Privacy Policy

Mood Dwell Ltd | mooddwell.com | Last updated: May 2025

Your privacy matters to us. This policy explains what personal information we collect when you use our website or engage our services, why we collect it, how we use it, and what rights you have over it. We have written it in plain English because we want you to actually read it.

1. Who We Are

Mood Dwell Ltd is a spatial design studio based in London, UK. We are registered in England and Wales (company number 16079581). Our website is mooddwell.com.

For the purposes of UK data protection law, Mood Dwell Ltd is the data controller — meaning we decide how and why your personal data is used.

If you have any questions about this policy or how we handle your data, please contact us at:  contact@mooddwell.com

2. What Information We Collect

The information we collect depends on how you interact with us. It may include:

Information you give us directly :

• Contact details: Your name, email address, and phone number 

• Property details: The address of the property you are buying or own 

• Property information: Floor plans, layout diagrams, or photographs of a space you share with us 

• Consultation content: Notes and context you share during a consultation call or by email 

• Contract information: Your signature on our client agreement, processed via Dropbox Sign

Information collected automatically or via third parties :

• Booking data: Booking details when you schedule a consultation via Calendly 

• Payment data: Payment information processed securely by Stripe (we never see or store your card details) 

• Meeting notes: Meeting transcripts or notes generated via Fathom during video consultations (you will be informed before any recording takes place) 

• Website data: Standard website analytics collected by Squarespace (our website host), such as pages visited and approximate location

3. Why We Use Your Information

We only use your personal information where we have a lawful reason to do so under UK GDPR. The table below sets out what we do and why.

4. Who We Share Your Information With

We do not sell your personal data. We share it only with the third-party service providers who help us run our business, and only to the extent necessary. Each of these providers is bound by their own data processing agreements. 

• Calendly: Booking and scheduling. Calendly may store your name and email.

• Stripe: Payment processing. Stripe handles your payment details securely; we never see your card number. 

• Google LLC (Google Workspace): We use Google Docs and Sheets to store and organise client files internally. 

• Squarespace: Our website is hosted on Squarespace, which collects standard web analytics. 

• Fathom Video: AI meeting notes and transcription for consultations, where you have been notified in advance. 

• Dropbox Sign: Electronic signing of our client agreement.

Several of these providers are based in the United States. Where data is transferred outside the UK, we rely on appropriate safeguards — such as Standard Contractual Clauses approved by the UK Information Commissioner's Office — to ensure your data remains protected.

5. How Long We Keep Your Information

We keep your personal data only for as long as necessary. Our standard retention periods are: 

• We retain client data (including consultation notes, your Pack, and correspondence) for six years from the date of your last engagement with us, in line with UK tax and legal obligations. 

• Financial records (invoices, payment records) are kept for six years as required by HMRC. 

• If you enquire but do not book a service, we will delete your contact details within 12 months. 

• If you have given consent to receive marketing communications, we keep your details until you unsubscribe.

When data is no longer needed, we delete or anonymise it securely.

6. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data: 

• Access: You can request a copy of the personal data we hold about you. 

• Correction: You can ask us to correct any inaccurate or incomplete information. 

• Erasure: You can ask us to delete your data in certain circumstances (for example, if we no longer need it). 

• Restriction: You can ask us to pause processing your data in certain situations. 

• Portability: Where processing is based on consent or contract, you can ask for your data in a portable format. 

• Objection: You can object to processing based on legitimate interests, including direct marketing. 

• Withdrawal of consent: Where we rely on your consent, you can withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please email contact@mooddwell.com. We will respond within one calendar month. We may need to verify your identity before acting on your request.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

7. Cookies

Our website uses cookies. For full details of the cookies we use and how to manage them, please see our separate Cookie Policy at mooddwell.com/cookie-policy.

8. Changes to This Policy

We may update this Privacy Policy from time to time, for example if we start using a new service provider or if the law changes. When we make significant changes, we will update the date at the top of this page. We encourage you to check this page periodically.

9. Contact Us

For any questions about this policy or your personal data: 

• Email: contact@mooddwell.com 

• Website: mooddwell.com 

• Postal address: Mood Dwell Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