Privacy Policy

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 external websites or services that you choose to access through links from the Hub Design website. Their own privacy practices may apply once you leave Hub Design.

2. Information You Provide to Us

We collect personal information when you choose to provide it to Hub Design, including through enquiries, project briefs, forms and direct communications.

Depending on how you interact with us, this may include:

• your name;
• email address;
• business or brand name;
• an optional WhatsApp or mobile number;
• your preference about whether Hub Design may contact you through WhatsApp about your enquiry;
• website or online-presence information you choose to provide;
• information about the type of project or service you are interested in;
• project requirements, objectives, timelines and other details you include in an enquiry or brief; and
• the contents of messages or other communications you send to us.

Start Hub and project briefs

If you use Start Hub, we may collect additional information you choose to provide about your business, audience, current digital presence, goals, requirements and proposed project.

Enquiry and paid landing-page forms

Forms used on Hub Design pages, including designated paid advertising landing pages, may request information relevant to the particular enquiry. The exact fields may vary depending on the service or campaign.

Providing a WhatsApp number is optional unless a particular form clearly states otherwise.

Providing the number itself does not give Hub Design permission to contact you through WhatsApp. Where WhatsApp contact is offered, your choice about that communication channel is recorded separately.

Direct communications

If you communicate with Hub Design by email, WhatsApp or another communication channel, we may retain the information contained in that correspondence as part of the relevant enquiry, project or business record.

3. Information Collected Automatically

When you use the Hub Design website, certain technical and usage information may be collected automatically where the relevant technology is enabled.

This may include information such as:

• pages viewed and interactions with the website;
• general browser, device and operating-system information;
• approximate location derived from network information;
• referral and campaign information;
• website performance and diagnostic information; and
• information about how a visit progresses through the website.

On the main Hub Design website, optional Analytics and Advertising technologies remain off unless you allow them.

On designated paid advertising landing pages, Analytics and Advertising may use the different initial preference configuration described in our Cookie Policy.

Some technical information may also be processed independently of Analytics or Advertising where necessary for website operation, security, fraud prevention or delivery of a feature you choose to use.

4. Contact Forms and Project Briefs

Information submitted through Hub Design enquiry forms or the Start Hub process is used to review, manage and respond to your enquiry.

Contact information such as your name, email address and, where provided, WhatsApp number may be stored in Hub Design’s customer relationship management or enquiry-management systems so that we can manage your enquiry and subsequent communications.

Where you provide a WhatsApp number, we may also record your choice about whether Hub Design may contact you on WhatsApp about that enquiry.

Providing a WhatsApp number does not by itself give Hub Design permission to contact you through WhatsApp.

If you choose to allow WhatsApp contact, we may use that channel for communications related to your enquiry, project brief or prospective engagement.

If you do not allow WhatsApp contact, this does not prevent you from submitting an enquiry or affect our ability to communicate with you through other appropriate channels.

Form submissions may also be delivered to Hub Design through our operational systems and may contain the information you submitted.

Detailed Start Hub project briefs may be maintained in a dedicated record used to review and manage the enquiry.

Submitting an enquiry or Start Hub brief does not automatically subscribe you to newsletters, promotions or other marketing communications.

If Hub Design introduces additional marketing subscription mechanisms in the future, the relevant consent mechanism and this Privacy Policy will be updated as appropriate.

5. How We Use Personal Information

We use personal information to:

• respond to enquiries and project briefs;
• review whether Hub Design may be a suitable fit for the requested work;
• communicate with prospective and existing clients;
• contact you through WhatsApp about an enquiry where you have explicitly allowed that channel;
• provide, manage and improve our services;
• maintain records of enquiries, projects and communications;
• protect our website, forms and systems from abuse or misuse;
• understand website performance and usage where Analytics is enabled;
• measure advertising and campaign performance where Advertising is enabled; and
• comply with applicable legal, regulatory and operational requirements.

Providing a WhatsApp number does not by itself permit WhatsApp contact.

We use WhatsApp for enquiry-related communication only where you have chosen to allow it.

6. Cookies and Analytics

Hub Design uses cookies and similar browser technologies for website functionality, security, Analytics and Advertising as described in our Cookie Policy.

We use Google Analytics 4 through Google Tag Manager to understand how the website is used and where the experience can be improved.

On the main Hub Design website, optional Analytics remains off unless you allow it.

On designated paid advertising landing pages, Analytics may be enabled initially where no saved preference already exists.

You can reject, change or withdraw Analytics through Cookie Preferences.

Analytics may process information such as pages viewed, interactions, general browser and device information, referral information and website performance data.

Advertising is controlled separately from Analytics.

Where Advertising is enabled, measurement and attribution technologies may be used to understand campaign performance and attribute visits or enquiries to advertising sources.

More information about these technologies, the different initial configuration used on designated paid advertising landing pages, and how to manage your choices is provided in our Cookie Policy.

Security technologies may also be used where necessary to protect forms and verification steps from automated abuse. These perform a security function rather than Analytics or Advertising.

