These policies govern your use of the Utopia Codes website, the Client Hub and our services. They are operated by Utopia Codes Global Ltd, a company registered in England & Wales (company no. 17120477), registered office: Suite 10665, 5 Brayford Square, London E1 0SG, United Kingdom ("Utopia Codes", "we", "us", "our"). These terms are governed by the laws of England & Wales. Questions: [email protected].
1. Privacy Policy (UK GDPR & GDPR)
This Privacy Policy explains what personal data we collect, why we collect it, how long we keep it and the rights available to you under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the EU GDPR. The data controller is Utopia Codes Global Ltd.
1.1 Data we collect
- Identity & contact data — name, business name, email, phone, billing address and tax/VAT number you provide when requesting a proposal, creating a Client Hub account or contacting us.
- Project & transaction data — proposals, contracts, signatures, invoices, payment receipts and project files you upload.
- Technical data — IP address, device/browser type and essential session information needed to keep the Hub secure.
1.2 Why we use it (lawful bases)
- Performance of a contract — to prepare proposals, deliver projects, issue invoices and provide support.
- Legitimate interests — to secure our systems, prevent fraud and improve our services, balanced against your rights.
- Legal obligation — to keep accounting and tax records.
- Consent — for optional analytics cookies and marketing emails, which you may withdraw at any time.
1.3 Sharing & international transfers
We share data only with vetted processors that help us operate (e.g. secure hosting, email delivery, payment/transfer providers and, where you have consented, AI translation for localising your documents). Each is bound by a data-processing agreement. Where data is transferred outside the UK/EEA, we rely on adequacy decisions or the UK International Data Transfer Agreement / EU Standard Contractual Clauses. We do not sell your data.
1.4 Retention
We keep personal data only as long as needed for the purpose collected: account and project data for the life of your relationship with us plus a reasonable period afterwards; invoices and financial records for up to 7 years to meet UK statutory requirements; marketing data until you unsubscribe.
1.5 Your rights
You have the right to access, rectify, erase, restrict or object to processing, and to data portability. You may withdraw consent at any time and lodge a complaint with the UK Information Commissioner's Office (ICO, ico.org.uk). To exercise any right, email [email protected]; we respond within one month.
1.6 Security
We apply appropriate technical and organisational measures, including encryption in transit, access controls, hashed passwords and least-privilege access. No method of transmission is perfectly secure, but we act promptly to investigate and, where required, notify the ICO and affected individuals of any personal-data breach within 72 hours.
2. Terms of Service
By accessing our website or Client Hub, or by accepting a proposal, you agree to these Terms.
2.1 The agreement
A binding agreement is formed when you electronically sign a proposal in the Client Hub or otherwise confirm acceptance in writing. The signed proposal, its scope, the agreed fees and these Terms together form the contract between you and Utopia Codes.
2.2 Your account
You are responsible for keeping your Client Hub credentials confidential and for all activity under your account. Notify us immediately of any unauthorised use.
2.3 Acceptable use
You agree not to misuse the services, attempt to gain unauthorised access, upload unlawful or infringing content, or use the services in breach of applicable law.
2.4 Intellectual property
On full payment of the relevant fees, ownership of the final, bespoke deliverables created specifically for you transfers to you, except for third-party components, open-source materials and our pre-existing tools, frameworks and know-how, which remain ours and are licensed to you for use within the delivered work. We may showcase non-confidential work in our portfolio unless you ask us in writing not to.
2.5 Liability
Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded under English law. Subject to that, our total aggregate liability arising out of or in connection with the services is limited to the fees paid by you for the specific services giving rise to the claim in the 12 months preceding it. We are not liable for indirect or consequential loss, or loss of profit, revenue or data.
2.6 Governing law
These Terms and any dispute or claim arising out of them are governed by the laws of England & Wales, and the courts of England & Wales have exclusive jurisdiction.
3. Service Agreement
This Service Agreement supplements your signed proposal and sets out how we deliver work.
3.1 Scope & changes
We will deliver the scope described in your accepted proposal. Work requested outside that scope ("change requests") will be quoted separately and, where it affects price, will be reflected as a price difference or credit in your Client Hub before it is carried out.
3.2 Client responsibilities
Timely delivery depends on you providing required content, access, approvals and feedback within agreed timeframes. Delays in your inputs may extend timelines accordingly.
3.3 Fees & payment
Fees, the payment schedule and any deposit are stated in your proposal. Where a deposit is required, work begins once it is received and a valid payment receipt is verified. Recurring (monthly/annual) services renew automatically at the then-current scope and price unless cancelled in line with section 5.
3.4 Currency
You may choose to pay in a supported currency at checkout; the converted amount shown uses a live mid-market rate plus a small (~1%) bank/FX margin and is the amount payable to the corresponding account.
3.5 Warranties
We provide the services with reasonable skill and care. Bespoke deliverables come with a 14-day defect-correction period after delivery for faults attributable to us, at no extra cost.
3.6 Confidentiality
Each party will keep the other's confidential information secret and use it only to perform this agreement.
4. Cookie Policy
Cookies are small files stored on your device. We use:
- Essential cookies — required for the site and Client Hub to function (e.g. login sessions, security). These cannot be switched off.
- Optional analytics cookies — only set if you click "Accept all", to understand aggregate usage and improve the site.
You can accept or decline optional cookies via the banner, and change your choice at any time by clearing your browser storage. We do not use cookies for third-party advertising or to sell data.
5. Refund & Cancellation Policy
Because our work is bespoke and begins promptly, fees for work already performed are non-refundable. Where a project is cancelled, you pay for work completed up to the cancellation date; any amount paid in advance and not yet earned is credited or refunded.
5.1 Scope changes
If a change reduces the agreed price after you have paid, the difference is issued to you as an approved refund or account credit via your Client Hub. If a change increases the price, the additional amount is invoiced as a difference before that work proceeds.
5.2 Recurring services
You may cancel a recurring service for the next billing period by giving notice before the renewal date; the current paid period remains active until its end.
5.3 Consumer rights
If you contract as a consumer, your statutory cancellation rights under the Consumer Contracts Regulations 2013 apply; note that by asking us to begin work during any cancellation period you acknowledge you may be charged for services provided up to cancellation.
6. Data Processing Addendum (DPA)
Where we process personal data on your behalf (for example, data within content you ask us to handle), we act as your processor and you are the controller. We will:
- process personal data only on your documented instructions;
- ensure persons authorised to process it are bound by confidentiality;
- implement appropriate technical and organisational security measures;
- engage sub-processors only under equivalent obligations and assist you with data-subject requests and breach notifications;
- delete or return personal data at the end of the services, save where retention is required by law.
International transfers are made under the UK IDTA or EU Standard Contractual Clauses where required. A signed DPA is available on request for clients with specific compliance needs.