Legal
Privacy policy
Last updated: 31 October 2026
Who we are
Prospero UX Ltd is a company registered in England and Wales, company number 08284377, with its registered office at 5 Oldfield Wood, Woking GU22 8AN. We are the controller of the personal information described here. We are registered with the Information Commissioner’s Office (ICO), registration number ZC167570.
Prospero UX is run by Will Thomas, its Director. You can contact us about anything in this policy at studio@prosperoux.com.
What we collect, why, and our lawful basis
How you reach us
What we collect
Why
Lawful basis
Contact form
Your name, email address and what you tell us about your interest
To reply to you
Legitimate interests: responding to people who contact us
Book a call (Calendly)
Your name, email address, the time you choose and any answers you give when booking
To arrange and hold the call
Legitimate interests: arranging a conversation you asked for
The call itself
If you agree, a recording, transcript and notes of the call (made with Fathom)
To keep an accurate record of what we discussed
Legitimate interests. We will tell you before recording, and you can say no
Discovery brief (Softr form)
Your name, organisation, role, contact details and what you tell us about your project
To understand your needs and prepare a proposal
Legitimate interests; or, if you contract with us as an individual, steps you ask us to take before entering a contract
Newsletter sign-up
Your email address
To send you occasional updates
Consent. You can unsubscribe at any time
Browsing the site
Anonymous usage statistics (see Cookies and analytics)
To understand how the site is used
Not personal data
Working with us as a client
Contact details for the people we work with, project correspondence and invoicing records
To deliver the work, manage the relationship and keep accounts
Contract (with your organisation) and legitimate interests; legal obligation for financial records
After an enquiry, we keep your details in our own client management system so we can follow up on that enquiry. We will only send you marketing emails if you have signed up for them, or if the law otherwise allows it and you have had a simple way to opt out each time.
Please don’t send us health information or other sensitive personal details through the forms. If a project needs that kind of information, we will agree how to handle it with you first.
Who handles your information for us
We don’t sell your information or pass it on for anyone’s marketing. We use these service providers (processors) to run our business. They act on our instructions under contracts that require them to protect your data:
Framer — hosts this website, runs the contact form and provides anonymous site statistics.
Google (Google Workspace) — our email, calendar and file storage. Contact form submissions are saved to a Google Sheet. We also use Gemini within Google Workspace.
Calendly — call booking.
Softr — the discovery brief form, our client management system and the client systems we build.
Fathom — call recording, transcription and notes, if you agree to a call being recorded.
We also use Claude, an AI assistant from Anthropic, under Anthropic’s standard terms and privacy policy rather than a processing contract, with model training switched off. Will uses it for drafting, analysis and building our systems, and to help manage enquiries and client relationships. Your contact details and what you’ve told us may therefore pass through it. Our lawful basis is legitimate interests: running a one-person business efficiently.
We may also share information with our accountants, bank, professional advisers or authorities where the law requires it.
How we use AI tools
Prospero UX is a one-person practice. Will is supported by AI tools and agents he has built and configured, and he reviews all AI-assisted work before it reaches anyone. Personal information held in the systems we build for clients never goes into AI tools, except AI features built into those systems and agreed with the client. We keep health and other sensitive personal information out of AI tools altogether. AI is never used to make decisions about you that have legal or similarly significant effects.
International transfers
Some of our providers are based outside the UK or may process data outside the UK. Where that happens, we rely on UK adequacy regulations or on the safeguards the law requires, such as the UK International Data Transfer Agreement or Addendum. Contact us if you’d like more detail.
How long we keep it
Enquiries that don’t lead to work: up to 12 months after our last contact, then deleted.
Call recordings and transcripts: up to 6 months, unless they become part of a client project.
Newsletter: until you unsubscribe.
Client records: for the length of the engagement and then six years after it ends, which covers our legal and tax obligations and the period in which claims can be made.
Cookies and analytics
Our site statistics come from Framer Analytics, which does not use cookies or identify individual visitors. The booking calendar (Calendly) and project brief form (Softr) on our Contact page are provided by those companies and may set their own cookies. They load only after you accept cookies in our banner or choose to load them yourself, and you can change your choice at any time using “Cookie settings” at the bottom of every page.
Your rights
You have the right to:
ask for a copy of the information we hold about you;
ask us to correct it;
ask us to delete it;
ask us to restrict how we use it;
object to our use of it where we rely on legitimate interests;
ask us to transfer it to you or someone else, where that applies;
withdraw consent at any time, where we rely on consent.
Email studio@prosperoux.com to use any of these rights. We will respond within one month.
Complaints
If you’re unhappy with how we’ve handled your information, please tell us first at studio@prosperoux.com. We will acknowledge your complaint within 30 days and respond without undue delay. If you’re still not satisfied, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We’ll update this page if anything changes, and change the date at the top.
