Effective date: 29-08-25

1. Who we are (Controller)

This website and related activities (including surveys, research, our hosted AI tools and community/network development) are operated by SHWSH Limited (“we”, “us”, “our”).
Registered in England & Wales: 13010586 · Address: First Floor, 1 St John’s Court, Upper Fforest Way, Swansea, SA6 8QQ · Email: enquiries@shwsh.co.uk

This policy covers surveys and any related pilot sites, forms, or communications operated by SHWSH Limited but which we run on other platforms.

2. Scope

This policy explains what personal data we collect, why we collect it, our lawful bases, who we share it with, how long we keep it, and your rights. It applies to our website, surveys, emails, research activities, and any pilot membership/community features linked from them.

3. Data we collect

• Survey responses (content you submit in forms, including free-text).
• Contact details (e.g., name, email) if you choose to provide them for follow-up or updates.
• Membership/project info (if/when we pilot network/community services): profile/bio, interests, skills, organisation, visibility preferences.
• Communications (emails you send us; unsubscribe/consent records).
• Technical data (IP address, device/browser, pages viewed) via our site and analytics; see our Cookies Policy.
• Payment data handled by a payment processor (e.g., Stripe) — we don’t see full card details, just transaction metadata.
• Public sources (e.g., public profiles/directories you ask us to reference).

Special category data: We don’t ask for it. Please avoid sharing health, ethnicity, political opinions, or similar. If such data is inadvertently provided, we’ll try to delete or minimise it.

4. How we collect it

• Directly from you (website forms, Google Forms, email).
• Automatically through our site and services (cookies/analytics—see Cookies Policy).
• From processors we use to run forms, email, analytics, hosting, and storage.

5. Why we use your data (purposes & lawful bases)

Purpose	Lawful basis
Survey research & product development (understand needs of creative-tech professionals; shape our services)	Legitimate interests (to develop useful services while minimising impact and protecting your data)
Follow-up research contact (e.g., interviews, usability testing)	Consent (only if you opt in)
Updates/newsletters about the community/network	Consent (PECR requires opt-in for email updates)
Membership/community (if piloted) — create your account, provide services, moderate community, respond to requests	Contract (to deliver what you sign up for); Legitimate interests (safety/abuse prevention)
Payments & accounting (if piloted)	Contract + Legal obligation (tax/records)
Personalisation/recommendations (incl. AI) — tailor updates/opportunities to your interests	Legitimate interests for service personalisation; Consent when used for marketing emails; opt-out available
Analytics, security, fraud prevention	Legitimate interests
Legal claims/compliance	Legal obligation / Legitimate interests

Automated decision-making & profiling: We may use automated processing (including AI) to recommend content/opportunities. We do not make decisions with legal or similarly significant effects solely by automated means. You can opt out of personalisation at any time (you’ll still get non-personalised updates if subscribed).

6. Who we share data with

We don’t sell your personal data. We use service providers (“processors”) who act on our instructions, including:

• Google (Google Forms/Sheets/Workspace; survey collection and storage)
• Website hosting & analytics (hosting provider; privacy-friendly analytics or Google Analytics, if used)
• Email delivery platform (e.g. Fastmail)
• Payment processor (e.g., LemonSqeezy)
• Professional advisors (legal/accounting) where necessary

We ensure appropriate contracts are in place. See “International transfers” below for transfer safeguards.

7. International transfers

Some providers may process data outside the UK/EEA. Where they do, we rely on UK IDTA and/or EU Standard Contractual Clauses.

8. How long we keep data

We keep data only as long as needed for each purpose, then delete or anonymise it. Current defaults:

• Survey responses: up to 36 months, then aggregated/anonymised.
• Research contact list (consented): until you withdraw consent or after 36 months of inactivity (reviewed annually).
• Newsletter subscribers (consented): until you unsubscribe.
• Membership records (if piloted): for your active membership; limited records may be retained to meet legal obligations.
• Payment/finance records (if piloted): as required by law (typically 6 years in the UK).

9. Your rights

You have rights under UK GDPR, including access, rectification, erasure, restriction, objection, data portability, and the right to withdraw consent at any time (does not affect processing before withdrawal). To exercise rights: email enquiries@shwsh.co.uk. If you’re unhappy, you can complain to the ICO (ico.org.uk).

10. Marketing & research contact

We’ll only send email updates/newsletters if you opt in. Every newsletter email includes an unsubscribe option. Research follow-ups occur only if you consent (or, in rare cases, are justified by legitimate interests—our default is to ask first).

11. Cookies & third-party links

See our Cookies Policy for details on cookies, analytics and choices. Third-party sites we link to have their own privacy policies; we’re not responsible for their content or practices.

12. Children

Our services target adults/professionals. We don’t knowingly collect data from under-18s. If you think a child has provided data, contact us and we’ll act promptly.

13. Security

We use technical and organisational measures to protect your data. No system is 100% secure; if something goes wrong, we’ll act to mitigate and, where required, notify you and regulators.

14. Changes to this policy

We’ll update this page when necessary and change the date at the top.

Contact
SHWSH Limited, First Floor, 1 St John’s Court, Upper Fforest Way, Swansea, SA6 8QQ
Email: enquiries@shwsh.co.uk