7. Client Files and Project Materials

Where you become a Hub Design client, we may receive files, content, credentials, project materials and other information necessary to perform the agreed work.

Access to client files is limited to what is reasonably required for the project.

Where files need to be downloaded or transferred temporarily for project work, they should be handled securely and removed from temporary working locations when they are no longer required.

Project files may be retained where reasonably necessary for service delivery, support, record keeping, legal obligations or the agreed client relationship.

Where a project is handed over to the client, ongoing responsibility for the client’s own content, systems and user data will generally transfer according to the agreed project arrangement.

8. Use of Artificial Intelligence in Client Work

Hub Design does not use personal information submitted through enquiry forms, project briefs or communications 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 or supports a hub, website, membership area, community, form, CRM-connected experience or other system for a client, personal information collected through that client’s environment is primarily governed by the client’s own privacy practices.

The client determines why it collects and uses personal information relating to its own users, prospects, customers or members.

Hub Design may process or access such information only where reasonably necessary to provide the agreed service, technical support, maintenance, troubleshooting or another authorised function.

Where a client environment remains connected to a Hub Design parent-account or administrative structure, technical access may remain available.

Hub Design does not routinely access client end-user information after handover unless that access is authorised, reasonably necessary for support, required to address a technical or security issue, or required by law.

10. Who We Share Information With

Hub Design does not sell or rent personal information.

We do not provide personal information to other organisations for their own independent marketing purposes.

Personal information may be processed by service providers that support Hub Design’s website and business operations, including services used for:

• website hosting and infrastructure;
• form and CRM processing;
• cloud storage;
• email, communications and messaging;
• analytics and measurement;
• security; and
• technical support.

These providers may process information only to the extent reasonably necessary to provide the relevant service.

Authorized technical personnel may access relevant information only where that access is genuinely required for support, maintenance, security or troubleshooting.

They do not have routine operational access to Hub Design’s lead or client records on Hub Design’s behalf.

Hub Design may also disclose information where reasonably necessary to:

• comply with applicable law;
• respond to a lawful request;
• protect legal rights;
• investigate misuse or fraud;
• address a security issue; or
• establish, exercise or defend a legal claim.

11. Contractors and Specialists

Hub Design may occasionally work with freelancers, contractors or specialist collaborators where additional expertise is required.

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.

Anyone who requires access to client-confidential information must first be subject to appropriate 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 to AI tools or used for unrelated purposes without appropriate authorization.

12. International Processing

Some services used by Hub Design for website operations, communications, storage, analytics, security or other business functions may process or store information outside India or the United States.

Where this occurs, information may be subject to the laws and safeguards applicable in the locations where that processing takes place.

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 keeps personal information only for as long as reasonably necessary for the purpose for which it was collected, subject to applicable legal, contractual and operational requirements.

Prospective clients

Basic CRM information for unconverted prospective clients, including name, email address and, where provided, WhatsApp number and related WhatsApp contact preference, 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 enquiry, Contact and Start Hub notification emails are generally retained for up to 6 months.

Clients

Information relating to active and former clients may be retained for longer where reasonably necessary for service delivery, accounting, taxation, contractual records, support, legal obligations, dispute management or other legitimate business requirements.

Where information is no longer reasonably required, it should be deleted, anonymised or otherwise handled appropriately.

14. Security

Hub Design uses reasonable technical, organisational and operational measures designed to protect personal information against unauthorized access, loss, misuse, alteration or disclosure.

Depending on the relevant service or feature, these measures may include access controls, secure transmission, restricted administrative access, verification and anti-abuse measures, and other safeguards appropriate to the information being handled.

Security controls and technologies may change over time as our systems, services and operational requirements evolve.

No method of transmission or storage can be guaranteed to be completely secure.

Where we become aware of a security incident affecting personal information, we will assess and respond to it in accordance with applicable legal and operational requirements.

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.

If you previously allowed Hub Design to contact you through WhatsApp about an enquiry, you may withdraw that permission at any time.

Withdrawing WhatsApp permission does not affect the underlying enquiry or prevent us from communicating with you through other appropriate channels.

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 anyone under 18 years of age.

We do not knowingly collect personal information from anyone under 18.

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. External Websites and Services

The Hub Design website may contain links to external websites, platforms or services.

Where you choose to leave Hub Design and interact directly with another service, that service’s own privacy practices and terms may apply to the information you provide there.

We encourage you to review the privacy information made available by that service before providing personal information directly to it.

18. Changes to this Privacy Policy

We may update this Privacy Policy when our services, forms, communication methods, technologies, business practices or legal obligations change.

This may include changes to how we handle enquiries, communications, Analytics, Advertising, security technologies, client information or other personal information.

Where a change materially affects how personal information is collected or used, we will update this policy accordingly and, where appropriate, provide additional notice or request a new choice or consent.

The date at the top of this page shows when the policy was last updated.

19. Contact

For questions about this Privacy Policy, personal information held by Hub Design, or a privacy request: