Privacy Policy

Last updated: 9 September 2026

OHVA Ltd provides creative services, photography and video production. This policy explains how we handle personal information about visitors to www.ohva.studio, people who contact us and our client contacts.

Who we are

OHVA Ltd is the controller responsible for the personal information we collect and use as described in this policy.

Company registration number: 17383422

Registered in: England and Wales

Email:contact@ohva.studio

You can contact us using these details with questions about this policy or requests relating to your personal information.

Information we collect

When you contact us or engage our services, we collect relevant information you provide, which may include:

  • Your name, email address, telephone number and company name.

  • Project requirements, enquiries and correspondence.

  • Information needed to prepare proposals, manage agreements and administer projects.

  • Billing details and records of invoices and payments.

Our website is hosted by Squarespace. When you visit, Squarespace processes technical information needed to operate the website, including information about your browser, device, network and IP address.

We also use Squarespace Analytics to understand website traffic and visitor activity. Depending on your preferences and our settings, this can include pages visited, referring websites, clicks and visit times.

Google reCAPTCHA processes technical information about your browser, device and interaction with the website to help detect automated activity and prevent spam and abuse.

How we use your information

We use personal information to:

  • Respond to enquiries and discuss potential projects.

  • Prepare proposals or quotations you request.

  • Manage commissioned projects and communicate with clients.

  • Maintain records of our agreements and communications.

  • Issue invoices, maintain accounting records and meet legal obligations.

  • Operate, maintain and protect our website and communications.

  • Detect and prevent spam, fraud and abuse.

  • Understand website usage and improve its content.

  • Establish, exercise or defend legal claims where necessary.

Our legal bases

We use different legal bases depending on the purpose of the processing.

  • Legitimate interests: We process information to respond to general enquiries, manage relationships with business clients, maintain relevant business records, protect our website and communications against spam, fraud and abuse, and deal with legal claims. This includes relevant security processing through Google reCAPTCHA. We assess whether this processing is necessary and balance these interests against your privacy rights.

  • Contract: Where you are personally a party to a contract with us, we process relevant information as necessary to perform that contract. We also use this basis when you ask us to take necessary steps before entering into a contract with you.

  • Legal obligation: We process information where necessary to comply with legal requirements, including tax and accounting obligations.

  • Consent: We rely on consent for optional analytics cookies and the personal information processing associated with them.

Basic traffic measurement may continue without optional analytics cookies. Where this involves personal information, we rely on our legitimate interest in understanding overall website usage and maintaining the website, taking account of visitors’ privacy rights. This does not replace any consent required for storing or accessing information on your device.

Sending a project enquiry does not, by itself, subscribe you to marketing emails.

Cookies and your preferences

Our website uses Squarespace cookies and similar technologies to support essential website functions and provide website analytics.

Necessary cookies support functions such as website security and remembering your cookie preferences.

With your consent, Squarespace analytics cookies help us recognise visits, connect page views within a visit and understand traffic sources and visitor activity. We use this information to assess which content is useful and improve our website.

You can accept or decline optional analytics cookies through our cookie banner and change your choice using Manage Cookies. Optional analytics cookies remain restricted until you accept them.

Declining analytics cookies limits visitor tracking, although Squarespace can still record some basic traffic measurements and process technical information needed to operate and protect the website.

Please see our Cookie Policy & Settings page for further information.

Who receives your information

We use the following service providers to operate our website and manage communications:

  • Squarespace: Provides our website hosting and analytics. Where you submit an enquiry through a Squarespace contact form, Squarespace processes the submission and forwards it to our business email account. Submission details may also be stored in Squarespace’s Contacts panel.

  • Google Workspace: Provides our business email service and processes and stores the messages and attachments we receive, including enquiries and project correspondence.

  • Google reCAPTCHA: Provides security checks through our Squarespace website to help detect automated activity and prevent spam and abuse. This service is separate from Google Workspace email.

Squarespace and Google process information on our behalf when providing the relevant services. Squarespace also processes some automatically collected visitor information for its own purposes, including protecting the security and integrity of its platform, as explained in Squarespace’s Privacy Policy.

We may share relevant information with professional advisers, such as accountants or legal advisers, where necessary for their services.

We may also disclose information to authorities where required by law or where necessary to establish, exercise or defend legal claims.

International processing

Our service providers may process personal information outside the UK, including in the United States.

Where personal information is transferred outside the UK, applicable safeguards may include UK adequacy regulations, participation in the UK Extension to the EU–US Data Privacy Framework, or approved contractual safeguards.

Further information about Squarespace’s arrangements is available in Squarespace’s Data Processing Addendum.

Google’s arrangements for relevant services are described in Google’s Cloud Data Processing Addendum.

You can contact us for information about the transfer arrangements relevant to your personal information and how to obtain a copy of applicable safeguards.

How long we retain information

We keep personal information for as long as reasonably necessary for the purposes described in this policy.

  • Project enquiries: Where an enquiry does not lead to a project, we retain it and related correspondence for up to 12 months after our last substantive contact, to handle follow-up questions and potential project discussions. We then delete the relevant records from our active Google Workspace email and Squarespace contact records, where held, unless a specific legal obligation or ongoing dispute requires longer retention.

  • Client project administration records: If an enquiry becomes a client project, we normally retain the contract and key project correspondence for six years after the project is completed, to document our agreement and address contractual queries or claims. Records needed to evidence continuing licences or permissions may be retained for longer while those rights remain relevant.

  • Accounting records: We retain accounting records for six years from the end of the last company financial year they relate to, or longer where required by applicable tax law.

  • Website analytics information: Squarespace stores analytics information as part of its services. Retention varies according to the type of information and the applicable service arrangements. We review our need for identifiable analytics information at least annually and seek deletion or anonymisation when it is no longer needed to assess website performance or investigate specific issues.

  • Website security records: Any records we keep about a specific security incident are retained while needed to investigate and resolve the incident or deal with related legal obligations or claims. Squarespace also maintains technical records for its own platform security purposes under its own retention arrangements.

Cookie expiry is separate from the retention of information already collected. Information about Squarespace’s processing for its own purposes is available in Squarespace’s Privacy Policy.

We review the personal information we hold and delete or anonymise it when it is no longer needed.

Your choices and rights

Depending on the circumstances, you have the right to:

  • Request access to your personal information.

  • Ask us to correct inaccurate or incomplete information.

  • Request deletion of your information.

  • Ask us to restrict how we use your information.

  • Receive certain information in a portable format or request its transfer to another organisation.

These rights are subject to applicable conditions and exceptions.

Your right to object

You have the right to object, on grounds relating to your particular situation, to processing based on our legitimate interests.

If we use your information for direct marketing, you have an absolute right to object to that use.

Withdrawing consent

Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing carried out lawfully before you withdrew consent.

You can change your cookie consent using Manage Cookies. For other consent-related requests, contact contact@ohva.studio.

Requests and complaints

To exercise your rights or raise a complaint about our use of your personal information, email contact@ohva.studio or write to our registered office.

We may need information to confirm your identity before responding to a request.

You can also complain to the UK’s data protection regulator, the Information Commissioner’s Office.

Providing information

You choose whether to contact us, but we need sufficient information to understand and respond to your enquiry.

If you engage our services, certain contact, project and billing information is necessary to administer and fulfil our agreement. Without that information, we may be unable to provide the requested services.

Please avoid including unnecessary sensitive personal information in enquiries or contact-form submissions.

Changes to this policy

We will update this policy when our practices or relevant requirements change and revise the date above. Where appropriate, we will bring significant changes to your attention.