Privacy Notice
Last updated: 4 August 2026
Who we are
BEARHAND Design is an independent illustration and design studio based in the United Kingdom, creating original artwork for packaging, album covers, merchandise and posters.
For the purposes of UK data protection law, the person or business legally operating BEARHAND Design is the controller of the personal information described in this notice.
Data controller: BEARHAND DESIGN LIMITED
Trading name: BEARHAND Design Limited
Email: hello@bearhand.design
BEARHAND DESIGN LIMITED is registered in England and Wales under company number 13141799. Registered office: 28 The Mall, London, England, N14 6LN.
Information we collect
We may collect personal information when you contact us, submit a project enquiry or work with us.
This can include:
Your name
Your email address
Your company or organisation, where provided
Information about your project
Your estimated budget and preferred timeline
Messages and correspondence between you and BEARHAND Design
If you become a client, we may also collect information needed to manage the project, agreement, invoices and payments.
Please do not include sensitive personal information in a project enquiry unless it is genuinely necessary.
How we collect your information
We collect information directly from you when you:
Complete the enquiry form on our website
Contact us by email or another communication service
Request a quote or proposal
Enter into an agreement with us
Work with us on a project
Make a payment
Our website provider may also process limited technical information needed to deliver, protect and operate the website.
How we use your information
We may use your information to:
Review and respond to your enquiry
Discuss your requirements
Prepare a quote, proposal or project agreement
Provide illustration and design services
Communicate with you throughout a project
Manage agreements, invoices and payments
Maintain appropriate project and business records
Operate and protect the website
Meet legal, tax and accounting requirements
Establish, exercise or defend legal claims
We do not sell your personal information.
We do not use your information for automated decision-making or profiling.
We will not add you to a marketing mailing list unless you have specifically agreed to receive those communications.
Our lawful bases
We only use personal information where we have a lawful basis under UK data protection law.
Depending on the circumstances, we may rely on:
Contract
We may use your information where it is necessary to take steps at your request before entering into an agreement, or to perform an agreement with you.
This includes reviewing your brief, preparing a quote and completing an agreed project.
Legitimate interests
We may use your information where it is reasonably necessary to operate BEARHAND Design, respond to enquiries, communicate with clients, protect the business and maintain appropriate records.
We consider whether those interests are outweighed by your privacy rights before relying on this basis.
Legal obligation
We may use or retain information where this is necessary to comply with legal, tax, accounting or regulatory requirements.
Consent
Where we specifically ask for your consent, you can withdraw it at any time by contacting us.
Who we share information with
We may share personal information with trusted providers where this is reasonably necessary to operate the website, communicate with you, manage projects or meet our legal obligations.
These providers may include:
Our website hosting and form-processing provider
Email and communication providers
Cloud storage and project-management services
Payment and banking providers
Accountants, bookkeepers and professional advisers
Government bodies, regulators or law-enforcement authorities where disclosure is legally required
We only share the information reasonably necessary for the relevant purpose.
We do not sell or rent personal information to other businesses.
International transfers
BEARHAND Design works with clients internationally, and some of the service providers used to operate the website and business may process information outside the United Kingdom.
Where UK data protection law requires it, we take reasonable steps to ensure an appropriate transfer safeguard is in place.
How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected.
Enquiries that do not become projects will generally be kept for no longer than two years after our last meaningful communication.
If you become a client, project correspondence, agreements, invoices and related business records may be kept for up to six years after the end of the working relationship. This helps us meet tax, accounting and legal record-keeping requirements and respond to any later questions about the project.
Information may be kept for longer where required by law or where reasonably necessary to establish, exercise or defend a legal claim.
When information is no longer needed, it will be deleted or securely disposed of.
How we protect your information
We take reasonable steps to protect personal information from unauthorised access, accidental loss, misuse, alteration or disclosure.
Access to personal information is limited to the people and service providers who reasonably require it to operate the business or provide the requested services.
No website or online communication method can be guaranteed to be completely secure.
Your data protection rights
Depending on the circumstances, you may have the right to:
Ask for a copy of the personal information we hold about you
Ask us to correct inaccurate or incomplete information
Ask us to delete your personal information
Ask us to restrict how your information is used
Object to certain uses of your information
Ask us to transfer information you provided in a suitable format
Withdraw your consent where we rely on consent
These rights are not absolute and may not apply in every situation.
To exercise a right, contact us using the email address shown at the beginning of this notice.
We may need to confirm your identity before completing a request.
Cookies and website information
The website may use cookies or similar technologies that are strictly necessary for it to function, remain secure and process an enquiry.
We do not currently use personal information for targeted advertising.
If we introduce analytics, advertising or other non-essential cookies, we will update this notice and provide an appropriate consent choice where required.
Links to other websites
Our website may contain links to websites operated by clients, social platforms or other organisations.
We do not control those external websites and are not responsible for their content or privacy practices. You should read the privacy notice of any external website you visit.
Complaints
Please contact us first if you are concerned about how we have handled your personal information. We will try to investigate and resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator responsible for data protection.
Information about making a complaint is available on the Information Commissioner’s Office website.
Changes to this notice
The latest version will be published on this page, and the date at the top will show when it was last updated.
We may update this Privacy Notice if our website, services, working practices or legal obligations change.
