Privacy Policy

At The Soft Voice, we believe privacy should be straightforward.

This Privacy Policy explains what personal information we collect through thesoftvoice.com, why we use it, who may receive it, and the choices you have over your information.

■ 1. Who We Are

This website is operated by The Soft Voice, an independent brand and web design studio.

For the purposes of applicable data protection law, The Soft Voice is responsible for the personal information described in this Privacy Policy.

If you have any questions about your data or this policy, you can contact us at:
hello@thesoftvoice.com

■ 2. Information We Collect

The information we collect depends on how you interact with the website.
When you submit an enquiry or contact us, we may collect:

• Your name

• Email address

• Website or social media details

• Information about your business or project

• The services you are interested in

• Files or references you choose to upload

• Information about how you discovered The Soft Voice

When you make a purchase, we may also collect:

• Your name and contact details

• Order and transaction information

• Billing information

• Delivery details relevant to the product, such as the email connected to your Squarespace account

Payment details are processed through the payment provider used at checkout. We do not directly store your complete card details.

The website may also collect limited technical information automatically, including browser or device information, pages visited, traffic source and cookie or analytics data.

■ 3. How We Use Your Information

We use personal information where reasonably necessary to:

• Respond to enquiries

• Discuss and prepare potential projects

• Provide the services you have booked

• Process and fulfil orders

• Deliver website templates and digital products

• Manage our client and customer relationships

• Provide customer support

• Maintain and improve the website

• Understand how visitors use the site

• Meet legal, accounting or administrative obligations

• Send marketing communications where you have chosen to receive them

We do not sell or rent your personal information.

■ 4. Legal Basis for Processing

Where the GDPR, UK GDPR or similar data protection laws apply, we process personal information on one or more of the following grounds:

• Pre-contractual or contractual necessity
  When you contact us about a project, purchase a product or book a service, we use the information necessary to respond, fulfil your order or perform our agreement with you.

• Legitimate interests
  We may process limited information where reasonably necessary to operate and improve the studio, provide customer support, maintain appropriate business records or protect our work and website, provided those interests do not override your rights.

• Consent
  Where consent is required, such as for certain optional cookies or marketing communications, you can withdraw it at any time.

• Legal obligations
  We may retain or process information where required for tax, accounting, regulatory or other legal purposes.

■ 5. Payments & Purchases

Purchases made through this website are processed using Squarespace and the payment services connected to our online shop.

Your payment provider may receive information necessary to process your transaction and prevent fraud. Complete payment card details are handled by the relevant payment processor rather than directly by The Soft Voice.

Order information may be retained where necessary for customer service, accounting, tax and legal purposes.

Squarespace itself processes customer-controlled data for websites hosted on its platform and may work with payment providers depending on the payment setup used.

■ 6. Service Providers

We use trusted third-party services to operate the studio and website.
Depending on how you interact with The Soft Voice, these may include providers for:

• Website hosting and ecommerce

• Payment processing

• Email and client communication

• Forms and file storage

• Analytics

• Business administration and project delivery

These providers may process personal information only as necessary to provide their services and are subject to their own privacy and data protection obligations.

Our website is hosted by Squarespace, which processes certain visitor, customer and website data on our behalf. Squarespace sites can also connect to third-party services including payment processors, Google Analytics, email services and other integrations.

■ 7. Cookies

This website uses cookies and similar technologies to operate correctly, remember preferences and understand how the site is used.

Some cookies are essential and are required for functionality, security or services you request.

Other cookies, including certain analytics or marketing cookies, are optional. Where required by applicable law, these will only be used after you have made your choice through the cookie banner.

You can review or change your cookie preferences through the cookie settings available on the website.

Squarespace uses both essential and analytics/performance cookies on customer websites, and certain optional cookies can be controlled through the site's cookie settings.

■ 8. Analytics

We may use Squarespace Analytics and, where enabled, third-party analytics tools such as Google Analytics to understand how visitors interact with the website.

Analytics information may include pages visited, traffic sources, approximate location, browser or device information and general usage patterns.

We use this information to understand what is useful, identify problems and improve the website.

Where consent is legally required for analytics cookies, analytics will only be activated after that consent has been provided.

■ 9. Marketing Communications

If you choose to subscribe to our newsletter or other marketing communications, we may use your name and email address to send occasional updates about The Soft Voice, new work, products or services.

You can unsubscribe at any time using the link included in our emails or by contacting us directly.

Submitting a project enquiry or purchasing a product does not, by itself, mean that you have agreed to receive unrelated marketing communications.

■ 10. How Long We Keep Your Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

As a general guide:

• Unsuccessful or inactive enquiries may be retained for up to 2 years

• Client and project information may be retained for the duration of the working relationship and for a reasonable period afterwards

• Purchase, invoice and transaction records may be retained for longer where required for accounting, tax or legal purposes

• Marketing information is retained until you unsubscribe or withdraw your consent

Information may be deleted earlier where appropriate or where you validly request deletion.

■ 11. International Data Transfers

The Soft Voice works with clients and service providers internationally.

As a result, personal information may sometimes be processed or stored outside the country in which you live, including outside the European Economic Area or United Kingdom.

Where applicable, we rely on recognised legal safeguards for international transfers, such as adequacy decisions, standard contractual clauses or other lawful transfer mechanisms.

■ 12. Your Privacy Rights

Depending on where you live, you may have the right to:

• Request access to the personal information we hold about you

• Ask us to correct inaccurate or incomplete information

• Request deletion of your information in certain circumstances

• Restrict or object to certain processing

• Withdraw consent where processing is based on consent

• Request a portable copy of certain information

• Lodge a complaint with your local data protection authority

Additional rights may apply under the privacy laws of your country or region.

To make a request, email hello@thesoftvoice.com. We will respond within the timeframe required by applicable law.

■ 13. Data Security

We take reasonable technical and organisational measures to protect the personal information entrusted to us against loss, misuse, unauthorised access, alteration or disclosure.

No online system can be guaranteed completely secure, but we aim to use reputable services and appropriate safeguards throughout our website and business operations.

■ 14. Information You Choose to Share

Please avoid submitting confidential, highly sensitive or unnecessary personal information through general enquiry forms or file uploads.

If a project requires us to handle confidential materials or additional personal information, this can be addressed separately as part of the project agreement and working process.

■ 15. Third-Party Links

Our website may contain links to third-party websites, platforms or services.

Once you leave thesoftvoice.com, the way those services collect and use information is governed by their own privacy policies. The Soft Voice is not responsible for the privacy practices of external websites.

■ 16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the website, our services, the tools we use or applicable legal requirements.

The latest version will always be published on this page together with the date of the most recent update.

Last updated: 1 September 2026

■ 17. Questions About Your Privacy

If you have a question about this Privacy Policy, would like to exercise a privacy right or simply want to understand how your information is being used, please contact:

hello@thesoftvoice.com
We’re happy to clarify.