How we handle your data with care and clarity.

2.1 Types of personal data we collect

Depending on how you interact with us, we may collect the following categories of data:

• Identity details – such as your name, title, and, where relevant, organisation or gallery affiliation.
• Contact details – including email address, telephone number, postal or billing address, and preferred communication channels.
• Project and commission information – details about your enquiry or commission brief, project objectives, aesthetic preferences, timelines, and budget guidance.
• Booking and interaction records – such as enquiry forms, consultation notes, email correspondence, call or meeting details, and feedback relating to our services.
• Transaction data – limited information relating to payments, such as invoices issued, amounts received, and payment status (we do not store full card details if a third-party payment processor is used).
• Usage data – information about how you use our website, including pages visited, time on page, referring pages, clicks, approximate location (based on IP address), browser type, and device characteristics.
• Technical data – such as IP address, browser version, device type, operating system, and similar diagnostic information collected through cookies and analytics tools.
• Marketing and communication preferences – including whether you wish to receive updates, exhibition invitations, or newsletters from us, and your interaction with those communications.

2.2 How we collect personal data

We collect personal information through a variety of channels, including:

• Direct interactions – when you complete a form on our Contact Us page, enquire about a commission, request a quote, register interest in an exhibition or collaboration, or communicate with us by email, phone, or in person.
• Website usage – when you browse our Artworks, Sculpture, Installations, Commissions, Collaborations, Studio, or About pages, cookies and similar technologies may collect certain technical and usage data.
• Third-party services – for example, if we use email marketing platforms, booking tools, payment providers, or analytics services, they may collect or process data on our behalf in accordance with their own privacy terms.
• Publicly available sources – in some cases we may reference publicly available business or professional contact details (for example, from galleries or corporate websites) when exploring relevant collaborations.

We do not knowingly collect personal data from children under the age of 16. If you believe that a child has provided us with personal information, please contact us so we can take appropriate steps.

3.1 Purposes for using your data

We may use your personal information for the following purposes:

• Service delivery – to respond to your enquiries, discuss your brief, develop proposals, manage commissions, coordinate installations or exhibitions, and deliver the creative services you request from us.
• Client relationship management – to maintain records of our conversations, preferences, and project history, so we can provide consistent and personalised support over time.
• Communication – to contact you about your enquiries, send important updates regarding ongoing projects, confirm bookings or studio visits, and share administrative or contractual information.
• Marketing and insights – where permitted, to share invitations to exhibitions, previews, studio events, or newsletters that align with your expressed interests, and to better understand which aspects of our practice resonate with visitors and clients.
• Website experience and optimisation – to analyse how visitors engage with our website, refine navigation across pages such as Artworks or Studio, improve performance, and ensure a smooth user experience across desktop and mobile devices.
• Security and legal compliance – to protect our website and systems from misuse, detect and address technical issues, comply with legal obligations, and establish or defend legal claims where necessary.
• Business operations – to manage our internal administration, financial records, and planning activities related to the operation and development of LOOP & FORM LTD.

3.2 Legal bases for processing

For individuals located in the United Kingdom or other regions where data protection laws require a legal basis for processing, we rely on one or more of the following bases:

• Performance of a contract – where processing is necessary to enter into or fulfil a contract with you, such as a commission or curatorial engagement.
• Legitimate interests – to operate and improve our studio, manage client relationships, promote our work, and protect our business, provided that such interests are not overridden by your fundamental rights and freedoms.
• Consent – where you have clearly agreed to specific uses of your data, for example subscribing to optional updates or accepting certain categories of cookies. You may withdraw your consent at any time (see Section 6).
• Legal obligation – where we must process personal data to comply with applicable laws, regulations, or regulatory requirements.

If we rely on legitimate interests, we balance our interests against your privacy rights and implement appropriate safeguards to protect your data.

4.1 Third-party service providers

We may share limited personal information with carefully selected third parties who support the running of our studio and website. These may include:

• Website hosting and IT providers – to store our website, maintain security, and provide technical infrastructure.
• Analytics and performance tools – to help us understand website traffic, user behaviour, and overall performance, usually in aggregated or pseudonymised form.
• Communication and email platforms – for managing contact forms, newsletters, and project-related correspondence.
• Payment and invoicing providers – to process payments, manage invoices, and maintain financial records.
• Professional advisers – such as accountants, legal advisers, or insurers where necessary for legitimate business operations or legal protection.

These providers act as data processors and are required to handle your information securely and only in accordance with our documented instructions and applicable data protection laws.

