Privacy Policy
This policy explains how I, Rica Ruff, collect and use your personal data when you visit www.ricaruff.com, get in touch about a project, or work with me. I am a self-employed voice-over artist based in London, and I am the data controller for this information. I handle your data in line with UK data protection law, including the UK GDPR and the Data Protection Act 2018.
I keep things simple: I only collect what I need to reply to you and deliver your project, and I never sell your data.
What personal data I collect
When you contact me by the contact form, email or phone, I collect your name, email address, and any other details you choose to share, such as your phone number, company, script, brief, deadline and budget.
When we work together, I also keep project details (scripts, briefs, direction notes and the recordings I deliver) and billing details such as your company name, address and invoice records.
During remote sessions on Source-Connect, Zoom or Microsoft Teams, those services process your name, contact details and the audio or video of the session, under their own privacy policies.
When you browse the site, Squarespace collects technical information such as your IP address, browser and device type, and the pages you visit. Analytics cookies are only used if you accept them. See my Cookie Policy for details.
How I use your data and why
The law requires me to have a valid reason, called a lawful basis, for each way I use your data.
| What I use it for | Lawful basis |
|---|---|
| Replying to your enquiry and sending quotes or custom samples | Legitimate interests (responding to people who contact me) or steps before entering into a contract |
| Recording, directing and delivering your project, and handling revisions | Contract |
| Invoicing, taking payment and keeping business and tax records | Contract and legal obligation |
| Keeping the website secure and working | Legitimate interests |
| Understanding how visitors use the website through analytics | Consent (you can withdraw it at any time) |
| Keeping in touch with clients about future work | Legitimate interests (you can ask me to stop at any time) |
I do not use your data for automated decision-making or profiling, and I do not send marketing newsletters.
Who I share your data with
I only share your data where needed to run my business, with:
- Squarespace, which hosts this website, processes contact form submissions and runs site analytics.
- Google, which provides my email service (Gmail).
- Remote session and file-delivery services, such as Source-Connect, Zoom, Microsoft Teams and file-sharing tools I use to send you your audio.
- Agencies and production companies I work through, where they have booked me for your project.
- My accountant and HMRC, for tax and accounting purposes.
I may also share data if the law requires it, for example to comply with a court order.
International transfers
Some of the services above, including Squarespace and Google, store data outside the UK, mainly in the United States. Where this happens, the transfer is protected by safeguards recognised under UK law, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Agreement.
How long I keep your data
- Enquiries that don't lead to a project: up to 2 years, so I can refer back if you get in touch again.
- Client and project records, including invoices: 6 years after our last project, to meet UK tax and contract law requirements.
- Recordings and project files: kept for as long as is useful for re-delivery or revisions, unless you ask me to delete them sooner.
- Website analytics: as set out in my Cookie Policy.
After these periods, I delete or securely destroy your data.
How I keep your data safe
I use password-protected accounts with two-step verification where available, keep my devices and software up to date, and only use reputable service providers. Only I have access to your data, apart from the providers listed above.
Your rights
Under UK data protection law, you have the right to:
- ask for a copy of the personal data I hold about you
- ask me to correct data that is wrong or incomplete
- ask me to delete your data
- ask me to limit how I use your data
- object to me using your data based on legitimate interests
- ask me to transfer your data to you or another organisation
- withdraw your consent at any time, where I rely on consent
Some rights have exceptions. For example, I must keep invoices for tax purposes even if you ask me to delete them. To use any of these rights, email me at rica.ruff@gmail.com. There is usually no charge, and I will reply within one month.
Children
This website and my services are intended for businesses and adults. I do not knowingly collect personal data from children. If a project involves a child, I will deal with their parent, guardian or the commissioning company.
Changes to this policy
I will update this policy if the way I handle personal data changes. The date at the top shows when it was last updated.
Contact and complaints
If you have any questions about this policy or how your data is used, please contact me:
- Email: rica.ruff@gmail.com
- Phone: +44 (0)7599 124754
If you are unhappy with how I have handled your data, please tell me first so I can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or by calling 0303 123 1113.