Last updated 14 October 2026
This policy explains how Vanilla Rain Ltd collects and uses personal information through vanillarain.co.uk, by email and by phone, and what rights people have over it. It applies UK data protection law: the UK GDPR and the Data Protection Act 2018.
Who is responsible
Vanilla Rain Ltd is registered in England and Wales, Company No. 14099028. Registered office: Flat D, Spring Cup House, 197 Home Straight, Newbury, Berkshire, RG14 7WW. Vanilla Rain Ltd decides how and why the personal information described here is used, which makes it the data controller. Questions about this policy or requests about personal information go to ag@vanillarain.co.uk or 07585 263824.
What is collected, and why
Enquiries. The contact form asks for a name, an email address and a message, and may ask for a phone number. Emails and calls received directly are treated the same way. The information is used to reply, to scope and quote work, and to keep a record of the conversation. The legal basis is taking steps at a person’s request before a contract, or legitimate interests in running a business and answering enquiries.
Clients. Contact details, project files, invoices and correspondence are held to deliver the work, bill for it and meet legal and accounting duties. The legal basis is performing the contract and complying with the law.
Website use. Google Analytics, added through the Google Site Kit plugin, records how the site is used: pages viewed, approximate location, device and browser type, and how a visitor arrived. This helps judge which pages are useful. The legal basis is legitimate interests in understanding and improving the website. See the cookies section below.
Security. The site’s security software logs IP addresses and request details to block attacks and keep the site working. The legal basis is legitimate interests in keeping the site secure.
Special category information is not requested. Please do not send it through the contact form.
Who else sees it
Personal information is not sold. It is shared only with the services needed to run the studio and the site, and only as far as the task requires: the web hosting provider, the email and file storage providers, Google (Analytics and Search Console), the accounting software and accountants, and professional advisers where needed. Information may be disclosed where the law requires it.
Some of these providers process information outside the UK, including in the United States. Where that happens, it relies on a recognised safeguard, such as the UK adequacy regulations for approved destinations or the UK International Data Transfer Addendum.
How long it is kept
Enquiries that do not lead to work are kept for as long as they remain useful for follow-up, then deleted. Client records are kept for the length of the relationship and afterwards as the law requires, which for accounting records is normally six years. Analytics data is held under Google’s retention settings for the property.
Cookies
Cookies are small files a website stores in a browser. This site uses:
- Analytics cookies from Google Analytics, which measure traffic as described above.
- Essential cookies set by WordPress and the security software, for example to keep the site working and to protect the contact form from abuse.
- Third-party cookies that may be set by embedded content such as YouTube videos, and by Google Fonts requests, when those elements load.
Cookies can be blocked or deleted in the browser settings, and Google offers an opt-out add-on for Analytics at tools.google.com/dlpage/gaoptout. Blocking essential cookies may stop parts of the site from working.
Your rights
Under UK data protection law, people have the right to be informed, to access their information, to have errors corrected, to have information erased, to restrict or object to its use, to receive it in a portable format, and to object to processing based on legitimate interests. Requests are answered within one month. To make one, email ag@vanillarain.co.uk.
Anyone unhappy with how their information has been handled can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. Raising it first with Vanilla Rain is welcome, but is not required.
Links to other sites
The website links to other sites, including client work and social profiles. Vanilla Rain is not responsible for their content or privacy practices.
Changes to this policy
This policy is updated when the site or the way information is handled changes. The date at the top shows the latest version.