4.2 Other circumstances for disclosure

In addition to third-party processors, we may disclose your personal data in the following circumstances:

• Legal and regulatory requirements – where we are under a duty to disclose or share your personal information to comply with applicable law, legal processes, or requests from competent authorities.
• Business transfers – if LOOP & FORM LTD is involved in a merger, acquisition, reorganisation, or asset sale, personal data may be transferred as part of that transaction, subject to confidentiality and data protection obligations.
• Protection of rights – where necessary to investigate, establish, or exercise our legal rights or defend against legal claims, or to protect the rights, property, or safety of our clients, collaborators, or the public.

Where data is transferred outside the United Kingdom or European Economic Area, we will take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent mechanisms, in line with applicable data protection laws.

5.1 How we protect your data

We use proportionate safeguards to help protect personal information from unauthorised access, accidental loss, alteration, or disclosure. Measures may include:

• Secure hosting environments and restricted access to production systems.
• Use of passwords and access controls for devices, tools, and accounts.
• Regular updates to software and systems to address known vulnerabilities.
• Limiting access to personal data to individuals who need it for legitimate purposes.

While we strive to protect your data, no method of transmission or storage is completely secure. We cannot guarantee absolute security, but we continuously review and refine our practices to reduce risk.

5.2 How long we keep your data

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Retention periods may vary depending on the type of data and our relationship with you.

• Client and commission records – generally kept for the duration of the project and for a reasonable period afterwards to manage our working relationship, maintain provenance records, and respond to queries.
• Financial and transactional data – retained for periods required by tax, accounting, and statutory obligations.
• Marketing and communication data – stored while you remain subscribed or engaged, or until you opt out or object.
• Website usage data – typically retained in aggregated or anonymised form for analytical and reporting purposes where feasible.

When personal data is no longer required, we will securely delete or anonymise it, unless we are legally obliged to retain it for longer.

6.1 Your data protection rights

Subject to certain conditions and local laws, you may have the following rights regarding your personal data:

• Right of access – to request confirmation of whether we process your personal data and to obtain a copy of that data.
• Right to rectification – to ask us to correct or update inaccurate or incomplete information we hold about you.
• Right to erasure – to request deletion of your personal data where there is no compelling reason for us to continue processing it (also known as the "right to be forgotten").
• Right to restrict processing – to ask us to temporarily limit the use of your data in certain circumstances.
• Right to data portability – to receive certain personal data in a structured, commonly used, and machine-readable format, and to request that we transfer it to another controller where technically feasible.
• Right to object – to object to our processing of your data where we rely on legitimate interests or for direct marketing purposes.
• Rights in relation to consent – where we rely on your consent, you can withdraw that consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us using the details in Section 8. We may need to verify your identity before responding and may not always be able to comply with your request where legal or regulatory obligations apply, but we will explain our reasoning where this is the case.

6.2 Your choices and preferences

You can manage certain choices about how we use your data, including:

• Marketing communications – you can opt out of receiving marketing emails or exhibition invitations at any time by following the unsubscribe instructions in our communications or by contacting us directly.
• Cookies and tracking – you can adjust your browser settings or use available controls to manage cookies and similar technologies (see Section 7 and our Cookie Policy).
• Information you share with us – you can choose what personal details to provide in enquiry or commissioning forms, although some fields may be necessary for us to respond meaningfully or deliver our services.

If you are based in the United Kingdom and are dissatisfied with how we handle your data, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO). We encourage you to contact us first so we can seek to address your concerns.

7.1 How we use cookies

Cookies are small text files placed on your device when you visit our website. We may use cookies and similar technologies to:

• Enable core site functionality and security features.
• Remember certain preferences (for example, language or cookie consent choices) to improve your browsing experience.
• Understand how our pages – such as Artworks, Studio, or Commissions – are discovered and navigated.
• Analyse aggregated visitor patterns to refine layout, performance, and content relevance over time.

For more detail about the specific categories of cookies we use and the choices available to you, please refer to our dedicated Cookie Policy.

7.2 Managing your cookie preferences

You can manage cookies in several ways, including through your browser or device settings. Options typically allow you to block or delete cookies, or to receive alerts before cookies are stored.

Please be aware that disabling certain cookies may affect the functionality or performance of our website and your ability to experience it as intended, particularly across image-rich sections and interactive features.

Where required by law, we will ask for your consent before placing non-essential cookies on your device. You can adjust or withdraw that consent at any time using the tools described in our Cookie Policy.