, building control approval, landlord approvals, freeholder permissions) before construction or installation.
13.2 We are not liable if authorities, landlords or other regulators reject applications or later require changes. If compulsory modifications are required, we must be given the opportunity to revise design drawings to comply; failure to do so releases us from related liability.
14. Contractor & Supplier Recommendations
14.1 Recommendations are courtesy only
We may recommend contractors/suppliers based on prior feedback. These are not endorsements or guarantees. You should obtain multiple quotes and perform your own due diligence.
14.2 No liability for third parties
We are not responsible for third-party quotations, pricing/value, workmanship/quality, schedules/timelines or outcomes.
14.3 Window treatments
For blinds/curtains/etc., we strongly advise engaging a specialist to take their own measurements on site before fabrication. We are not responsible for fabrication, cost or delivery timelines.
15. Procurement & Sourcing (Furniture / Fixtures / Accessories)
15.1 Role as agent
When procuring goods/services, we generally act as your agent. Orders are placed with suppliers in your interests upon your confirmation and payment. In most cases, the contract for goods is between you and the supplier, not between you and Akiva Projects Ltd.
15.2 Proposals & client checks
Our procurement proposal lists items you have requested/approved. You must check and confirm all details (product, size, finish/variant, quantity, delivery address and access constraints) before we place orders.
15.3 Pricing & discounts
Proposal prices reflect supplier pricing at the time of proposal. If suppliers change prices or run promotions thereafter, prices may differ. Any discounts we pass on are calculated from RRP. Clients are responsible for monitoring retailers’ own discount codes/promotions (e.g., seasonal sales) unless otherwise agreed in writing.
15.4 Shipping & logistics
Unless stated, shipping/handling is added after you approve the proposal in principle, when final weights/volumes/addresses are confirmed.
15.5 Customs/duties
International shipments may attract customs/VAT/duty. These charges are determined when goods reach customs and are payable by you prior to release for delivery. We will notify you when informed by carrier/supplier.
15.6 Title & risk; insurance
Risk during manufacture/shipment lies with the supplier/carrier per their terms. Title may remain with the supplier until full payment. You should maintain adequate insurance for goods in transit/storage.
15.7 Warranties & defects
Supplier/manufacturer terms apply. We will pass through applicable warranty information and assist, as your agent, in raising issues. You must notify defects promptly per supplier terms. Your statutory rights (where applicable) as a consumer are primarily against the supplier/manufacturer.
15.8 Fees, payment & late payment
Procurement invoices are due as stated on invoice (often within 2 days, and immediately where goods are on promotion). Orders are placed during business hours after cleared payment. Late payments may incur 2% per month interest and/or suspension of Services.
15.9 Bespoke / non-returnable items
Bespoke or made-to-order items are generally non-cancellable/non-returnable once ordered, subject to your statutory rights against the supplier (for example, if goods are faulty).
16. Intellectual Property & Photography
16.1 IP ownership
You warrant that materials you supply do not infringe third-party rights. We warrant our created works are original. Unless otherwise agreed, you receive a licence to use our Deliverables for your Project/property; we retain all intellectual property rights in the underlying designs, drawings and concepts.
16.2 Use of Deliverables
You may not reproduce, resell, license, or use our Deliverables for other properties or projects without our prior written consent.
16.3 Photography (opt-out available)
By engaging our Services, you grant us the right to photograph your space before, during and after the design process for our portfolio, website and social media. We will not publish personal data or identifying information (such as your full name or full address) without consent. If you prefer we do not use photographs of your home, please opt out in writing and we will respect your request.
17. Liability & Limitations
17.1 Indirect / consequential loss
We are not liable for indirect or consequential losses, including loss of profit, loss of business, or loss of rental income arising from delays or other causes.
17.2 Third-party delays
We are not liable for delays or failures caused by contractors, suppliers, transport, customs or authorities.
17.3 Measurement reliance
Where you provide measurements, you accept full responsibility for accuracy; we are not liable for resulting costs/delays.
17.4 Monetary cap
To the maximum extent permitted by law, our aggregate liability in connection with a Service is limited to the fees paid by you for that specific Service.
17.5 Non-excludable liabilities
Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud, or any other liability which cannot be limited or excluded under English law. Your statutory rights are not affected.
18. Communication
18.1 We are reachable Monday–Friday, 09:00–17:00 (UK time), excluding public/bank holidays. We aim to respond promptly within working hours.
18.2 A single, mutually agreed communication channel should be used for project correspondence to keep records clear. We are happy to send messages to clients on other devices and platforms at the client’s request but are not responsible for any discussions outside of our main communication channel.
