1. Scope of this Policy
This Privacy Policy applies to personal information processed through the Hub Design website and in connection with enquiries, project briefs, prospective-client conversations and client engagements.
Hub Design’s standard service markets are currently India and the United States.
Enquiries or referrals from other countries may be considered individually. Where appropriate, Hub Design may conduct additional legal or compliance checks before accepting an engagement outside its standard service markets.
This Policy does not apply to third-party websites or services that you may access through links from the Hub Design website.
2. Information We Collect
The information we collect depends on how you interact with Hub Design.
Contact enquiries
When you contact us, we may collect information such as:
- your name;
- email address;
- company or business name, where provided;
- the reason for contacting us; and
- the contents of your message.
Start Hub project briefs
When you submit a Start Hub brief, we may collect:
- your name and email address;
- business or project information;
- information about your current digital presence;
- the parts of your hub you are considering;
- what you are building toward;
- expected project timeline;
- investment readiness; and
- additional information you choose to provide.
Client engagements
During an active client engagement, we may process project materials, business information, communications, approvals, files and other information reasonably necessary to design, build, manage or maintain the agreed work.
We do not ask you to provide information that is not reasonably relevant to an enquiry or engagement.
Please do not submit sensitive personal information through our Contact or Start Hub forms unless Hub Design has specifically requested it for a legitimate purpose.
3. Information Collected Automatically
Certain technical information may be processed automatically when you access the Hub Design website.
This can include information such as:
- IP address;
- browser or device information;
- request and connection information;
- website performance information; and
- information needed for security, fraud prevention and technical operation.
Hosting, infrastructure and security providers may process such information as part of providing their services.
Hub Design also uses optional website analytics as explained below.
4. Contact Forms and Project Briefs
Information submitted through our Contact form or Start Hub process is used to review and respond to your enquiry.
Your name and email address may be stored in Hub Design’s customer relationship management system so that we can manage your enquiry and subsequent communications.
Contact-form submissions may also be delivered to Hub Design by email and may contain the information submitted through the Contact form.
For Start Hub submissions, the detailed project brief is maintained in a dedicated cloud-based record used by Hub Design to review and manage the enquiry.
Automated Start Hub notification emails contain basic contact information rather than the full project brief.
Submitting a Contact form or Start Hub brief does not automatically subscribe you to newsletters, promotions or other marketing communications.
If Hub Design introduces marketing subscriptions in the future, the relevant consent mechanism and this Privacy Policy will be updated before such functionality becomes part of our normal operations.
5. How We Use Personal Information
We may use personal information where reasonably necessary to:
- respond to enquiries and communications;
- review Start Hub project briefs;
- determine whether there may be a suitable fit between Hub Design and a prospective client;
- communicate about proposals, projects and services;
- establish and manage client relationships;
- design, build, manage and maintain client hubs and related work;
- maintain appropriate business and project records;
- provide support and troubleshoot technical issues;
- operate and protect our website and submission systems;
- understand website performance where analytics consent has been provided;
- comply with legal, accounting, tax or regulatory obligations;
- protect Hub Design, our clients and our systems from misuse, fraud or security threats; and
- establish, exercise or defend legal rights where necessary.
We do not use personal information for unrelated purposes without an appropriate reason for doing so.
6. Cookies and Analytics
Hub Design uses cookies and similar browser technologies where necessary for website functionality and security, and — where you allow it — for optional analytics.
We use Google Analytics, implemented through Google Tag Manager, to understand how visitors use the website. It does not load, and its analytics cookies are not created, until you provide analytics consent through our cookie controls. You may decline optional analytics without losing access to the website, and you may withdraw your consent later.
The Hub Design homepage currently includes platform-level analytics technology as part of the website’s publishing infrastructure. This technology operates separately from the setup described above and is not governed by our cookie controls, so it may create analytics identifiers on the homepage before a consent choice has been made. This does not reflect the standard we apply to our own optional analytics, and we have raised the matter with the technical team so that this behaviour can be brought into line with that standard.
Forms on the website are protected by third-party services that guard against automated abuse. These perform a security function rather than analytics or advertising.
More information about cookies, similar technologies and the specific items stored is provided in our Cookie Policy.
7. Client Files and Project Materials
For client projects, Hub Design currently asks clients to maintain their primary project files in the client’s own Google Drive or other agreed client-controlled storage and to provide Hub Design with the access reasonably necessary to perform the agreed work.
Hub Design may need to download working copies of client materials while performing project work.
Such local copies are treated as working files and are retained only for as long as reasonably necessary for the relevant project or ongoing service, subject to legitimate legal, tax, accounting, dispute, backup or agreed retention requirements.
Where Hub Design builds a hub and hands it over for the client to manage independently, Hub Design’s access to client-controlled files should be removed once the applicable handover or support period is complete and continued access is no longer necessary.
Where Hub Design continues to manage or maintain a client’s hub, necessary access may continue for the duration of that managed relationship.
When the managed relationship ends, access should be removed once the final handover is complete and the information is no longer reasonably required.
If Hub Design introduces a dedicated client portal or materially changes how client files are uploaded, stored or accessed, this Privacy Policy will be updated to reflect the new data-handling model.
8. Use of Artificial Intelligence in Client Work
Hub Design does not use personal information submitted through the Contact form or Start Hub brief as material for AI prompting, optimisation or similar generative-AI processing.
During an active client engagement, Hub Design may use AI-assisted tools for activities such as:
- ideation;
- drafting;
- optimisation;
- design;
- coding; and
- analysis.
