Your privacy matters to us. This policy explains what personal data we collect, why we collect it, exactly where it’s stored, how we keep it safe, and the rights you have over it.
1. Who we are
1.1 We’re TRKDOUT Studios Ltd, trading as TRKD|OUT Studios, a company registered in England and Wales (company number 16717296), with our registered office at c/o Strivex Ltd, Beacon House, Ibstone Road, Stokenchurch, High Wycombe, Buckinghamshire, HP14 3FE. We’re the “controller” of the personal data described in this policy.
1.2 Questions about your data? Email Megan Pleva, our founder, at megan@trkdoutstudios.com.
2. What we collect
2.1 When you get in touch or book a call: your name, business name, email, phone number, and your answers to our questionnaire.
2.2 During discovery calls and Sprint sessions: recordings and transcripts of the call, so nothing you tell us is lost.
2.3 When you become a client: your billing details, signed agreements, your brief, the content and files you upload (text, images, logos), your feedback, and login details for your project hub.
2.4 When you pay: payment records. Card payments are handled by Stripe. We never see or store your full card number.
2.5 When you visit our website: we don’t use analytics or advertising cookies. If you start our questionnaire, your answers are saved on your own device until you send them, so you can pick up where you left off. Our cookie policy explains more.
2.6 When you leave a testimonial: your name, business, words and photo, which we only publish with your permission.
3. Why we use it, and our legal basis
3.1 To deliver your Sprint and look after your website, because it’s needed for our contract with you.
3.2 To reply to enquiries and run discovery calls, because you’ve asked us to, before entering a contract.
3.3 To record and transcribe calls, because it’s in our legitimate interest to keep an accurate record of what you’ve asked for. We always tell you before recording, and you can ask us not to.
3.4 To keep financial records, because the law requires it.
3.5 To publish testimonials and portfolio work, only with your consent, which you can withdraw at any time.
3.6 To send you occasional updates about our services, if you’re a client, because it’s in our legitimate interest. Every email lets you opt out.
4. How we use AI
4.1 We use AI tools, mainly Claude by Anthropic, to help draft briefs, website copy and marketing plans from your notes and call transcripts. A person always reviews everything before it reaches you.
4.2 We use AI services on business terms that don’t allow your data to be used to train their models.
4.3 We don’t use AI to make automated decisions about you.
5. Where your data is stored
5.1 We use the trusted platforms listed in the table below. Each is bound by a data processing agreement with us, and only processes your data on our instructions.
5.2 Where a platform stores data outside the UK and the European Economic Area, for example in the US, we rely on approved safeguards: the UK International Data Transfer Agreement or Addendum, the EU Standard Contractual Clauses, or the UK-US Data Bridge and EU-US Data Privacy Framework where the provider is certified.
| Platform | What we use it for | What it holds | Where it’s stored |
|---|---|---|---|
| Google Workspace | Email, calendar, booking discovery calls, video calls and documents | Emails, call bookings and invites, shared documents | EU and US |
| Fireflies.ai | Recording and transcribing calls | Call recordings and transcripts | US |
| Anthropic (Claude) | AI assistant that drafts briefs, copy and plans from your notes and call transcripts | The text we give it. Not used to train AI models | US |
| Supabase | Your private project hub: logins, briefs, uploads, deliveries, signed documents | Account details, brief answers, uploaded files, signatures | EU (Frankfurt) |
| Apple iCloud | Backup copies of your project documents on our computer | Copies of hub documents | EU and US, encrypted |
| GitHub | Storing the code and content of the websites we build | Website code and the content you’ve approved to publish | US |
| Netlify | Hosting our website and the websites we build | Website files, your questionnaire answers, and form messages sent through websites | US, delivered worldwide |
| TinaCMS (Tina Cloud) | The back office you use to edit your website | Your back office login, website content | US |
| Stripe | Taking card payments and subscriptions | Name, email, payment details (we never see your full card number) | EU, UK and US |
| Xero | Invoicing and bookkeeping | Name, business details, invoices and payments | US and Australia |
| Revolut Business | Our business bank account | Payment records | UK and EU |
6. How we keep it safe
6.1 Your project hub is private to you. Logins are protected by a password and email verification, and data is encrypted in transit and at rest.
6.2 Only Megan, and specialists working on your Sprint, can access your project. Specialists see only what they need, and are bound by confidentiality agreements.
6.3 Our accounts are protected by strong passwords and two-factor authentication, and our computers are encrypted.
6.4 If there’s ever a data breach that puts your rights at risk, we’ll tell you and the ICO within the time the law requires.
7. How long we keep it
7.1 Enquiries that don’t go ahead: deleted after 12 months.
7.2 Call recordings and transcripts: deleted 12 months after your Sprint ends. We keep the written brief.
7.3 Client projects and your hub: kept while you’re a client and for 2 years afterwards, so we can help with any questions.
7.4 Contracts, invoices and payment records: kept for 6 years after the end of the financial year they relate to, as UK law requires.
7.5 Testimonials: kept until you ask us to remove them.
8. Your rights
8.1 You have the right to: see the data we hold about you; ask us to correct it; ask us to delete it; ask us to limit or stop using it; object to how we use it; receive a copy in a format you can take elsewhere; and withdraw your consent at any time.
8.2 To use any of these rights, email megan@trkdoutstudios.com. We’ll reply within one month, free of charge.
9. Your customers’ data
9.1 If we build a website that collects your own customers’ details, for example through a contact form, booking system or membership, you’re the controller of that data and we process it on your behalf. Our data processing agreement explains how. Your own website needs its own privacy policy, and we include a template with every Website Sprint.
10. Complaints
10.1 If you’re unhappy with how we’ve handled your data, please tell us first so we can put it right.
10.2 You can also complain to the UK Information Commissioner’s Office (ico.org.uk). If you’re based in France, you can contact the CNIL (cnil.fr), or the data protection authority in your own country.
11. Changes to this policy
11.1 We may update this policy when our tools or processes change. The latest version will always be on our website, with the date it was last updated.