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Privacy Policy

Sophia Luna Ltd trading as York Drawing Services

Last Updated: 16th May 2025

This Privacy Policy describes how York Drawing Services (referred to as "we," "us," or "our") collects, uses, and shares personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

York Drawing Services is a limited company with its registered address at Unit A, 82 James Carter Road, Mildenhall, Suffolk, IP28 7DE

2. The Personal Data We Collect

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

• Identity Data: This includes your name, title, date of birth, gender.
• Contact Data: This includes your billing address, delivery address, email address, telephone numbers.
• Financial Data: This includes your bank account and payment card details (although we may use third-party payment processors who have their own privacy policies).
• Transaction Data: This includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data: This includes your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website or services.
• Profile Data: This includes your username and password, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
• Usage Data: This includes information about how you use our website, products, and services.
• Marketing and Communications Data: This includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Special Categories of Personal Data: We do not typically collect any special categories of personal data (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). If we do need to collect such data, we will ensure we have a lawful basis for doing so, which will usually be your explicit consent.

3. How We Collect Your Personal Data

We collect personal data in various ways, including:

• Direct Interactions: You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:
  • Create an account on our website.
  • Place an order for our products or services.
  • Subscribe to our newsletter or other marketing communications.
  • Request information or contact us with inquiries.
  • Participate in a survey or competition.
  • Provide us with feedback.
• Third Parties or Publicly Available Sources: We may receive personal data about you from various third parties and public sources such as:
  • Analytics providers (e.g., Google Analytics).
  • Advertising networks.
  • Search information providers.
  • Social media platforms (if you interact with our social media pages).
  • Credit reference agencies.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal obligation.
• Where you have given consent.

We may use your personal data for the following purposes:

• To register you as a new customer.
• To process and deliver your orders, including managing payments, fees, and charges.
• To manage our relationship with you, including notifying you about changes to our terms or privacy policy.
• To enable you to participate in a prize draw, competition, or complete a survey.
• To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data).
• To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.
• To use data analytics to improve our website, products/services, marketing, customer relationships, and experiences.
• To make suggestions and recommendations to you about goods or services that may be of interest to you.
• To send you marketing communications where you have opted in to receive them.
• To comply with legal and regulatory obligations.

5. Sharing Your Personal Data

We may share your personal data with the following categories of third parties for the purposes set out above:

• Service providers who provide IT and system administration services, payment processing, data analysis, email delivery, marketing services, etc.
• Professional advisers including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
• HM Revenue & Customs, regulators, and other authorities based in the United Kingdom or other relevant jurisdictions who require reporting of processing activities in certain circumstances.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. International Transfers

We may transfer your personal data to countries outside the UK. If we do this, we will ensure that appropriate safeguards are in place to protect your personal data, such as ensuring that the recipient country has been deemed to provide an adequate level of protection for personal data by the UK government, or that we have entered into specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data, and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.

9. Your Legal Rights

Under the UK GDPR, you have certain rights regarding your personal data:

• The right to be informed: You have the right to be provided with clear and transparent information about how we process your personal data (which is what this privacy policy aims to do).
• The right of access: You have the right to request access to your personal data and certain information about how we process it.
• The right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
• The right to erasure ('right to be forgotten'): You have the right to request that we erase your personal data in certain circumstances.
• The right to restrict processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
• The right to data portability: You have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format and to transmit that data to another controller.
• The right to object: You have the right to object to the processing of your personal data in certain circumstances, including for direct marketing purposes.
• Rights in relation to automated decision making and profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

10. How to Exercise Your Rights

If you wish to exercise any of the rights set out above, please contact us using the contact details provided below.

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 to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We will try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

11. Marketing

We may use your personal data to send you marketing communications if you have requested information from us or purchased goods or services from us and you have not opted out of receiving that marketing.

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

You have the right to opt out of receiving marketing communications at any time by:

• Clicking the unsubscribe link in any marketing email.
• Contacting us using the contact details provided below.

12. Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy.

13. Links to Third-Party Websites

Our website may contain links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

14. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any significant changes by posting the new privacy policy on our website and, where appropriate, by contacting you directly. The date of the latest update will be displayed at the top of this policy.

15. Contact Us

If you have any questions about this privacy policy or our privacy practices, please contact us at:

Sophia Luna Ltd
Unit A, 82 James Carter Road
Mildenhall, Suffolk, IP28 7DE
hello@yorkdrawingservices.com

16. Right to Complain

You 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 (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.