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Privacy Policy

Last updated: 30 July 2026

X-Design Studio (“X-Design”, “we”, “us” or “our”) is an independent property documentation service based in Bicester, Oxfordshire.

For the purposes of UK data protection law, X-Design Studio is the controller of the personal information described in this Privacy Policy.

If you have any questions about this policy or how we use your information, please contact us:

Email: info@x-design.co.uk

Phone: +44 7493 780815

Information we collect

Information you provide

When you request a quote, contact us by email, telephone or WhatsApp, or engage us to provide services, we may collect:

  • your name;

  • email address and telephone number;

  • property address or postcode;

  • property type and approximate size;

  • the services you require;

  • project details, access information and preferred timeframe;

  • correspondence between you and X-Design;

  • information required for quotations, contracts, invoicing and payment;

  • measurements, photographs, drawings and other information created or supplied as part of a project.

Please do not include unnecessary sensitive personal information in the enquiry form or project correspondence.

Website and technical information

Our website and hosting providers may collect limited technical information, such as:

  • IP address;

  • browser and device type;

  • pages visited;

  • date and time of access;

  • referring website;

  • cookie and security information.

This information may be used to operate the website, maintain security, identify technical problems and understand general website usage.

How we use your information

We may use your personal information to:

  • respond to enquiries;

  • prepare and provide quotations;

  • confirm the scope, price and arrangements for a property visit;

  • deliver measured surveys, CAD floor plans and property photography;

  • communicate with you during and after a project;

  • issue invoices and maintain accounting records;

  • manage customer service matters or complaints;

  • protect the website and our business against misuse or fraud;

  • establish, exercise or defend legal claims;

  • comply with legal and regulatory obligations.

We do not use information submitted through the quotation form to send unrelated marketing communications unless you have separately agreed to receive them.

Our lawful bases

Depending on the circumstances, we process personal information because:

  • it is necessary to take steps at your request before entering into a contract;

  • it is necessary to perform a contract with you;

  • we have a legal obligation, including accounting and tax requirements;

  • it is necessary for our legitimate interests in operating, securing and improving our business and responding to enquiries;

  • you have given consent, where consent is required, for example for certain non-essential cookies.

Where we rely on consent, you may withdraw it at any time.

Sharing your information

We may share personal information only where necessary with:

  • website hosting, email, cloud storage, IT and communication providers;

  • contractors or service providers assisting with an agreed project;

  • accountants, insurers, legal advisers and other professional advisers;

  • government bodies, regulators, courts or law-enforcement authorities where required by law;

  • another organisation in connection with the sale or transfer of all or part of the business.

These recipients may only use the information for the relevant purpose and must protect it appropriately.

We do not sell or rent personal information.

We will not publish project photographs, plans or information that identifies a customer or property as part of our portfolio without appropriate permission or another valid lawful basis.

International transfers

Some service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that the transfer is covered by an applicable UK adequacy regulation or appropriate contractual and organisational safeguards.

How long we keep your information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

As a general guide:

  • enquiries that do not result in a project may be retained for up to 12 months after the last communication;

  • customer, contract and project records may be retained for up to six years after completion of the work;

  • invoices and accounting records are retained for the period required by UK tax and accounting law;

  • technical website records are retained according to the applicable service provider’s retention schedule.

Information may be kept for longer where necessary to meet a legal obligation or establish, exercise or defend a legal claim.

Cookies

Our website may use cookies and similar technologies that are necessary for its operation, security and functionality.

If non-essential analytics or marketing cookies are enabled, they will be used only after obtaining consent where required by law. You can manage your preferences through the website’s cookie controls or your browser settings.

Disabling certain cookies may affect some website functions.

Your data protection rights

Depending on the circumstances, you may have the right to:

  • request access to your personal information;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information;

  • ask us to restrict how your information is used;

  • object to processing based on legitimate interests;

  • receive certain information in a portable format;

  • withdraw consent where processing is based on consent.

These rights are not absolute and may depend on the lawful basis and circumstances of the processing.

To exercise a right, email info@x-design.co.uk. We may need to request reasonable information to confirm your identity.

We do not use personal information to make solely automated decisions that have legal or similarly significant effects.

Data protection complaints

If you are concerned about how we use your personal information, please email info@x-design.co.uk with the subject line “Data Protection Complaint”.

We will:

  • acknowledge receipt of your complaint within 30 days;

  • take appropriate steps to investigate it;

  • keep you informed where necessary; and

  • communicate the outcome without undue delay.

If you are dissatisfied with our response, you may complain to the Information Commissioner’s Office:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk

Links to other websites

Our website may contain links to third-party websites or services, including social media and WhatsApp.

We are not responsible for the privacy practices of those third parties. We recommend reviewing their privacy information before providing personal data.

Information security

We use reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or loss.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

Changes to this policy

We may update this Privacy Policy when our services, website functionality, suppliers or legal obligations change.

The latest version will be published on this page with the revised “Last updated” date.

Contact us

For questions, data protection requests or complaints, contact:

X-Design Studio

Bicester, Oxfordshire

Email: info@x-design.co.uk

Phone: +44 7493 780815