Privacy Policy

Effective date: 14 February 2026

1. Who we are

Reson8 is the trading name of Reson8 Studio Ltd ("Reson8", "we", "us" or "our"). We provide website, digital consultancy, AI integration and workflow automation services.

This policy explains how we collect and use personal information when you visit our website, contact us, use our website assistant, or work with us as a client, prospective client, supplier or business contact.

For the activities described in this policy, Reson8 Studio Ltd is the data controller, meaning we decide why and how personal information is used.

You can contact us about your information or this policy:

2. Information we collect

Depending on how you interact with us, we may collect:

  • Contact and business details: your name, email address, telephone number, job title, employer, company website and company size.

  • Enquiry details: your message, the services you are interested in, project requirements, indicative budget and timescale.

  • Communications: emails, website assistant conversations, meeting arrangements and notes, and records of our correspondence.

  • Client and supplier records: proposals, contracts, project documents, instructions, invoices, payment status and relevant billing details.

  • Website information: IP address, browser and device information, pages visited, referring pages and interactions, where collected by our website or authorised analytics tools.

  • Preferences: communication choices and any cookie consent selections.

Please avoid sending sensitive personal information, such as health details, through general enquiry forms or the website assistant. If a project requires sensitive information, we will agree suitable arrangements and explain the relevant processing separately.

3. Where information comes from

Most information comes directly from you through forms, email, calls, meetings, bookings or our website assistant. We may also receive relevant business contact details from your colleagues, clients who introduce you to us, or service providers involved in a booking or transaction.

4. How we use information and our lawful bases

We use personal information only where there is an appropriate lawful basis under applicable data protection law.

Responding to enquiries and preparing proposals

We use your information to respond to enquiries, understand your requirements and prepare proposals.

Lawful basis: Steps towards a contract where you are personally the prospective contracting party. Otherwise, our legitimate interest in responding to business enquiries and developing relevant client relationships.

Delivering services and managing projects

We use your information to deliver our services, manage projects and communicate with you.

Lawful basis: Performing a contract where you are personally the contracting party. Otherwise, our legitimate interest in delivering services to the organisation you represent.

Managing suppliers and business relationships

We use your information to work with suppliers, contractors and other business contacts.

Lawful basis: Performing a contract where applicable, or our legitimate interest in operating our business and managing suppliers.

Invoicing, payments and accounting

We use your information to issue invoices, administer payments and maintain financial records.

Lawful basis: Performing a contract where applicable, our legitimate interest in collecting payments, and legal obligations relating to tax and accounting records.

Security and troubleshooting

We use relevant information to protect our website and systems, resolve technical problems and prevent misuse.

Lawful basis: Our legitimate interest in protecting our website, systems, business and users.

Complaints and legal obligations

We use your information to investigate complaints, handle legal claims and respond to information requests.

Lawful basis: Our legitimate interest in resolving disputes and protecting legal rights, and legal obligations where applicable.

Marketing communications

We may use your contact details to send relevant information about Reson8’s services and resources.

Lawful basis: Consent where required, or our legitimate interest in promoting relevant services where electronic marketing rules permit this.

Optional website tracking

We may use optional tracking technologies to understand website use and improve its performance.

Lawful basis: Consent where required by law. Any use relying on a statutory exception must be explained in our cookie information.

When we rely on legitimate interests

We consider whether the processing is necessary and whether your interests and rights outweigh ours.

Information you need to provide

Information marked as required on a form is needed to handle that request. If you do not provide essential contact or project details, we may be unable to respond or provide the requested service. Some billing information may be required by law or under our contract.

5. Phoenix, AI tools and automation

Our website assistant, Phoenix, can help answer questions and capture enquiries. If you use it, the information you enter, including personal information in your messages, may be processed by the technology providers that support the assistant.

We may also use AI and automation tools to organise enquiries, summarise information, prepare draft communications, proposals or documents, and move information between connected business systems. The relevant lawful basis is the basis for the underlying purpose described above.

[Describe any enquiry scoring or prioritisation actually used, including the information considered and its practical effect. Remove this note if no profiling takes place.]

