Privacy Notice — StudioOps

This Privacy Notice explains how StudioOps uses personal data.

StudioOps is a sole trader business based at 5 Barcote Close, Swindon, SN25 2BH, and is the data controller for the personal data described in this notice. For any privacy question, contact hello@studioops.uk.

1. Who this notice is for

This notice covers:

studio owners and staff who use StudioOps;
people who sign up for a trial, ask for support, or contact StudioOps;
visitors to the StudioOps website;
studio customers whose details are processed inside StudioOps by a studio using the service.

For a studio’s own customer data, the studio is normally the controller and StudioOps acts as processor. See the Data Processing Addendum.

2. Personal data we collect

We may collect:

name, business name, email address, phone number, and contact details;
login and authentication information;
business profile details, services, settings, and preferences;
customer, appointment, quote, invoice, and payment-related information entered into StudioOps;
support messages and feedback;
subscription, billing, and payment status information;
technical data such as IP address, device, browser, logs, security events, and usage data;
marketing preferences and email engagement where you have opted in or where business-to-business outreach is permitted.

StudioOps should not intentionally collect full card details. Card payments are handled by payment providers such as Stripe or Square.

3. How we use personal data

We use personal data to:

provide and secure StudioOps;
create and manage trials, subscriptions, and workspaces;
support bookings, customers, quotes, invoices, payments, and studio workflows;
send service emails and support replies;
manage billing and subscription status;
investigate bugs, abuse, security issues, and service reliability;
improve StudioOps;
send product updates or marketing where lawful;
comply with legal obligations and protect legal rights.

We use AI-assisted features to help studios draft and organise admin. We do not make decisions about you based solely on automated processing that produce legal effects or similarly significant effects — a person stays in control of those decisions.

4. Lawful bases

Depending on the context, we rely on:

contract: to provide StudioOps and manage your subscription;
legitimate interests: to secure, support, improve, and market StudioOps in a proportionate way;
legal obligation: where we must keep records or respond to lawful requests;
consent: where consent is required, such as some marketing or non-essential cookies.

Where StudioOps processes a studio’s customer data as processor, the studio is responsible for identifying its lawful basis.

5. Who we share data with

We may share data with trusted providers who help run StudioOps, including:

hosting and infrastructure providers;
database and storage providers;
email providers;
payment providers such as Stripe and Square;
AI providers that power our drafting features, such as OpenAI, Anthropic, and Google;
a newsletter provider (Beehiiv) where you have opted in to marketing;
analytics and product insight providers, such as PostHog, if enabled;
customer support and operational tools;
professional advisers where needed.

We may also share data if required by law, to protect rights and security, or as part of a business transfer.

We do not sell personal data.

6. International transfers

Some of our providers process data outside the UK, including in the United States (for example our AI providers OpenAI, Anthropic, and Google). Where data leaves the UK, we rely on UK adequacy regulations where they apply, or on the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, together with any supplementary measures needed. You can request a copy of the safeguards we use by contacting hello@studioops.uk.

7. Retention

We keep personal data only as long as reasonably needed for the purposes described in this notice.

Typical retention:

account and workspace data: while the account is active and for a reasonable period after closure;
billing records: retained as needed for accounting and tax obligations;
support messages: retained while useful for support, dispute handling, and service improvement;
security logs: retained for a limited period unless needed to investigate an issue;
marketing contacts: until unsubscribe or suppression is required.

Backups may retain data for a limited period before automatic deletion.

8. Your rights

Depending on the circumstances, you may have rights to:

access your personal data;
correct inaccurate data;
request deletion;
restrict processing;
object to processing;
request data portability;
withdraw consent where processing is based on consent;
complain to the Information Commissioner’s Office.

Contact hello@studioops.uk to exercise your rights.

If you are a customer of a studio using StudioOps, please contact the studio first. StudioOps will support the studio in responding where required.

9. Marketing

You can unsubscribe from marketing emails at any time.

Service emails, such as account, security, billing, or operational messages, may still be sent where needed to provide StudioOps.

10. Cookies and analytics

StudioOps may use cookies and similar technologies. See the Cookie Notice for details.

Non-essential cookies or analytics should not run unless the required consent has been obtained.

11. Security

We use technical and organisational measures designed to protect personal data, including access controls, server-side handling of sensitive keys, and separation of studio data.

No online service can guarantee absolute security, but we work to keep StudioOps secure and respond quickly to credible issues.

12. Contact

Privacy questions: hello@studioops.uk.

You can also complain to the Information Commissioner’s Office at ico.org.uk.