Privacy Notice

Four by Three | 4x3.studio | Last updated: 4 November 2026

1. Who we are

Four by Three is an architectural visualisation studio providing AVRs (Accurate Visual Representations), CGI stills, animation and architectural photography. We are the data controller for the personal information described in this notice.

• Business name: Four by Three

• Address: 15 White Street, Kibworth, Leicestershire, LE80JG

• Email: hello@4x3.studio

If you have any questions about this notice or how we use your information, contact us using the details above.

2. What information we collect

Business contacts and enquiries. Name, job title, company, business email address, phone number, and the content of any messages or project enquiries you send us.

Clients and projects. Project and site details, correspondence, billing and invoicing contact details, and records of work carried out.

Our email outreach. If we email you about our services, we hold your name, business email address, company and role, and a record of where we found your details and whether you have opted out.

Email tracking. Our emails are sent through Brevo. Brevo may record whether an email was delivered, opened or clicked, and basic device information. We use this only to understand whether our emails are relevant and to manage opt-outs.

Website use. Our website may collect technical data such as IP address, browser type, pages visited and referring site, through cookies or similar technologies (see section 9).

3. Where we get your information

We collect information directly from you (by email, phone, enquiry form or in meetings) and from publicly available business sources, such as company websites, professional networking sites, Companies House and planning portals. We only contact businesses where we believe our services are relevant to their work.

4. How we use your information and our legal basis

Purpose | Legal basis

Responding to enquiries and providing quotes | Legitimate interests / steps prior to a contract

Delivering projects and managing client relationships | Performance of a contract

Invoicing, accounting and tax records | Legal obligation

Contacting businesses about our services by email | Legitimate interests (promoting our services to relevant businesses)

Keeping a suppression list so you are not contacted again after opting out | Legal obligation / legitimate interests

Website analytics and non-essential cookies | Consent

Keeping our website and systems secure | Legitimate interests

Where we rely on legitimate interests, we have considered whether our use of your information is necessary and balanced against your rights. You can object at any time (see section 8).

5. Who we share your information with

We do not sell your personal information. We share it only where necessary with:

• Service providers who process data on our behalf, including our email platform (Brevo), website hosting and analytics providers, cloud storage, and accounting software

• Project partners, such as land surveyors or collaborators, where needed to deliver a project you have commissioned

• Professional advisers and authorities, where required by law

All providers are required to protect your information and use it only for the services they provide to us.

6. International transfers

Some of our providers may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or an adequacy decision.

7. How long we keep your information

• Enquiries and outreach contacts: up to 24 months after our last contact, unless a project follows

• Client and project records: up to 6 years after the project ends, to meet legal and accounting requirements

• Opt-out records: kept indefinitely, so we can make sure you are not contacted again

• Website analytics data: retention period, 14 months

8. Your rights

Under UK data protection law, you have the right to:

• be told how your data is used and to access a copy of it

• have inaccurate data corrected

• have your data erased in certain circumstances

• restrict or object to our use of your data, including for direct marketing

• data portability, where applicable

• withdraw consent at any time, where we rely on it

To exercise any of these rights, email hello@4x3.studio. We will respond within one month.

Opting out of emails. Every marketing email we send includes an unsubscribe option. You can also reply "unsubscribe" or email us directly, and we will stop contacting you and add you to our suppression list.

9. Cookies

Our website uses [essential cookies only / essential cookies and analytics cookies]. Essential cookies are needed for the site to work. Analytics cookies, where used, help us understand how the site is used and are only set with your consent. You can change your cookie settings at any time using [cookie banner or browser settings]. [List cookies and providers here, e.g. Google Analytics.]

Cookie / tool | Provider | Purpose | Type | Duration

Google Analytics (e.g. _ga, ga*) | Google | Counts visitors and shows which pages are viewed and how people find the site | Analytics (consent required) | Up to 2 years

Vimeo player cookies | Vimeo | Plays embedded videos and may record playback preferences and viewing statistics | Third-party (consent required) | Varies, see Vimeo's policy

Google Analytics collects data such as your IP address, approximate location, device and browser type, and the pages you visit. We use it only to understand how the site is used and to improve it, not to identify you personally. Vimeo, which hosts our video content, may set its own cookies when you play a video and may receive your IP address. Where possible, we load embedded videos only after you have given consent.

You can learn more in Google's privacy policy and Vimeo's privacy policy. You can also block or delete cookies through your browser settings, though some parts of the site may not work as intended.

10. Security

We take reasonable technical and organisational measures to protect your information, including access controls and the use of reputable, secure providers.

11. Links to other websites

Our website and emails may link to other sites, such as project partners, client pages or social media profiles. We do not control these sites and are not responsible for their content or privacy practices. Please read their privacy notices before sharing any personal information with them.

12. Feedback surveys

From time to time we may ask clients for feedback on a completed project, by email or through an online form. Taking part is optional. We use responses to improve our service and, with your permission, may quote them in our marketing. Where we do, we will check with you first and will not name you or your company without your agreement.

13. Complaints

If you are unhappy with how we handle your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

14. Changes to this notice

We may update this notice from time to time. The latest version will always be available on our website, with the date of the last update shown at the top.