Such use is limited to generic or non-confidential project information where appropriate.
Client-confidential information is not provided to AI tools.
Personal information remains subject to applicable privacy obligations independently of whether information is considered confidential.
9. Client Hub Data
Where Hub Design builds, hosts, manages or maintains a hub for a client, that client’s hub may collect personal information from the client’s own customers, members, leads, subscribers or other users.
That information is governed primarily by the client’s own privacy practices and policies.
The client is responsible for determining why it collects and uses personal information from its own users and for providing appropriate privacy information to those individuals.
Hub Design may process or technically access such information only as necessary to provide the agreed services and subject to the client relationship and any applicable data-processing terms.
Where a client hub remains within a Hub Design parent-account structure, Hub Design may retain technical access to the hub.
Following handover, Hub Design does not routinely access the client’s end-user data and will only do so where authorized by the client, where access is reasonably necessary to provide agreed support or services, or where access is otherwise required by law.
11. Contractors and Specialists
Hub Design may occasionally work with freelancers, contractors or specialist collaborators.
Where access to client information is necessary, Hub Design follows a minimum-access approach. Only the information reasonably required for the specific task should be shared.
Contractors who require access to client-confidential information must first be subject to appropriate written confidentiality obligations.
Where personal information is involved, access should also be subject to appropriate restrictions relating to use, security and deletion or return of the information.
Confidential client information must not be provided by contractors to AI tools or used for unrelated purposes without appropriate authorization.
12. International Processing
Some service providers used by Hub Design may process or store information outside India or the United States.
Where this occurs, information may be subject to the laws and safeguards applicable to those providers and locations.
Hub Design’s standard service markets remain India and the United States, although enquiries from other jurisdictions may occasionally be considered individually.
13. How Long We Keep Information
Hub Design does not intend to retain personal information indefinitely simply because it has been collected.
Retention depends on the purpose of the information and the nature of the relationship.
Prospective clients
Basic CRM information for unconverted prospective clients, including name and email address, is generally retained for up to 24 months from the last meaningful interaction.
Where an enquiry is rejected or clearly does not qualify for Hub Design’s services, the basic record is generally retained for up to 6 months.
Start Hub briefs
A full Start Hub brief belonging to an unconverted prospect is generally retained for up to 12 months from the last meaningful interaction.
Form notification emails
Automated Contact and Start Hub notification emails are generally retained for up to 6 months.
Active prospects
Where a genuine prospective-client conversation remains active, relevant information may be retained for the duration of that conversation.
Self-managed client projects
Where Hub Design completes a project and the client subsequently manages the hub independently, core project and contractual records may generally be retained for up to 3 years after completion or handover.
Managed client relationships
Where Hub Design continues to manage or maintain the client’s hub, information reasonably necessary for that service may be retained for the duration of the active managed relationship.
Following termination and final handover, core project and contractual records may generally be retained for up to 3 years.
Financial and statutory records
Financial, accounting and tax records may be retained for longer periods where required by applicable law, including applicable GST, income-tax and accounting recordkeeping requirements.
Legal holds and disputes
Information relevant to an actual or reasonably anticipated dispute, investigation, audit or legal requirement may be retained for longer where reasonably necessary.
When information is no longer reasonably required, it should be deleted, anonymised or allowed to expire from the relevant operational systems as appropriate.
Hub Design periodically reviews retained enquiry and project records as part of its data-retention process.
14. Security
Hub Design takes reasonable administrative and technical measures appropriate to the nature of the information it handles.
Access to lead and client information is limited according to operational need.
Hub Design also relies on established technology, infrastructure and service providers to operate the systems used by the website and business.
No method of electronic storage, transmission or online processing can be guaranteed to be completely secure. Hub Design therefore does not make an absolute guarantee of security.
15. Your Privacy Choices and Rights
Depending on your location and the law applicable to your information, you may have rights concerning personal information Hub Design holds about you.
These may include the right to:
- request access to personal information;
- ask us to correct inaccurate information;
- request deletion where appropriate;
- withdraw consent previously provided; or
- raise a concern about how personal information has been handled.
Privacy requests can be sent to:
Requests are currently handled manually and will be addressed within a reasonable period, subject to applicable law.
We may need to verify that a request genuinely comes from you before acting on it.
Certain information may need to be retained despite a deletion request where retention is required or reasonably necessary for legal, tax, accounting, contractual, security or dispute-related purposes.
16. Children
Hub Design is a business-to-business service and is not intended for children.
We do not knowingly collect personal information from anyone under 18 years of age.
If we become aware that personal information relating to someone under 18 has been submitted to us in circumstances where it should not have been, we will take reasonable steps to remove it.
17. Third-Party Websites and Services
The Hub Design website may contain links to websites, platforms or services operated by third parties.
Hub Design is not responsible for the privacy practices of those third parties.
We encourage you to review the privacy information provided by a third-party service before providing personal information directly to that service.
18. Changes to this Privacy Policy
We may update this Privacy Policy when our business, technology, services or legal obligations change.
This may be particularly relevant if Hub Design introduces:
- a dedicated client portal;
- marketing subscriptions;
- advertising or remarketing technologies;
- additional client-data storage systems;
- materially different AI-processing practices;
- new service markets; or
- other functionality that changes how personal information is processed.
When we make a material update, the revised version will be published on this page and the Last updated date will be changed.
19. Contact
For questions about this Privacy Policy or to make a privacy-related request, contact: