Privacy Policy | Evergreen Design Studio

1. Introduction

This Privacy Policy explains how Evergreen Design Studio (“we”, “our”, “us”) collects, uses, and protects your personal information when you visit our website, submit a contact form, or use our client portal.

By using our website or services, you agree to the terms described in this policy.

2. Information We Collect

2.1. We collect information that you provide directly, such as when you:

Submit a contact or inquiry form;
Sign up or log in to our client portal;
Purchase a subscription or service through Stripe.

2.2. The personal information we may collect includes your name, email address, phone number, company details, and project information.

2.3. We automatically collect basic analytics data such as IP address, browser type, and usage patterns through cookies and tracking tools.

3. Payments and Financial Information

3.1. All payments are processed securely through Stripe.

3.2. We do not collect, store, or have access to your credit card details or financial information. Stripe handles all payment processing in accordance with its own Privacy Policy.

4. Use of Information

4.1. We use the information we collect to:

Respond to your inquiries and provide quotes;
Deliver and manage your design services;
Provide access to and maintain your client portal account;
Improve our website, communications, and services;
Comply with legal and billing obligations.

5. Client Portal

5.1. The client portal is used to manage design requests, project files, and communication with active clients.

5.2. Information stored in the client portal includes your contact details, project information, and uploaded files.

5.3. Access to the portal is password protected. Only authorised clients and our internal team have access to related data.

6. Sharing of Information

6.1. We do not sell or rent your personal information to anyone.

6.2. We may share limited data with trusted third parties who help operate our business, such as:

Hosting providers;
Email and file storage services;
Payment processors (e.g., Stripe);
Analytics and security platforms.

All third-party providers are required to keep your information secure and use it only for legitimate business purposes.

7. Data Security

7.1. We take reasonable steps to protect your data against unauthorised access, disclosure, or loss.

7.2. No online service is completely secure, and we cannot guarantee absolute protection.

8. Cookies and Analytics

8.1. Our website uses cookies to improve user experience, analyse traffic, and measure performance.

8.2. You may disable cookies in your browser settings, but some features may not function properly.

9. Your Rights

9.1. You have the right to access, update, or request deletion of your personal data.

9.2. You may request details about how your information is handled or withdraw consent to marketing communications at any time.

9.3. To exercise these rights, contact us at hello@evergreendesignstudio.io.

10. Data Retention

We retain client and project data only as long as needed to provide services, meet legal obligations, or maintain business records. After that, data is securely deleted.

11. Zoom Integration

11.1. The client portal offers an optional Zoom integration used to create, manage, and sync meetings between the portal and your Zoom account.

11.2. When you connect Zoom, we collect the following information:

Your Zoom user ID;
A Zoom-issued access token and refresh token;
The token expiration time.

11.3. These tokens are stored securely in the portal database. They are used only to:

Create and manage Zoom meetings linked to your portal activity;
Refresh tokens automatically when required;
Process Zoom webhook events such as meeting started, ended, updated, or deleted.

11.4. No video, audio, chat, or meeting content is collected from Zoom. Only meeting metadata is processed.

11.5. You may disconnect Zoom at any time through the portal or by uninstalling the integration from the Zoom App Marketplace. Disconnecting removes your stored tokens immediately.

11.6. We comply with Zoom’s Marketplace Developer Agreement regarding secure token handling and user data protection.

12. Changes to This Policy

This Privacy Policy may be updated periodically. The latest version will always appear on this page.

Last updated: February 2025