19. Affiliates & Introductions
We may introduce partners/affiliates for services outside interior design. We are not responsible for their workmanship, pricing, schedules or outcomes. You should review their own terms and privacy notices.
20. Alterations & Variations
Client alteration requests must be in writing. Any price increase will follow our standard labour/material rates. Requests for corrections that arise from scope creep or client-initiated changes may be treated as alterations.
21. Working Hours, Meeting Times & Special Arrangements
21.1 Standard hours
Our normal working hours are Monday to Friday, 09:00–17:00 (UK time).
21.2 Online meeting availability
Online meetings are ordinarily scheduled no earlier than 08:00 and no later than 18:00. Meetings outside these hours are exceptional and must be agreed in advance.
21.3 Site visit availability
On-site visits are ordinarily scheduled to start no earlier than 08:00 and to conclude by 18:00–19:00 at the latest. Visits outside these hours are exceptional and must be agreed in advance.
21.4 Cancellations for exceptional hours
Where a Client requests an appointment outside our standard working hours, the Client acknowledges that we may need to cancel or reschedule at short notice due to sudden changes in our designers’ personal/family commitments. In these cases, our usual cancellation terms may not apply, and we will notify you as soon as practicable. Any fees already paid for the specific out-of-hours booking will be refunded or credited if we cancel and an alternative time cannot be agreed.
21.5 Client acknowledgment
Services outside standard hours are a special accommodation and are not part of our normal practice. Flexibility is required on both sides, and availability is not guaranteed.
22. Referral Programme Terms (UK)
22.1 Eligibility
The referral programme is open to individuals aged 18 and over who are residents of the United Kingdom. Employees of Akiva Projects Ltd and their immediate family members are not eligible to participate.
22.2 Referral reward
For each successful referral, the referrer will receive a £50 Amazon gift card or similar third-party e-gift voucher of equivalent value (the “Reward”), at our discretion. A referral is considered successful once the referred friend makes a qualifying purchase of at least £2,000 on a design package.
22.3 Referred friend discount
The referred friend will receive a 10% discount on their design package with Akiva Projects Ltd. This discount applies only if the total purchase meets or exceeds £2,000.
22.4 Minimum purchase requirement
Both the referrer and the referred friend’s benefits are contingent on the referred friend making a minimum purchase of £2,000 (or equivalent in euros where applicable).
22.5 Programme limitations
The Reward is not transferable or exchangeable for cash. Akiva Projects Ltd may modify or terminate the referral programme at any time. If we reasonably suspect fraud, misuse or breach of these Terms, we may withhold or cancel Rewards.
22.6 Brand disclaimer
“Amazon” is a trademark of Amazon.com, Inc. or its affiliates. Akiva Projects Ltd is not endorsed by, directly affiliated with, maintained, authorised or sponsored by Amazon.com, Inc. or any of its affiliates. Any use of third-party brand names is for identification purposes only.
22.7 Data protection
We will use the referrer’s and referred friend’s personal data in accordance with Part B – Privacy & Data Protection Notice.
23. Governing Law, Jurisdiction & Complaints
23.1 These Terms are governed by the laws of England & Wales.
23.2 The courts of England & Wales shall have exclusive jurisdiction, except that if you are a consumer resident in another part of the UK you may bring proceedings in your local courts.
23.3 If you have any concerns or complaints, please contact us first at hello@studioakiva.com and we will try to resolve the issue. We are not currently committed to any specific Alternative Dispute Resolution (ADR) scheme; you may always use the courts.
24. Changes to These Terms
We may modify these Terms to reflect legal or operational changes. The version in force at the time of your order/booking applies to that order. Material changes will be notified in writing or by publication on our website.
25. Acceptance
By paying an invoice, signing a quotation, booking a Site Visit, or otherwise instructing us to proceed, you confirm you have read, understood, and agree to be bound by these Terms of Use & Supply of Services.
PART B – PRIVACY & DATA PROTECTION NOTICE (UK)
This Part explains how we handle your personal data in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended from time to time.
This Privacy Notice applies to your use of our website and to personal data we process in the course of providing our Services in the UK.
B1. Who We Are
Akiva Projects Ltd is the data controller for personal data collected via our website and in the course of providing our Services in the UK.
Legal entity: Akiva Projects Ltd
Registered office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, UK
Trading names: Akiva Projects, Akiva Interior Design, Studio Akiva
Email: hello@studioakiva.com
By providing us with your data, you confirm that you are over 13 years of age. Our design Services are intended for individuals aged 18 and over.
It is very important that the information we hold about you is accurate and up to date. Please let us know if your personal information changes by emailing us at hello@studioakiva.com.
