About this notice

This notice explains how The Minxes Ltd collects, uses and protects personal data in connection with our website, enquiry forms, client portal and the brand assets we store on your behalf. It is written in plain English and is intended to give you a clear picture of your rights and how we handle your information.

This notice applies to prospective clients who contact us through our website, existing clients who use our client portal, and any individuals whose personal data is included in brand assets or project files that we hold on your behalf.

Who we are

The Minxes Ltd is the data controller for all personal data described in this notice. If you have any questions about how we use your data, or wish to exercise any of your rights, please contact us at hello@theminxes.com.

What we collect and when

Enquiry and contact forms

When you submit a form on our website we collect the information you provide, which may include your name, email address, telephone number, company name, and the content of your message or project brief. We collect only what you choose to give us.

Client portal

We operate a client portal that allows existing clients to manage projects, review work in progress, approve deliverables and access order history. When you use the portal we collect and hold the following data:

Account credentials (name, email address, password stored in hashed form)
Project communications and approval decisions
Order history and delivery details where relevant
Any files or notes you upload or add to a project

The portal is currently in development and will be made available to clients in a future release. This notice will be updated when it goes live.

Brand assets

As part of delivering our design, print and merchandise services, we store brand assets on your behalf. These may include logo files, brand guidelines, typefaces, colour palettes, artwork and other creative files that you share with us. We treat these as confidential client property. They are used only to produce the work you have commissioned and are not shared with any third party other than production suppliers acting on your instructions.

We will retain brand assets for as long as our working relationship continues and for a reasonable period after it ends, so that we can fulfil repeat orders and provide continuity of service. You may request deletion of your assets at any time by contacting us.

Why we process your data

We rely on the following lawful bases under UK GDPR:

Consent Art. 6(1)(a) UK GDPR

When you submit an enquiry form, you consent to us using your contact details and the information in your message to respond to you. You can withdraw consent at any time by emailing us. Withdrawal will not affect anything we have already done on that basis.

Contract Art. 6(1)(b) UK GDPR

Once you become a client, we process your personal data as necessary to deliver the services you have engaged us to provide, including managing your project through the client portal and fulfilling orders.

Legitimate interests Art. 6(1)(f) UK GDPR

We retain a record of correspondence and completed project data for a reasonable period after a project ends in order to manage our business relationship with you, handle any follow-up queries, and maintain continuity for future work. We have assessed that this does not override your interests or rights.

Who we share your data with

We do not sell your personal data. We share it only in the following limited circumstances:

Resend is our email delivery provider. Your name and email address are passed to them solely to deliver our reply to you. Resend acts as a data processor under a data processing agreement.
Production suppliers may receive artwork files and, where necessary, delivery addresses to fulfil print or merchandise orders. They receive only what is needed to complete the job.
Cloud infrastructure providers host our website and client portal data. All data is stored within the UK or EEA, or under appropriate transfer safeguards where a provider is based elsewhere.

We will disclose personal data to law enforcement or regulators if required by law, but only to the extent strictly necessary.

How long we keep your data

Data type	Retention period
Enquiry form submissions	3 years from last contact
Client portal accounts and project data	Duration of the relationship, then 3 years after last activity
Brand assets	Duration of the relationship, plus a reasonable period for continuity; deleted on request
Financial and order records	7 years to meet statutory accounting requirements

Your rights

Under UK GDPR you have the right to:

Access a copy of the personal data we hold about you
Rectification of any data that is inaccurate or incomplete
Erasure of your data where there is no longer a legitimate reason for us to hold it
Restriction of processing in certain circumstances
Data portability to receive data you have provided to us in a machine-readable format
Object to processing based on legitimate interests
Withdraw consent at any time where consent is the legal basis

To exercise any of these rights, please email hello@theminxes.com with your request. We will respond within one calendar month.

You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner's Office (ICO), if you believe we have not handled your data appropriately.

Changes to this notice

We may update this notice from time to time as our services or legal obligations change. The date at the top of this page shows when it was last revised. Where changes are material we will take steps to inform you.