Privacy Policies
General privacy policy
Updated 20th October 2026
Who we are
This policy discloses the practices of the Data Controller: Ten4 Design Limited (together referred to as "we", "us", "our" or "Company") whose registered office is 3rd Floor, 86-90 Paul Street, London, England, EC2A 4NE. It aims to inform you of the types of information we collect about you and why, how we will use it and the steps we take to ensure its security.
Your data
We only use personally identifiable information (your data) for the specific purpose of developing new business for our company. Our lawful basis for processing your data is Legitimate Interest stated here as the assumption that the organisation at which you are employed may benefit from the services offered by our company.
Your data:
- Was publicly available via the internet, social media; print or broadcast media, or;
- Was provided directly by you (or by another employee of your organisation or by someone with prior knowledge of you professionally) in conversation with one of our representatives either in person, via telephone or email or other correspondence*, and;
- Can include your name, job title or role within your organisation, email address; telephone numbers, and;
- Is limited to the minimum amount required for the stated purpose, and;
- Will be processed no further than necessary to carry out the stated purpose and will not be reappropriated for any other purpose nor be shared with any third party, and;
- Will be retained no longer than necessary and deleted if not used for the stated purpose for a period of two years.
We use the information to contact you from time to time:
- To ensure we keep the potential requirements of your organisation up to date, and;
- To make sure we are in touch with the person at your organisation most relevant to the provision of our services.
At no time will your data be subjected to automated decision making or profiling.
Data security
Your information will be stored securely in UK and European Union based data centres owned and operated by Amazon Web Services. Your data may also be processed by Google (the platform we use for sending and receiving email, preparing proposals, scheduling meetings and so on) and Zendesk (the platform we use for Customer Relationship Management) on data centres in the European Union and in the USA.
In our company, access to your data is limited to employees specifically tasked with managing data or developing new business.
Your rights
To exercise any of your rights:
- to be informed;
- of access;
- to rectification;
- to erasure;
- to restrict processing;
- to data portability;
- to object, or;
- in relation to automated decision making and profiling
or if you have any questions about this policy or our privacy practices please email privacy@ten4design.co.uk.
Lodging a complaint
If you believe we have not upheld our obligations under the General Data Protection Regulation (GDPR) you have the right to the right to lodge a complaint with a supervisory authority. In the UK this is the Information Commissioner's Office. Details on how to lodge a complaint can be found at https://ico.org.uk/concerns/
*Information is always given freely, without remuneration and received in good faith.
Recruitment privacy policy
Updated 22 January 2026
Who we are
This Recruitment Privacy Notice explains how Ten4 Design Ltd (“Ten4”, “we”, “us”, “our”) collects and uses personal data when you apply for a role with us.
It applies to all applicants, including permanent, fixed-term, contract and freelance roles.
Ten4 Design Ltd is the data controller for personal data collected as part of our recruitment activities.
If you have any questions about this notice or how we use your data, you can contact us at: privacy@ten4design.co.uk
Your data
When you apply for a role with Ten4, we may collect and process:
- Your name and contact details (such as email address and phone number)
- Information provided in your application, CV, website/portfolio or cover letter
- LinkedIn profile
- Employment history, skills, qualifications and experience
- Answers submitted via our recruitment forms
- Any other information you choose to share during the recruitment process
We do not intentionally collect special category data (such as health or equality data). If you voluntarily provide this information, it will be handled appropriately and only where necessary.
How we collect your data
We collect applicant data directly from you when you:
- Apply via a ClickUp form
- Email us application materials
- Share links to portfolios or work samples
We may also collect limited information from publicly available sources, such as professional networking sites (e.g. LinkedIn), where relevant to your application.
How we use your information
We use your personal data to:
- Assess your suitability for a role
- Manage and administer the recruitment process
- Communicate with you about your application
- Keep records of recruitment decisions
- Improve our hiring processes
How we store and share your data
Your application data is processed using:
- ClickUp – to collect and manage applications
- Google Workspace – for communication and document storage
- Zendesk - the platform we use for shared email management
These may be processed on data centres in the European Union and in the USA.
Access to applicant data is restricted to those involved in recruitment. We do not sell your data or share it for marketing purposes.
Where third-party service providers are used, they act as data processors and are contractually required to protect your information and use it only for agreed purposes.
How long we keep your data
- If your application is unsuccessful, we will normally retain your data for up to 12 months after the recruitment process ends.
- If you are successful, relevant information will be retained as part of your personnel or contractor records.
You may request deletion of your data at any time.
Future opportunities
If you consent, we may keep your details on file and contact you about future roles at Ten4. You can withdraw this consent at any time by contacting us.
Our use of AI tools
We use generative AI tools to help with tasks such as drafting and editing text, writing and reviewing code, summarising information (including meeting transcripts and notes), research, and preparing proposals and other business documents. The providers of the AI tools we currently use are listed on our sub-processors page at https://www.ten4design.co.uk/legal/ten4-sub-processors, which we keep up to date. In the course of our work, personal data, including your data, may be processed by these tools.
We use business-tier accounts only. Under the terms of these accounts, the content we submit is not used to train or improve the providers’ AI models, and the providers act as our data processors under data processing agreements. We do not use personal accounts or consumer versions of these tools for work involving your data.
We limit the personal data processed by AI tools to the minimum necessary, and only for the purposes described in this policy. Outputs are always reviewed by a member of our team. We do not use AI tools to make automated decisions about you or to profile you.
These providers may process data on servers outside the UK, including in the USA. Where this involves a transfer of personal data outside the UK, we rely on appropriate safeguards under UK data protection law, as set out in the providers’ data processing terms.
Your rights
To exercise any of your rights:
- to be informed;
- of access;
- to rectification;
- to erasure;
- to restrict processing;
- to data portability;
- to object, or;
- in relation to automated decision making and profiling
or if you have any questions about this policy or our privacy practices please email privacy@ten4design.co.uk.
Lodging a complaint
If you believe we have not upheld our obligations under the General Data Protection Regulation (GDPR) you have the right to the right to lodge a complaint with a supervisory authority. In the UK this is the Information Commissioner's Office. Details on how to lodge a complaint can be found at https://ico.org.uk/concerns/