Last updated 15th October 2026

About this policy

This policy explains how Samantha Wren Interiors collects, uses and protects personal information. It applies to clients, prospective clients, website visitors, suppliers, contractors and other professionals we work with.

We handle personal information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations. Where we work for clients based in the European Union, we also take account of the EU GDPR.

We only collect what we need to run your project well, and we never sell personal information.

Who we are

Samantha Wren Interiors is the data controller for the personal information described in this policy. This means we decide how and why it is used.

• Company: Samantha Wren Interiors Limited, registered in England and Wales, company number 08977552
• Registered office: Total Bookkeeping, 124 City Road, London EC1V 2NX
• Data protection contact: Samantha Wren, Founder and Principal Designer
• Email: samantha@samanthawren.com
• ICO registration number: ZC259247

We are a small studio and are not required to appoint a Data Protection Officer. Samantha Wren is responsible for data protection and is the first point of contact for any questions about this policy.

The information we collect

The information we hold depends on how you work with us.

Clients

• Names, home and property addresses, email addresses, phone numbers, billing details, budgets and payment records
• Property information such as floor plans, surveys, measurements, photographs of rooms, and details of how your household uses each space
• Access arrangements such as key holding, alarm or gate codes, concierge details and preferred visiting times
• Correspondence, meeting notes, design preferences and decisions made during the project

Enquiries

• Name, contact details, property location, a brief description of the project and how you heard about us

Suppliers and trade

• Names, business contact details, quotes, invoices and bank details for payment

Website visitors

• Information sent through our contact form and basic technical data from cookies, where you allow them

We may receive your details from someone else, for example an architect, builder or existing client who has referred you. We ask that they only pass on your details with your agreement.

We do not ask for special category information such as health details. If you choose to share something of this kind, for example accessibility needs for a room, we will only use it to design for those needs and will ask for your explicit consent.

How we use it and our lawful bases

The law requires us to have a lawful basis for each use of personal information. Ours are set out below.

• Responding to enquiries and preparing fee proposals: steps taken at your request before entering a contract
• Designing and managing your project, including site visits, ordering, installation and aftercare: performance of our contract with you
• Invoicing, keeping accounts and meeting tax requirements: legal obligation
• Working with suppliers, contractors and consultants on your project: performance of our contract, and our legitimate interest in running projects efficiently
• Keeping records of design decisions and approvals: legitimate interest in resolving any later questions or disputes
• Protecting our business, including insurance and legal claims: legitimate interest and legal obligation
• Photographing completed projects for our portfolio, website or social media: your consent
• Sending occasional news about our work: your consent, or our legitimate interest where you are an existing client, and you can opt out at any time

Where we rely on legitimate interests, we have considered your rights and are satisfied they are not overridden. Where we rely on consent, you can withdraw it at any time by emailing us.

Who we share it with

We share personal information only where it is needed to deliver your project or run the studio. Everyone we share with is expected to keep it confidential and secure.

• Project team: architects, builders, joiners, electricians, curtain makers, installers and other trades working on your home
• Suppliers and delivery companies: so that goods can be ordered, delivered and fitted at the right address
• Professional advisers: our bookkeeper, accountant, insurers and legal advisers
• Service providers: the software we use to run the studio, including email and file storage (Microsoft 365 and Dropbox), accounting (Xero), project costing (Estimac) and video calls (Zoom)
• Our social media team: only photographs of completed projects that you have agreed we may use, with no names or locations
• Authorities: where the law requires it, for example HMRC

We only give trades and suppliers the details they need for their part of the work. Every supplier we bring to site signs a non disclosure agreement, which prohibits photography or video and requires them to keep your details confidential. We never share your personal details or the exact location of your home beyond those who need them. Access codes and key holding details are shared only with those who need them on a given day.

We will not share your information for anyone else’s marketing.

Overseas projects and international transfers

Some of our projects are outside the UK, and some of our software providers store data outside the UK. When information leaves the UK, we make sure it stays protected.

• Transfers to the European Economic Area are covered by UK adequacy regulations, so the same level of protection applies.
• Transfers to the United States or other countries are made only to providers that are certified under the UK Extension to the EU US Data Privacy Framework, or that have signed the UK International Data Transfer Agreement or an equivalent approved safeguard.
• For overseas projects, we share details with local contractors and suppliers only as needed to carry out the work you have asked for.

You can ask us for more detail about the safeguards used for any transfer.

How long we keep information

We keep personal information only for as long as we need it, then delete it securely or return it to you.

• Enquiries that do not go ahead: 12 months from our last contact
• Client project files, drawings, specifications and correspondence: 6 years after the project is completed, to deal with any aftercare, warranty or legal questions
• Invoices and financial records: 6 years after the end of the financial year they relate to, as required for tax purposes
• Access codes and key holding details: deleted, and keys returned, at the end of the project or aftercare period
• Portfolio photographs: until you withdraw your consent
• Mailing list details: until you unsubscribe
• Supplier and trade contacts: for as long as we work together, and 6 years after for financial records

If a claim or dispute arises, we may keep relevant records until it is resolved.

Keeping information secure

We take care to protect the information you trust us with, particularly details about your home and how to access it.

• Files are stored on secure cloud services protected by strong passwords and two step verification.
• Laptops and phones used for studio work are password protected.
• Alarm codes, gate codes and similar details are kept out of drawings, schedules and shared documents, and passed only to those who need them.
• Keys are kept securely and are never labelled with your name or address.
• Paper records are kept securely and shredded when no longer needed.

If a data breach occurs that puts your information at risk, we will report it to the ICO within 72 hours where required and tell you without delay if it is likely to affect you.

Your rights

You have the following rights over your personal information. To use any of them, email samantha@samanthawren.com.

• Access: ask for a copy of the information we hold about you
• Rectification: ask us to correct anything inaccurate or incomplete
• Erasure: ask us to delete your information where we no longer have a reason to keep it
• Restriction: ask us to limit how we use your information
• Objection: object to us using your information on the basis of legitimate interests, or for marketing
• Portability: ask for information you gave us in a format you can pass to someone else
• Withdrawing consent: where we rely on consent, you can withdraw it at any time

We will respond within one month. For complex requests this can be extended by up to two further months, and we will let you know if so. There is normally no charge. We may ask for proof of identity before releasing any information.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can put it right. Email samantha@samanthawren.com with the details.

We will acknowledge your complaint within 30 days, look into it properly and let you know the outcome without undue delay.

If you are still not satisfied, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Photography, marketing and cookies

We will always ask before photographing your home for our portfolio, website or social media, and we only ever share images of our own completed projects. We never publish your name or address, and we avoid anything that would identify the property, such as house numbers, views or family photographs. You can ask us to remove images at any time, although we cannot recall printed material already distributed.

Our website may use cookies to measure visits and improve how it works. Any cookies that are not essential are only set with your agreement, which you can change in your browser settings.

Changes to this policy

We review this policy regularly and will post any updates on this page. Where changes are significant, we will let current clients know.