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Updated November 13, 20266 min read

Privacy Policy

At Rein Design Studio, our commitment to thoughtful craft extends to privacy. We collect only the information needed to respond to inquiries and run our website securely.

1. Introduction & Scope

This Privacy Policy explains how Rein Design Studio (“Rein”, “we”, “our”, or “us”) processes personal information collected through our website (rein.design), project inquiries, and direct design & engineering communications.

Rein acts as the Data Controller for personal data submitted directly through our website and studio communication channels under applicable data protection laws.

Core Principle: We do not sell personal data, embed advertising trackers, or run behavioral profiling across third-party sites. We collect only what is needed to communicate about your project and keep our site reliable.

2. Information We Collect

We handle two limited categories of information depending on how you interact with our studio:

Directly Provided Data

  • Your name, email address, optional company name, and project note submitted via our contact form.
  • Telephone number, organization details, or briefs shared when you contact us directly by email or phone.
  • Discovery feedback and correspondence exchanged during consultations.

Standard Server & Technical Data

  • Standard HTTP request metadata (IP address, browser user-agent, requested URL, and timestamps) processed transiently by hosting infrastructure.
  • Hosting diagnostic and security error logs to maintain uptime and prevent abuse.
  • Note: Client UI preferences saved in browser Local Storage remain on your device and are not sent to Rein servers (see our Cookie Policy).

3. Lawful Basis for Processing

Under applicable data protection legislation (including Sri Lanka's Personal Data Protection Act and, where relevant, Article 6 of the UK/EU GDPR), we rely on the following lawful bases:

  • Contractual Necessity: To scope requested work, prepare project estimates, and fulfill client design and engineering agreements.
  • Legitimate Interests: To respond to inbound commercial inquiries, keep the website available, and protect form endpoints from automated spam or abuse.
  • Consent: Where you voluntarily submit an inquiry or initiate communication with our studio over email or messaging channels.
  • Legal Obligation: To maintain statutory financial records, invoicing, and regulatory compliance for active engagements.

4. How We Use Your Data

We process personal data strictly for studio operations and client communication:

Project Scoping & Delivery: Reviewing project inquiries, conducting discovery conversations, preparing proposals, and delivering client software and design work.
Site Reliability & Abuse Prevention: Filtering automated form spam (including via our honeypot field) and safeguarding edge hosting stability.
Direct Support & Continuity: Maintaining accurate context across ongoing client threads and follow-up requests.

5. Data Sharing & Service Providers

We never sell, rent, or trade personal data to advertisers or data brokers. Depending on how you interact with us, personal data may be processed by trusted infrastructure providers acting on our behalf:

Hosting & Contact Form Processing: Contact form submissions on rein.design are routed via Netlify Forms (and/or cloud edge hosting infrastructure such as Netlify, Vercel, or Google Cloud) for delivery and spam filtering.
Studio Communications: Inbound inquiry notifications and direct email correspondence are handled via studio email infrastructure (such as Google Workspace). If you contact us via LinkedIn or X, those platforms process messages under their own privacy terms.
Static Asset Delivery: Public showcase images or media resources may be delivered from image CDN hosts (such as Unsplash or CloudFront) without submitting your form data.

6. International Data Transfers

Rein Design Studio operates from Colombo, Sri Lanka and collaborates with clients worldwide. Global hosting, form processing, and email infrastructure may process data on servers outside Sri Lanka, the UK, or the European Economic Area (EEA).

Where cross-border transfers occur, we rely on providers that implement recognized transfer safeguards, such as Standard Contractual Clauses (SCCs) or equivalent contractual data protection commitments.

7. Retention & Security Measures

We retain contact form inquiries and email correspondence for up to 24 months from our last substantive exchange, unless an active project engagement or statutory obligation requires longer retention.

Technical & Organizational Safeguards:

  • HTTPS / TLS encryption for traffic and form submissions in transit.
  • Access-controlled storage of inquiry notifications through our form and email providers.
  • Least-privilege access across studio administrative accounts.
  • Ongoing dependency updates and regular site security reviews.

8. Your Statutory Rights

Subject to applicable data protection laws, you may request to exercise the following rights regarding your personal data:

Right of Access:Request confirmation and a copy of personal data we hold about you.
Right to Rectification:Request correction of inaccurate or incomplete contact details.
Right to Erasure:Request deletion of your inquiry data when retention is no longer required.
Right to Object or Restrict:Object to or request restriction of processing in applicable circumstances.

9. Contact & Data Controller

To exercise your rights or ask any privacy question, contact Rein Design Studio at legal@rein.design or hello@rein.design, or reach us at our studio location in Colombo, Sri Lanka.

You also retain the right to lodge a complaint with a competent data protection supervisory authority in your jurisdiction.