Emma Brooks Design - Privacy Policy

Effective Date: 4 April 2025

This Privacy Policy describes how Emma Brooks Design ("we," "us," or "our") collects, uses, and shares your personal information when you use our website, products, services, Custom GPTs, and Chatterbox Substack publication (collectively, the "Services").

1. Information We Collect

1.1 Information You Provide to Us

We may collect the following types of information when you register for our Services, make a purchase, subscribe to Chatterbox, commission design work, or otherwise interact with us:

• Account Information: Name, email address, username, and password

• Contact Information: Mailing address, phone number, and other contact details

• Payment Information: Credit card details, billing address, and other payment information (note that payment processing is handled by our third-party payment processors)

• Profile Information: Profile pictures, biographical information, and preferences

• Communications: Messages you send to us, including emails, project briefs, support requests, and feedback

• User Content: Any content you create, share, or upload through our Services

• Design Project Information: Design preferences, brand guidelines, project requirements, and other information necessary to complete design work

1.2 Information We Collect Automatically

When you use our Services, we may automatically collect certain information, including:

• Device Information: Information about your device, including IP address, browser type, operating system, and device identifier

• Usage Information: How you use our Services, including pages visited, features used, and time spent on our Services

• Location Information: General location information derived from your IP address

• Log Data: Server logs, error reports, and activity information

• Cookies and Similar Technologies: Information collected through cookies, pixels, and similar technologies (see our Cookie Policy section below)

1.3 Information from Third Parties

We may receive information about you from other sources, including:

• Information from third-party services like Substack, OpenAI, and payment processors when you connect these services to our products

• Information from business partners and service providers

• Publicly available information

2. How We Use Your Information

We use your information for the following purposes:

• Provide and Improve Our Services: To operate, maintain, and enhance our Services

• Design Services: To complete design projects, seek feedback, and deliver final products

• Process Transactions: To process payments, orders, subscriptions, and other transactions

• Customer Support: To respond to your inquiries, provide support, and address issues

• Communications: To send you updates, newsletters, marketing communications, and other information about our Services

• Personalisation: To customise and personalise your experience with our Services

• Analytics: To understand how users interact with our Services and improve functionality

• Legal Compliance: To comply with applicable laws, regulations, and legal processes

• Security: To protect against unauthorised access and ensure the security of our Services

• Portfolio Development: With your permission, to showcase completed design work in our portfolio

3. How We Share Your Information

We may share your information in the following circumstances:

3.1 With Service Providers

We share information with third-party service providers who perform services on our behalf, such as:

• Payment processors

• Cloud hosting providers

• Email service providers

• Customer support services

• Analytics providers

• Professional contractors or freelancers who assist in completing design projects

3.2 With Integration Partners

When you connect our Services with third-party platforms like Substack or OpenAI, we may share necessary information with these platforms to enable the integration functionality.

3.3 For Legal Reasons

We may disclose your information if we believe in good faith that such disclosure is necessary to:

• Comply with applicable laws, regulations, legal processes, or governmental requests

• Protect our rights, privacy, safety, or property, or that of our users or others

• Detect, prevent, or address fraud, security, or technical issues

• Enforce our Terms of Use and other agreements

3.4 Business Transfers

If we are involved in a merger, acquisition, financing, reorganisation, bankruptcy, or sale of our assets, your information may be transferred as part of that transaction.

3.5 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

4. Your Rights and Choices

Under UK and EU data protection laws, you have certain rights regarding your personal information, including:

• Access: Request access to your personal information

• Correction: Request correction of inaccurate personal information

• Deletion: Request deletion of your personal information

• Restriction: Request restriction of processing of your personal information

• Data Portability: Request transfer of your personal information

• Objection: Object to processing of your personal information

• Opt-Out: Opt-out of marketing communications or certain data sharing

To exercise these rights, please contact us at [Your contact email].

5. Data Retention

We retain your personal information for as long as necessary to provide our Services, comply with legal obligations, resolve disputes, and enforce our agreements. When we no longer need to use your information, we will take reasonable steps to remove it from our systems and records.

6. Cookie Policy

6.1 What Are Cookies

Cookies are small text files that are placed on your device when you visit a website. They are widely used to make websites work more efficiently and provide information to website owners.

6.2 How We Use Cookies

We use cookies and similar technologies for the following purposes:

• Essential Cookies: Necessary for the operation of our website and Services

• Functional Cookies: To remember your preferences and settings

• Analytics Cookies: To understand how visitors interact with our website

• Marketing Cookies: To deliver personalised advertisements and content

6.3 Your Cookie Choices

Most web browsers allow you to control cookies through their settings. You can generally delete or block cookies by using your browser settings. However, if you choose to delete or block cookies, this may affect the availability and functionality of our Services.

7. Children's Privacy

Our Services are not directed to children under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have collected personal information from a child under 18, please contact us at [Your contact email], and we will take steps to delete such information.

8. International Data Transfers

We may transfer, store, and process your information in countries other than your own. Our servers and third-party service providers may be located in various countries around the world. When we transfer your information internationally, we take measures to ensure that it receives an adequate level of protection in accordance with UK and EU data protection laws.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. However, no method of transmission over the Internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a notice on our website prior to the change becoming effective. We encourage you to review this Privacy Policy periodically.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

Emma Brooks Design

Email: [Your contact email]

Website: [Your website]

12. Legal Basis for Processing Under UK and EU Law

Under UK and EU data protection laws, we must have a legal basis to process your personal information. Our legal bases for processing include:

• Contract Performance: Processing necessary for the performance of a contract to which you are a party or to take steps at your request before entering into a contract

• Legitimate Interests: Processing necessary for our legitimate interests, provided these interests do not override your fundamental rights and freedoms

• Legal Obligation: Processing necessary for compliance with a legal obligation to which we are subject

• Consent: Processing based on your consent

13. Data Controller

Emma Brooks Design is the data controller responsible for your personal information collected through our Services.

14. Supervisory Authority

If you are located in the UK or EU and believe we are processing your personal information in violation of applicable law, you have the right to lodge a complaint with your local data protection authority. In the UK, this is the Information Commissioner's Office (ICO).

By using our Services, you acknowledge that you have read and understood this Privacy Policy.

©2025 Emma Brooks Design