ManaArt Privacy Policy v1.0

Effective date: 17 August 2026

This Privacy Policy explains how Mariusz Pacholak T/A MANAART, trading as ManaArt Design Studio, collects, uses and protects personal information.

Business name: Mariusz Pacholak T/A MANAART
Trading name: ManaArt Design Studio
Address:  Portadown, Craigavon, Co. Armagh
Email: contact@manaart.co.uk
Website: manaart.co.uk

ManaArt is the data controller for the personal information described in this Privacy Policy.

1. What Personal Information We Collect

Depending on how you contact or work with ManaArt, we may collect:

  • your name;
  • business or company name;
  • postal or billing address;
  • email address;
  • telephone number;
  • project and order details;
  • quotations and Job Order information;
  • artwork, logos, photographs, text and files supplied by you;
  • correspondence by email, telephone, messaging services or social media;
  • payment and invoice information;
  • delivery and installation details;
  • proof approvals and project approvals;
  • records of your acceptance of Terms & Conditions;
  • technical information associated with secure Job Order approvals, such as a server timestamp and privacy-minimised technical evidence;
  • website information such as IP address, browser information and cookie data where applicable.

We aim to collect only information that is reasonably necessary for the relevant purpose.

2. How We Receive Your Information

We usually receive personal information directly from you when you:

  • request a quotation;
  • contact ManaArt by telephone, email, website form, WhatsApp or social media;
  • place an order;
  • approve a Job Order or proof;
  • provide artwork or project materials;
  • purchase goods or services;
  • arrange delivery or installation.

We may also receive information from:

  • another person acting on behalf of your business;
  • a colleague or authorised contact;
  • suppliers or contractors involved in a project;
  • publicly available business information where reasonably necessary to communicate with a business customer.

3. Why We Use Personal Information

We may use personal information to:

  • respond to enquiries;
  • prepare quotations and estimates;
  • create and manage Job Orders;
  • communicate about projects;
  • prepare designs and artwork;
  • manufacture or arrange production of goods;
  • manage proof and Job Order approvals;
  • arrange delivery and installation;
  • issue invoices and record payments;
  • maintain accounting and business records;
  • resolve complaints or disputes;
  • protect ManaArt’s legal and commercial interests;
  • maintain project and approval audit records;
  • improve our services and business processes;
  • comply with legal and regulatory obligations.

4. Our Lawful Bases for Using Personal Information

Depending on the purpose, ManaArt may rely on one or more lawful bases under UK data protection law.

Contract

We rely on contract where processing is necessary to:

  • provide a quotation requested by you;
  • take steps before entering into a contract;
  • create and administer a Job Order;
  • provide goods or services;
  • manage approvals, delivery, installation and payment.

We may process information where necessary to comply with legal obligations, including accounting, tax, regulatory or other legal requirements.

Legitimate interests

We may rely on legitimate interests where necessary for reasonable business purposes, including:

  • maintaining records of customer communications and projects;
  • protecting against fraud, misuse or disputes;
  • maintaining evidence of approvals;
  • improving business administration;
  • protecting ManaArt’s intellectual property and contractual rights;
  • managing and defending legal claims.

When relying on legitimate interests, we consider whether our interests are necessary and proportionate and whether they are overridden by your rights and interests.

Where we rely specifically on consent, you may withdraw that consent at any time.

Consent is not generally relied upon where processing is necessary to provide a quotation or perform a contract.

5. ManaArt Job Orders and Client Approval Records

ManaArt uses a Job Order system to record agreed project details, pricing, services and approvals.

When a client approves a Job Order, the system may record:

  • the Job Order number and version;
  • the name of the person approving;
  • the date and time of approval generated by the server;
  • the version of the Terms & Conditions accepted;
  • the relevant Privacy Policy version;
  • the approved project details and pricing;
  • a secure integrity record of the approved information;
  • privacy-minimised technical evidence relating to the approval.

This information is used to maintain an accurate record of what was agreed between ManaArt and the client.

Private Job Order links should not be forwarded to other people unless authorised by the client.

6. Files, Artwork and Customer-Supplied Materials

Files supplied by customers may contain personal information.

These may include:

  • logos;
  • photographs;
  • names;
  • contact details;
  • artwork;
  • business information;
  • documents or other project materials.

