Last updated: 1 November 2026

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Substance Workshop Ltd (“we”, “us” or “our”) respects your privacy. This policy explains how we handle personal information when you visit www.substanceworkshop.com, contact our studio or enquire about our services.

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Who we are

Substance Workshop Ltd is a London-based architecture and interior design practice and is responsible for the personal information covered by this policy.

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For privacy enquiries or requests, contact:

Email: info@substanceworkshop.com
 

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Information we collect

Depending on how you interact with us, we may collect:

• Your name, email address, telephone number and business details.

• Project information, including location, requirements, budget, programme and documents you choose to share.

• Correspondence through our website, email, telephone or WhatsApp.

• Information needed to prepare proposals, administer appointments and manage payments.

• Technical information associated with website visits, such as IP address, browser, device information and security logs.

• Cookie preferences and information collected through optional website tools, where enabled and permitted.

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Please avoid submitting sensitive personal information or information about other people unless it is necessary and you are entitled to share it.

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How we use your information

We use personal information to:

• Respond to enquiries and discuss potential projects.

• Prepare quotations, proposals and service agreements.

• Provide and administer our services.

• Communicate with clients, suppliers and project teams.

• Maintain business, financial and project records.

• Operate, maintain and protect our website.

• Understand website usage where relevant tools are enabled.

• Meet legal obligations and establish, exercise or defend legal claims.

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Our lawful bases

We rely on the following lawful bases where applicable:

Contract: where information is necessary to provide services under a contract with you, or to take steps you request before entering into one.

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Legitimate interests: where necessary to respond to business enquiries, communicate with company representatives, manage our practice and protect our systems and legal interests, provided those interests are not overridden by your rights.

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Legal obligation: where we must retain or disclose information to meet applicable legal requirements.

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Consent: where we ask for your permission, including for optional technologies or marketing where consent is required.

If you do not provide information needed to assess your enquiry or provide our services, we may be unable to proceed.

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Marketing

An enquiry does not automatically subscribe you to marketing.

If we send marketing communications, we will do so only where permitted and obtain consent where required. You can ask us to stop at any time using any unsubscribe option provided or by emailing info@substanceworkshop.com.

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Who we share information with

Where necessary, we may share relevant information with:

• Website hosting, communications, cloud storage and other IT service providers.

• Accountants, insurers, legal advisers and other professional advisers.

• Consultants, contractors, suppliers and authorities involved in your project, within our agreed appointment.

• Public bodies where disclosure is required by law.

Our website is hosted on Wix. Information submitted through website forms may be processed through Wix’s systems. Further information is available in the Wix Privacy Policy.

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We limit sharing to information relevant to the purpose.

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WhatsApp and external websites

If you contact us through WhatsApp, the service also processes information under its own privacy terms.

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Links to external websites take you to services operated by other organisations. Their privacy policies apply when you use those services.

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Cookies and similar technologies

Our website uses cookies and similar technologies to support its operation and security. Depending on the features enabled, optional technologies may also support functionality, analytics or marketing.

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Where consent is required, we ask for it before using those technologies. Where a cookie preference control is provided, you can use it to change your choices. You can also manage cookies through your browser, although blocking some cookies may affect website functionality.

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International processing

Some service providers, including Wix and communications platforms, may process information outside the United Kingdom.

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Where a transfer is subject to UK data protection restrictions, appropriate transfer arrangements are required, such as UK adequacy regulations or approved contractual safeguards.

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Contact us for information about the destinations and safeguards relevant to your personal information, including how to obtain a copy of applicable safeguards.

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How long we keep information

We retain information only for as long as necessary for its purpose.

For enquiries that do not become projects, we consider whether discussions remain active and whether a reasonable follow-up period is needed.

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For client and project records, we consider the duration of our appointment, accounting requirements, professional insurance requirements and applicable periods for legal claims.

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Information may be retained longer where needed for a dispute or legal obligation. It is deleted or anonymised when no longer required.

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Keeping information secure

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

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No website, communication method or storage system can be guaranteed completely secure.

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Your rights

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

• Request access to your personal information.

• Correct inaccurate or incomplete information.

• Request deletion or restriction of its use.

• Receive certain information in a portable format.

• Withdraw consent where we rely on it, without affecting earlier lawful processing.

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You may also object to processing based on legitimate interests. You can object to direct marketing at any time.

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To make a request, email info@substanceworkshop.com. We may need to verify your identity and will respond within the applicable legal timeframe.

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Complaints

Please contact us if you have concerns about how we handle your information.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator:

Website: https://ico.org.uk/make-a-complaint/

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Changes to this policy

We may update this policy as our services or practices change. The date above identifies the latest revision.