Last updated: September 2026

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The Shape of Ye respects your privacy and is committed to protecting your personal information.

This privacy policy explains what information I collect, why I collect it, how I use it, how long I keep it, and your rights under UK data protection law.

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1. Who I am

The Shape of Ye is a sole-trader visual merchandising and retail design consultancy based in Belfast, Northern Ireland.

For data protection purposes, The Shape of Ye is the data controller responsible for the personal information collected through this website and through client enquiries and projects.

You can contact me at:

Email: hello@shapeofye.co.uk

Website: shapeofye.co.uk

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2. What information I may collect

Depending on how you interact with The Shape of Ye, I may collect information including:

your name

business or trading name

email address

telephone number

business address or project location

information supplied through contact forms or enquiries

project briefs, measurements, photographs and plans

correspondence relating to your project

quotes, invoices and payment records

feedback or testimonials you choose to provide

website usage information collected through cookies or similar technologies

I only collect information that is reasonably necessary to respond to enquiries, provide services and operate the business.

 

3. How I use your information

Your information may be used to:

respond to enquiries

prepare proposals, quotations and project briefs

manage client projects

communicate with you during a project

arrange

 visits, installations or supplier activity

issue invoices and maintain financial records

fulfil legal, accounting or tax obligations

improve the services and website

send marketing communications where you have agreed to receive them

I do not sell your personal information.

 

4. Lawful basis for using your information

Depending on the circumstances, I may process your information because:

Contract — it is necessary to provide a service you have requested or to take steps before

 entering into a contract.

Legitimate interests — it is reasonably necessary to operate and develop The Shape of Ye, provided those interests do not override your rights.

Legal obligation — information must be retained or processed to comply with tax, accounting or other legal requirements.

Consent — where you have actively agreed to something, such as receiving optional marketing communications.

You can withdraw consent at any time where consent is the lawful basis being relied upon.

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5. Who your information may be shared with

Where necessary, information may be shared with trusted service providers involved in running the business or delivering your project, including:

website and hosting providers

email and cloud-storage providers

payment or banking providers

accountants or professional advisers

printers, fabricators, contractors or suppliers working on your project

Only information reasonably required for the relevant purpose will be shared.

Suppliers and contractors working directly for you may also receive information where necessary to deliver the agreed project

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6. International data transfers

Some of the technology providers used by The Shape of Ye, such as website, email or cloud-storage providers, may process or store information outside the United Kingdom.

Where this happens, appropriate safeguards are expected to be used in accordance with UK data protection requirements.

This can include providers whose systems operate in countries such as the United States or Ireland.

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7. How long information is kept

I do not keep personal information for longer than necessary.

As a general guide:

General enquiries: normally retained for up to 12 months

Client and project records: normally retained for up to 3 years after project completion

Marketing information: retained while there is a valid reason to keep it and reviewed periodically

Financial and tax records: retained for the period required by HMRC

For a self-employed business, HMRC currently requires relevant business records to be kept for at least 5 years after the 31 January Self Assessment submission deadline for the relevant tax year. 

Some information may be retained for longer where required for legal, contractual, insurance or dispute-resolution purposes.

UK data protection guidance requires organisations to be able to justify their retention periods and not keep personal data for longer than it is needed. 

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8. Cookies and website analytics

The Shape of Ye website may use cookies and similar technologies to help the website function

 properly and to understand how visitors use it.

Some cookies may be necessary for the website to work. Others, such as analytics or marketing cookies, should only be used where the appropriate consent has been obtained.

You can control non-essential cookies through the cookie settings available on the website.

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9. How your information is protected

Reasonable steps are taken to keep personal information secure.

Information may be stored using password-protected devices and reputable cloud, website and email services.

Access is limited to people who genuinely need the information for business or project purposes.

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10. Your rights

Under UK data protection law, depending on the circumstances, you may have the right to:

request access to information held about you

ask for inaccurate information to be corrected

ask for information to be deleted

ask for processing to be restricted

object to certain uses of your information

request transfer of certain information

withdraw consent where processing is based on consent

The ICO confirms that privacy notices should explain how people can exercise their rights and how they can raise a complaint. 

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To make a request, contact:

hello@shapeofye.co.uk

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11. Complaints

If you have concerns about how your personal information has been handled, please contact The Shape of Ye first so I can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection.

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12. Changes to this policy

This privacy policy may be updated from time to time, particularly if the services, website or legal requirements change.

The latest version will always be published on the Shape of Ye website.