We use these materials only as reasonably necessary to provide the requested services, administer the project and maintain appropriate business records.

Customers should avoid sending unnecessary sensitive or confidential personal information.

7. Who We May Share Information With

We may share personal information where reasonably necessary with:

  • printers;
  • manufacturers;
  • signage suppliers;
  • installers;
  • couriers and delivery providers;
  • IT and website service providers;
  • hosting providers;
  • payment service providers;
  • accounting or professional advisers;
  • specialist subcontractors used to complete a project.

We only share information that is reasonably necessary for the relevant service.

We may also disclose information where required by law or where necessary to establish, exercise or defend legal claims.

We do not sell personal information.

8. International Data Transfers

Some technology providers, cloud services or online platforms used by ManaArt may process information outside the United Kingdom.

Where personal information is transferred internationally, we will use providers and transfer arrangements that offer appropriate safeguards as required by applicable data protection law.

9. How Long We Keep Personal Information

We do not intend to keep personal information indefinitely without a valid reason.

Retention periods depend on the type of information and why we need it.

As a general approach:

  • enquiries that do not become projects may normally be retained for up to 24 months;
  • Job Orders, invoices and core business records may normally be retained for up to 7 years after completion, where required for accounting, contractual or legal purposes;
  • project files and artwork may normally be retained for up to 5 years after project completion unless there is a continuing business reason to retain them;
  • approval records and evidence may be retained for as long as reasonably necessary in connection with the relevant contract and potential legal claims;
  • website logs and technical security information should be retained only for as long as reasonably necessary for security and operational purposes.

We may retain information for a longer period where there is an ongoing dispute, legal requirement or other legitimate need.

Where information is no longer required, we will take reasonable steps to delete, destroy or anonymise it securely.

10. Security

ManaArt takes reasonable technical and organisational measures to protect personal information from:

  • unauthorised access;
  • accidental loss;
  • misuse;
  • alteration;
  • disclosure;
  • destruction.

Access to customer information is limited to those who reasonably need it for business purposes.

No online system can be guaranteed to be completely secure, but we take reasonable steps to reduce risk.

11. Cookies and Website Data

ManaArt’s website may use cookies and similar technologies for:

  • essential website functions;
  • security;
  • performance;
  • analytics;
  • remembering user preferences;
  • embedded or third-party services.

Where required, non-essential cookies will be controlled through the website’s cookie consent system.

More information about cookies should be available through the website’s Cookie Policy or cookie settings.

12. Marketing Communications

ManaArt may contact existing or prospective business customers about relevant services where permitted by law.

Where consent is required for marketing, we will seek appropriate consent.

You can ask us to stop sending direct marketing communications at any time.

Marketing preferences do not affect essential communications relating to an existing quotation, project, order, invoice or contract.

13. Your Data Protection Rights

Depending on the circumstances and the lawful basis used, you may have rights including:

  • the right to be informed about how your information is used;
  • the right to access your personal information;
  • the right to correct inaccurate information;
  • the right to request deletion of information in certain circumstances;
  • the right to restrict processing in certain circumstances;
  • the right to object to certain processing;
  • the right to data portability in certain circumstances;
  • rights relating to automated decision-making where applicable.

These rights are not absolute and may depend on the reason we hold or use the information.

To exercise a data protection right, contact:

contact@manaart.co.uk

We may need to verify your identity before responding.

14. Right to Object

Where ManaArt relies on legitimate interests, you have the right to object to the use of your personal information in certain circumstances.

You also have the right to object at any time to the use of your personal information for direct marketing.

15. Complaints

If you have concerns about how ManaArt uses your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the UK data protection regulator:

Information Commissioner’s Office (ICO)

Current contact and complaint information is available on the ICO website.

16. Changes to This Privacy Policy

We may update this Privacy Policy where our services, systems or legal obligations change.

The version applicable at the time of a Job Order approval may be recorded as part of the approval evidence.

Material changes will be reflected by updating the version number and effective date.

Privacy Policy version: 1.0
Business: Mariusz Pacholak T/A MANAART
Trading name: ManaArt Design Studio
Address: 194 Churchill Park, Portadown, Craigavon, Co. Armagh, BT62 1EU
Email: contact@manaart.co.uk

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