Privacy Policy

1. Introduction

MHM Services, trading as EcoLuxe Interiors ("we", "us", "our"), is committed to protecting and respecting your privacy. This policy explains how we collect, use, and safeguard your personal information in accordance with UK data protection laws, including the Data Protection Act 2018 and UK GDPR.

2. Information We Collect

2.1 Information You Provide Directly

When you contact us or engage our services, we collect:

• Name and contact details (email, phone number, postal address)
• Property address and room dimensions
• Design preferences, lifestyle requirements, and aesthetic goals
• Photos of existing spaces, rooms, or furnishings
• Budget information and project constraints
• Health considerations relevant to biophilic design (e.g., sleep patterns, stress levels, natural light preferences)
• Communication preferences
• Payment information (processed securely by third-party payment providers)
• Any other information you choose to share in correspondence, video consultations, or questionnaires

2.2 Information Collected Automatically

When you visit our website, we automatically collect:

• IP address and device information
• Browser type and version
• Pages visited, time spent on pages, and navigation paths
• Referring website and search terms used

This information is collected through cookies and similar technologies (see our Cookie Policy for details).

2.3 Video Consultations and Digital Communications

We conduct consultations via video conferencing platforms (such as Zoom, Google Meet, or Microsoft Teams). When you participate in video consultations:

• Video and audio may be recorded with your explicit consent for design documentation purposes
• Your name and email address are visible to us through the platform
• Chat messages, screen shares, and shared files are stored temporarily
• The video platform's own privacy policy and data processing practices also apply

We will always inform you before recording any consultation and obtain your consent.

2.4 WhatsApp and Messaging Platforms

We may use WhatsApp or other messaging platforms for quick queries and photo sharing:

• Your phone number becomes visible to us
• Photos and messages you send are stored in our business account
• WhatsApp's own privacy policy and end-to-end encryption apply to these communications

3. How We Use Your Information

We use your personal data for the following purposes:

3.1 Service Delivery

• To provide online interior design consultancy services
• To conduct video consultations and design presentations
• To create space audits, design documentation, and specifications
• To source furniture, materials, and finishes on your behalf
• To communicate about your project and design recommendations
• To deliver digital design files and documentation securely

3.2 Business Operations

• To process payments and maintain financial records
• To respond to enquiries and support requests
• To improve our services and website functionality
• To comply with legal and regulatory obligations

3.3 Marketing (with your consent)

• To send occasional updates about our services
• To share relevant resources about biophilic design and healthy living spaces
• To invite you to participate in case studies or testimonials

You can withdraw marketing consent at any time by clicking "unsubscribe" in any email or contacting us directly.

4. Legal Basis for Processing

We process your personal data under the following legal grounds:

• Contractual necessity: To deliver the interior design services you've engaged us for
• Legitimate interests: To operate our business, improve our services, and maintain client relationships
• Consent: For marketing communications, video recording, non-essential cookies, and case study participation
• Legal obligation: To retain records for tax purposes and professional liability compliance

5. How We Share Your Information

We do not sell your personal data. We may share information with:

5.1 Service Providers

• Website hosting and email services: For website infrastructure and communications
• Video conferencing platforms: Zoom, Google Meet, Microsoft Teams for online consultations
• WhatsApp (Meta): For messaging and photo consultations (governed by WhatsApp's privacy policy)
• Cloud storage providers: For secure storage of design files and project documentation
• Google Analytics: For website analytics (anonymised data)
• Email marketing service: If you've subscribed to our newsletter
• Payment processors: For secure transaction handling (Stripe or similar)

All service providers are carefully selected and required to protect your data in accordance with UK GDPR.

5.2 Suppliers and Trade Partners

When sourcing furniture, materials, or finishes on your behalf:

• Your name and delivery address may be shared with suppliers or manufacturers for quotations and delivery
• This is only done when necessary for product sourcing
• We do not share other personal details or full project information

5.3 Legal Requirements

We may disclose your information if required by law, court order, or regulatory authority.

6. Data Retention

We retain your personal data only as long as necessary:

• Active projects: Throughout the project duration and delivery of final documentation
• Completed projects: For 6 years after project completion (to meet professional liability requirements and HMRC obligations)
• Marketing data: Until you unsubscribe or request deletion
• Website analytics: 26 months (Google Analytics default)
• Financial records: 6 years (HMRC requirement)
• Video consultation recordings: For the duration of the project plus 6 years, unless you request earlier deletion
• WhatsApp messages and photos: For the duration of the project plus 6 years, unless you request earlier deletion

After these periods, data is securely deleted or anonymised.

7. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Rectification: Ask us to correct inaccurate or incomplete information
• Erasure: Request deletion of your data (subject to legal retention requirements)
• Restriction: Ask us to limit how we use your data
• Portability: Receive your data in a machine-readable format
• Objection: Object to processing based on legitimate interests or for marketing
• Withdraw consent: Where processing is based on consent (such as video recording or marketing), withdraw it at any time

To exercise any of these rights, contact us at melody@ecoluxe-interiors.co.uk. We will respond within one month.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Secure website hosting with encryption (SSL/TLS)
• Password-protected cloud storage for design files and project documentation
• Encrypted video conferencing platforms
• Regular backups and security updates
• WhatsApp end-to-end encryption for messaging
• Access controls limiting who can view client information

While we take all reasonable precautions, no internet transmission is completely secure. We cannot guarantee absolute security of data transmitted via video calls, email, or messaging platforms.

9. International Data Transfers

Your data is primarily stored and processed within the UK and European Economic Area. Some service providers (such as Google Analytics, Zoom, and WhatsApp) may process data outside the UK/EEA. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

10. Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us immediately.

11. Third-Party Websites

Our website may contain links to external websites (such as furniture suppliers, product manufacturers, or design inspiration resources). We are not responsible for the privacy practices of third-party sites. Please review their privacy policies before sharing personal information.

12. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Significant changes will be communicated via email to active clients or posted prominently on our website. The "Last updated" date at the top indicates when changes were made.

13. Questions and Complaints

If you have questions about this privacy policy or how we handle your data, please contact us:

Email: melody@ecoluxe-interiors.co.uk
Phone: +44 7495 125094
Post: MHM Services, 4 Fairfields Road, Holmbridge, Holmfirth, West Yorkshire HD9 2NP

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk/make-a-complaint
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF