privacy policy
Reforged Studios customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
• Names and contact details
• Addresses
• Date of birth
• Purchase or account history
• Payment details (including card or bank information for transfers and direct debits)
• Account information
• Website user information (including user journeys and cookie tracking)
• Records of meetings and decisions
• Identification documents
• Information relating to compliments or complaints
• Information relating to sponsorship
We collect or use the following information for the operation of customer accounts and guarantees:
• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Purchase history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences
We collect or use the following information to prevent crime, prosecute offenders, or defend against legal action:
• Names and contact information
• Customer or client accounts and records
• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Financial transaction information
We collect or use the following information for service updates or marketing purposes:
• Names and contact details
• Addresses
• Marketing preferences
• Location data
• Purchase or viewing history
• IP addresses
• Website and app user journey information
• Information relating to sponsorship
• Records of consent, where appropriate
We collect or use the following information for research or archiving purposes:
• Names and contact details
• Addresses
• Location data
• Recorded images, such as photos or videos
• Purchase or viewing history
• IP addresses
• Website and app user journey information
• Personal information used for administration of research
• Personal information used for the purpose of research
• Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
• Name
• Contact information
• Identification documents
• Financial transaction information
• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
We collect or use the following information for recruitment purposes:
• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
• Security clearance details (eg basic checks and higher security clearance)
Lawful bases
Our lawful bases for collecting or using personal information to provide services and goods are:
• Consent
• Contract
• Legal obligation
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
• Consent
• Contract
• Legal obligation
Our lawful bases for collecting or using personal information to prevent crime, prosecute offenders or defend against legal action are:
• Consent
• Contract
• Legal obligation
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
• Consent
• Contract
• Legal obligation
Our lawful bases for collecting or using personal information for research or archiving purposes are:
• Consent
• Contract
• Legal obligation
Our lawful bases for collecting or using personal information for legal requirements are:
• Consent
• Contract
• Legal obligation
Our lawful bases for collecting or using personal information for recruitment purposes are:
• Consent
• Contract
• Legal obligation
Call Recording & AI Transcription
We may use AI-powered tools to record, transcribe, and analyze calls for the purposes of note-taking, improving service quality, and record-keeping. By participating in calls with us, you acknowledge and consent to the use of such AI tools.
Purpose: The AI note-taker is used to transcribe conversations for accuracy, documentation, and service enhancement.
Data Handling: Transcripts and audio recordings may be stored securely and processed in accordance with our data protection policies.
Third-Party Services: We may use third-party AI transcription providers who comply with applicable privacy laws and security standards.
Opt-Out Option: If you do not wish to have your calls transcribed or recorded, please inform us before the call begins.
Where we get personal information from
• People directly
• Publicly available sources
How long we keep information
We will only retain your personal information for as long as it is necessary to fulfil the purposes explicitly set out in this policy, unless:
• retention of the record is required or authorised by law; or
• you have consented to the retention of the record.
During the period of retention, we will continue to abide by our non-disclosure obligations and will not share or sell your personal information.
We may retain your personal information in physical or electronic records at our discretion.
Who we share information with
Others we share personal information with
• Organisations we need to share information with for safeguarding reasons
• Professional or legal advisors
• Financial or fraud investigation authorities
• Relevant regulatory authorities
• Professional consultants
• Organisations we’re legally obliged to share personal information with
• Emergency services (where necessary)
• Publicly on our website, social media or other marketing and information media (where appropriate)
• Previous employers
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
1 February 2025