Privacy Policy

This statement was last updated on March 9th, 2026.

1. Introduction

Mothership Branding is a sole-trader freelance design and branding agency based in Ilkley, West Yorkshire, UK. We are committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website (www.mothershipbranding.com), contact us, or engage our services. It also sets out your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this policy carefully. By using our website or providing us with your personal information, you confirm that you have read and understood this policy.

2. Who We Are (Data Controller)

The data controller responsible for your personal data is:

Business name: Mothership Branding

Trading as: Sole Trader

Location: Ilkley, West Yorkshire, UK

Website: www.mothershipbranding.com

Contact: Please use the contact form on our website or the email address listed there.

As a sole trader operating below the VAT threshold, Mothership Branding is not currently required to register with the Information Commissioner's Office (ICO). However, we are committed to handling all personal data in full compliance with UK GDPR principles.

3. Cancellation Policy

We may collect and process the following types of personal data:

3.1 Information You Provide Directly

Your name
Email address
Phone number (if provided)
Business name and details
Project requirements, briefs, and creative materials you share with us
Any other information you choose to include in correspondence or inquiry forms

3.2 Information Collected Automatically

When you visit our website, certain information may be collected automatically by our website platform (Wix) and third-party tools, including:

IP address and approximate location
Browser type and device information
Pages visited, time spent on site, and navigation behaviour
Referring website or search terms

This data is collected via cookies and similar tracking technologies. Please refer to Section 9 (Cookies) for more information.

3.3 Information from Social Media

If you contact us via Instagram, Facebook, or LinkedIn, we may retain records of those communications. We do not access any personal data from your social media profiles beyond what is publicly visible or what you voluntarily share with us.

4. Refund Policy

We use your personal data only for legitimate, clearly defined purposes. These include:

Responding to enquiries: To reply to messages, discovery call requests, and project briefs submitted via our website, email, or social media.

Delivering services: To fulfil project agreements, communicate during live projects, and deliver agreed deliverables.

Invoicing and financial administration: To issue invoices, process payments, and maintain required financial records.

Legal and contractual obligations: To comply with applicable laws, including HMRC record-keeping requirements.

Improving our services: To understand how our website is used and to improve the quality of our offering.

Marketing communications: Only where you have given your consent, we may contact you with relevant updates, offers, or portfolio news. You can withdraw consent at any time.

5. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. Depending on the context, we rely on the following legal bases:

Contract: Processing is necessary to enter into or fulfil a contract with you (e.g. delivering your project).
Legitimate interests: Processing is necessary for our legitimate business interests, such as responding to enquiries and improving our services, provided these do not override your rights.
Legal obligation: Processing is required to comply with a legal obligation, such as HMRC tax record-keeping.
Consent: Where we send optional marketing communications or use non-essential cookies. You may withdraw consent at any time without affecting prior processing.

6. Who We Share Your Data With

We do not sell, rent, or trade your personal data to third parties. We may share your data only in the following limited circumstances:

Service providers: Trusted third-party tools that support our operations, such as our website platform (Wix), Google Workspace (email and file storage), project management tools (Notion/Trello), and video call platforms (Zoom/Google Meet). These providers process data on our behalf and are bound by their own privacy policies and data processing agreements.
Legal requirements: Where we are required by law, court order, or regulatory authority to disclose personal data.
Portfolio and case studies: We will never publish your business name, logo, or project details as a case study or portfolio item without your explicit written consent.

All third-party services we use are selected with data protection in mind. Where relevant, we ensure appropriate safeguards are in place for any international data transfers.

7. How Long We Keep Your Data

We will only retain your personal data for as long as is necessary for the purposes for which it was collected, or as required by law.

Client project files and correspondence: Retained for up to 6 years following project completion, in line with HMRC requirements for financial record-keeping.
Enquiries that did not result in a project: Deleted within 12 months of last contact.
Website analytics: Retained in accordance with Wix's data retention policies (typically 13 months or less).
Marketing consent records: Retained until consent is withdrawn.

When data is no longer required, it is securely deleted from all systems and storage.

8. Your Data Protection Rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access: You can request a copy of the personal data we hold about you (Subject Access Request).
Right to rectification: You can ask us to correct any inaccurate or incomplete data.
Right to erasure: You can ask us to delete your personal data in certain circumstances (the 'right to be forgotten').
Right to restrict processing: You can ask us to limit how we use your data in certain circumstances.
Right to data portability: You can request your data in a structured, machine-readable format in certain circumstances.
Right to object: You can object to our processing of your data where we rely on legitimate interests or for direct marketing purposes.
Rights related to automated decision-making: You have the right not to be subject to solely automated decisions that significantly affect you. We do not carry out any automated decision-making or profiling.

To exercise any of these rights, please contact us via the contact form on our website. We will respond within one calendar month. We will not charge a fee for reasonable requests, but may charge a reasonable fee or decline clearly unfounded or excessive requests.

If you are not satisfied with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: www.ico.org.uk
Helpline: 0303 123 1113

9. Cookies

Our website is hosted on the Wix platform, which uses cookies and similar tracking technologies. Cookies are small text files placed on your device that help us and our platform understand how the site is used.

9.1 Types of Cookies Used

Essential cookies: Required for the website to function properly.
Analytics cookies: Help us understand visitor behaviour and improve the site (e.g. Wix Analytics).
Marketing cookies: May be used to show relevant content or ads (managed by Wix and any integrated third-party tools).

9.2 Managing Cookies

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the website. Where required by law, we will request your consent before placing non-essential cookies.

For more information about how Wix uses data, please visit Wix's Privacy Policy at www.wix.com/about/privacy.

10. Data Security

We take the security of your personal data seriously. Appropriate technical and organisational measures are in place to protect your data against unauthorised access, loss, destruction, or alteration. These measures include:

Storage of client files in password-protected cloud services (e.g. Google Drive) with access limited to authorised parties only.
Use of professional email accounts with security features enabled.
Regular review of access permissions and stored data.

Please note that no method of electronic transmission or storage is completely secure. While we take all reasonable steps to protect your data, we cannot guarantee absolute security. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the ICO as required by law.

11. Links to Third-Party Websites

Our website may contain links to external websites, including our social media profiles (Instagram, Facebook, LinkedIn). This Privacy Policy applies only to our website. We are not responsible for the privacy practices of any third-party websites, and we encourage you to read their privacy policies separately.

12. Children's Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data without appropriate consent, please contact us and we will delete it promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. The most current version will always be available on our website at www.mothershipbranding.com. The date at the top of this policy indicates when it was last updated.

We recommend reviewing this policy periodically. Where changes are significant, we will take reasonable steps to inform you.

14. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please contact us via:

The contact form on our website: www.mothershipbranding.com
Our business email address (as listed on the website)

We are committed to resolving any concerns quickly and transparently.