B2. What Data We Collect, For What Purpose & Lawful Grounds
“Personal data” means any information capable of identifying an individual. It does not include anonymised data.
We may process the following categories of personal data about you:
B2.1 Communication Data
Includes any communication that you send to us whether through the contact form on our website, email, text, social media messaging, social media posting or any other communication.
Purpose: communicating with you, record keeping, and the establishment, pursuance or defence of legal claims.
Lawful basis: our legitimate interests, namely to reply to communications, keep records and manage legal claims.
B2.2 Customer Data
Includes data relating to purchases of goods and/or services such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details and payment information (we do not store full card details ourselves where processed by third-party payment providers).
Purpose: to supply the goods and/or Services you have purchased and to keep records of such transactions.
Lawful basis: performance of a contract between you and us and/or taking steps at your request to enter into such a contract; and legal obligation (for accounting/tax records).
B2.3 Procurement & Delivery Data (Suppliers and Logistics)
As part of our procurement Services, we may:
share your name, delivery address, contact details and relevant access instructions with suppliers, manufacturers, couriers and logistics providers so that goods can be delivered directly to you; and
liaise with these third parties on your behalf regarding delivery, installation or after-sales queries.
Purpose: arranging, tracking and managing deliveries and related after-sales service.
Lawful basis: performance of a contract (to ensure you receive goods you have ordered) and our legitimate interests in providing efficient procurement and delivery coordination.
We only control and are responsible for the personal data that we hold and process. When we pass your details to suppliers, manufacturers and couriers so they can deliver your goods, they will usually act as independent data controllers of that data, not as our processors. This means they are responsible for their own compliance with data protection laws and will process your data in line with their own privacy notices. We take reasonable care when choosing suppliers but we cannot control or guarantee how independent third parties process your data once it is shared in accordance with your instructions and our contract. We encourage you to read the privacy notices of any supplier or courier we use for your order.
B2.4 User Data
Includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services.
Purpose: to operate our website and ensure relevant content is provided to you, ensure security, maintain back-ups and administer our online services.
Lawful basis: our legitimate interests, namely to enable us to properly administer our website and our business.
B2.5 Technical Data
Includes data about your use of our website such as IP address, login data, browser details, time zone settings, length of visit to pages, page views and navigation paths, number of visits and similar technical information. The source of this data is our analytics and tracking systems (for example, through cookies).
Purpose: to analyse use of our website and online services, to administer and protect our business and website, to deliver relevant content and advertisements, and to understand the effectiveness of advertising.
Lawful basis: our legitimate interests, namely to administer our website, grow our business and refine our marketing strategy.
B2.6 Marketing Data
Includes data about your preferences in receiving marketing from us and our third parties and your communication preferences.
Purpose: to enable you to take part in promotions (competitions, prize draws, free giveaways), to deliver relevant website content and adverts, and to measure advertising effectiveness.
Lawful basis: our legitimate interests (to study how customers use our products/services and grow our business) and/or your consent where required by law.
We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including social media adverts) and to measure effectiveness. Our lawful basis is our legitimate interests to grow our business, or your consent where required.
B2.7 Sensitive Data
We do not intentionally collect any “special category” or sensitive data about you (for example, information about health, race, religion, sexual orientation, political opinions, trade union membership) or data about criminal convictions and offences. If you voluntarily share such information (for example in photos or descriptions), we will limit our use of it to what is strictly necessary and will encourage you not to submit unnecessary sensitive data.
B3. If You Fail to Provide Personal Data
Where we need personal data to perform a contract with you or by law, and you do not provide that data when requested, we may not be able to perform the contract (for example, to deliver goods or Services). If so, we may have to cancel a product or Service you have ordered, but we will notify you at the time.
B4. Change of Purpose
We will only use your personal data for the purposes we collected it for, or for reasonably compatible purposes. If we need to use your details for an unrelated purpose, we will notify you and explain the legal basis.
We may process your personal data without your knowledge or consent where this is required or permitted by law (for example, for fraud prevention or regulatory reporting).
We do not carry out automated decision-making or profiling that produces legal or similarly significant effects for you.
B5. How We Collect Your Personal Data
We may collect data about you when:
you provide it directly (e.g. filling in forms, sending emails or messages, giving details during consultations);
it is collected automatically as you use our website via cookies and similar technologies (see our cookie policy);
we receive it from third parties such as analytics providers, advertising networks, IT/payment/delivery service providers, or from publicly available sources such as Companies House or electoral registers.
B6. Marketing Communications
Our lawful basis for processing your personal data to send you marketing communications is either your consent or our legitimate interests (to grow our business).