[Confirm whether any decisions with legal or similarly significant effects are made solely by automated processing. If none are made, insert: “We do not make decisions about you with legal or similarly significant effects based solely on automated processing.” Otherwise explain the decisions, logic, consequences and available safeguards.]

[Identify the assistant and AI providers. Explain any provider use of submitted information for model training or other independent purposes, based on verified terms and settings.]

You can contact us by email if you would prefer to discuss your enquiry with a person.

6. Marketing

We may contact you about relevant Reson8 services and resources where permitted by law. Where consent is required, we will obtain it before sending marketing. Where an existing customer exception applies, we will provide an opportunity to opt out when collecting your details and in subsequent messages.

For relevant contacts at corporate organisations, we may rely on legitimate interests where electronic marketing rules permit this. Sole traders and certain partnerships are subject to different rules, which we take into account.

You can object to direct marketing at any time. Use the unsubscribe option in a message or email info@reson8group.com.

We may retain a minimal record of your choice so we can respect it. Essential project, billing and service messages are separate from marketing.

7. Who we share information with

Where necessary for the purposes above, we may share information with:

  • Providers supporting website hosting, forms, bookings, email, file storage and business communications.

  • CRM, project management, automation, AI assistant and analytics providers.

  • Accounting, invoicing, electronic signature and payment providers.

  • Authorised contractors supporting our work, and professional advisers such as accountants, insurers and legal advisers.

  • Regulators, public authorities or other parties where disclosure is required by law or necessary to protect legal rights.

We share information relevant to the task and use appropriate contractual arrangements where providers process information on our behalf. Some providers act as independent controllers for certain activities, which are explained in their own privacy notices.

8. International transfers

Some providers may store or access personal information outside the United Kingdom.

Where a restricted international transfer takes place, we use an applicable UK adequacy arrangement or appropriate safeguards, such as the UK International Data Transfer Agreement or UK Addendum to approved standard contractual clauses, together with any required assessment and additional measures.

Contact us for information about the safeguards applicable to your information and how to obtain a copy, subject to necessary redactions.

9. How long we keep information

We keep information for as long as needed for its purpose, taking account of:

  • Whether an enquiry remains active and whether further contact is reasonably expected.

  • The duration of a client or supplier relationship and the need to retain project and contractual records afterwards.

  • Applicable accounting and tax requirements, relevant claim periods and any ongoing dispute.

  • The purpose and necessity of security logs, chat records and website analytics.

  • Your marketing preferences and the need to retain a minimal record of an objection or unsubscribe request.

We delete or anonymise information when it is no longer needed. Backup copies may remain until replaced through the normal backup cycle, with access restricted.

10. Cookies and similar technologies

Our website may use cookies or similar technologies to support its operation and, where enabled, understand website use.

Where consent is legally required, optional technologies should operate only after you have agreed to them.

11. Protecting information

We use technical and organisational measures appropriate to the information we handle and the risks involved.

No method of transmission or storage is completely secure.

12. Your rights

Depending on the circumstances, you can ask to:

  • Access your personal information and obtain a copy.

  • Correct inaccurate or incomplete information.

  • Delete information where there is no continuing lawful reason to retain it.

  • Restrict how we use information.

  • Receive certain information in a portable format.

  • Withdraw consent at any time, without affecting the lawfulness of earlier processing.

You can object to processing based on legitimate interests, including related profiling. You have an absolute right to object to the use of your personal information for direct marketing.

To exercise a right, email info@reson8group.com.

We may need information to verify your identity. We normally respond within one month, subject to any lawful extension or adjustment. These rights are not absolute and depend on the processing involved.

13. Information handled for our clients

Where a client determines why and how information is used and we process it on their instructions, the client is the data controller and Reson8 acts as a processor. This work is governed by the applicable client agreement and data processing terms.

The client’s privacy notice explains its use of that information. Requests concerning it should normally be directed to the client. We assist the client in meeting its obligations as required by our agreement and applicable law.

14. Complaints

If you have concerns about our handling of your information, please contact us at info@reson8group.com so we can investigate.

You also have the right to complain to the UK Information Commissioner’s Office:

Website: ico.org.uk/make-a-complaint

You do not have to contact us before raising a complaint with the ICO.

15. Changes to this policy

We may update this policy as our services, practices or legal obligations change.