Under the Privacy and Electronic Communications Regulations (PECR):
we may send you marketing communications if you have purchased or asked for information about our Services and you have not opted out;
if you are a corporate subscriber (e.g. a limited company email address), we may send marketing emails without prior consent, subject to your right to opt out.
Before we share your personal data with any third party for their own marketing purposes, we will first obtain your express consent.
You can opt out of marketing at any time by:
following the unsubscribe/opt-out link in our emails; or
emailing us at hello@studioakiva.com.
Opting out of marketing does not affect our processing of personal data provided as a result of other transactions (e.g. purchases, service updates, legal notices).
B7. Disclosures of Your Personal Data
We may have to share your personal data with:
Service providers who provide IT, hosting, payment processing, communications, system administration and support services;
Professional advisers including lawyers, bankers, accountants, auditors and insurers;
Government bodies and regulators that require us to report processing activities or comply with legal obligations;
Suppliers, manufacturers, couriers and logistics providers involved in the procurement and delivery of goods to you (see section B2.3);
Third parties to whom we may sell, transfer or merge parts of our business or assets.
We require all third parties with whom we share data as our processors to respect the security of your personal data and treat it in accordance with the law, and we only allow them to process your personal data for specified purposes and in accordance with our instructions.
Where third parties act as independent controllers (for example, retailers, manufacturers, couriers, your own contractors), they are responsible for their own use of your data and their own privacy notices. We cannot control their processing once your data has been shared lawfully and necessarily in connection with your order or project.
B8. International Transfers
Some of our service providers, suppliers or partners may be located outside the UK or European Economic Area (EEA), meaning their processing of your personal data may involve a transfer of data internationally.
Whenever we transfer your personal data outside the UK/EEA, we aim to ensure a similar degree of protection is afforded to it by using appropriate safeguards, such as:
adequacy regulations or decisions confirming the country offers an adequate level of protection; and/or
approved standard contractual clauses, international data transfer agreements or equivalent mechanisms.
If no appropriate safeguard is available, we may request your explicit consent to a specific transfer, and you have the right to withdraw that consent at any time.
B9. Data Security
We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation.
We allow access to your personal data only to those employees, contractors and partners who have a business need to know such data. They will only process your personal data on our instructions and must keep it confidential.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator where we are legally required to do so.
B10. Data Retention – How Long We Keep Your Data
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including to satisfy legal, accounting or reporting requirements.
When deciding how long to keep data, we consider:
the amount, nature and sensitivity of the data;
the potential risk of harm from unauthorised use or disclosure;
the purposes for which we process it and whether we can achieve those purposes by other means;
applicable legal requirements.
For tax purposes, we are generally required to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they cease being customers.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you). In that case, we may use such information indefinitely without further notice to you.
B11. Your Legal Rights
Under UK data protection law you have a number of rights in relation to your personal data. Depending on the circumstances and subject to certain exceptions, these may include the right to:
Request access to your personal data (commonly known as a “data subject access request”).
Request correction of the personal data that we hold about you if it is inaccurate or incomplete.
Request erasure of your personal data where there is no good reason for us continuing to process it, or where you have successfully exercised your right to object to processing.
Object to processing of your personal data where we are relying on a legitimate interest and you feel it impacts on your fundamental rights and freedoms, and where we process your personal data for direct marketing.
Request restriction of processing of your personal data, for example while we are verifying its accuracy or the reason for processing it.
Request the transfer of your personal data to you or to a third party (data portability), where this is technically feasible and the processing is based on consent or on a contract and carried out by automated means.
Withdraw consent at any time where we are relying on consent to process your personal data (for example, certain types of marketing). This will not affect the lawfulness of any processing carried out before you withdraw your consent.
If you wish to exercise any of the rights set out above, please email us at hello@studioakiva.com.
You will not normally have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee or refuse to comply with your request if it is clearly unfounded, repetitive or excessive.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to anyone who has no right to receive it. We may also contact you to ask you for further information to help us respond more quickly.
We aim to respond to all legitimate requests within one month. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests. In that case, we will let you know and keep you updated.
B12. Complaints & Your Right to Contact the ICO
If you are not happy with any aspect of how we collect or use your data, please contact us first at hello@studioakiva.com so we can try to resolve your concerns.
You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues:
Website: ico.org.uk
(Their phone and contact details are available on the ICO website.)
We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
B13. Cookies
Our website uses cookies and similar technologies to distinguish you from other users, to improve your experience and to help us understand how our site is used.
Some cookies are strictly necessary for the operation of the site.
Other cookies (for example, analytics or advertising cookies) help us improve performance and measure the effectiveness of our marketing.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.