When you complete one of our contact forms to request more information or a quote, there are certain pieces of information that we need in order to process this request. We’ll ask for:

• Your Name
• Your Email Address
• Your Telephone Number
• Your Geographical Location

If you request a quote from us, we may use publicly available information, such as your business address to complete this.

Your information is encrypted and stored in our database. This information is not available for public view and will only be used for the sole purpose of carrying out the tasks set out above.

We will not use this information for marketing purposes unless you give us permission to do so. We will also ask your permission to collect and process the information you provide to complete your request for information or a quote.

When you call us, we have the facility to record calls. We’ll ask your permission to do this before you are connected. You of course have the option to opt-out.

Where calls are recorded, these are stored as digital files in the cloud (in the UK) and are stored for a period of 6 months. Some calls are reviewed to understand how we can improve the quality of the service that we deliver.

Our email software adds a tracking pixel to our transactional emails. This lets us know if an email has been opened. We receive no other information other than to say the email has been seen and on what time and date. No other data is collected. You can disable this by choosing not to download images when you open an email.

When you make a booking with us, you can make the choice to pay by card.

When you choose this option, there are some additional pieces of information that we need. These are:

• Your card number
• Expiry date
• CVV number
• Card holders name

The data you provide is not all held in our system.

When you complete the payment form to make payment, we collect:

• Your name
• Your address
• Your email address
• Your telephone number
• Your card details

These details are passed to our payment processor, Stripe to process the payment. We then retain the name, address and email address to produce a payment receipt. 

No card details are stored on our systems or are sent to us as a record of your payment.

If you complete the sign up form for one of our newsletters, we’ll collect data in order for us to send these to you. This data will be:

• Your Name
• Your Email Address

This data is used to send you regular updates.

We’ll only send these with your consent (filling in the form) and you can opt out at any time using the unsubscribe links on our emails.

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

You can set your browser to not track your visits to any website. You can opt-out of individual sites to. 

You can manage the cookies in use on this site by clicking here

To provide a better quality for service and to be able to process certain requests, we use some third party software to do this. Each of these companies are GDPR compliant.

We input the data to these pieces of software. Your details are held securely and are never used by the 3rd party.

These pieces of software are:

Zoho CRM – Used to keep customer records, provide quotes and marketing activities where you have given your permission. View their GDPR statement here. We store this data for a maximum of 6 years. This data is stored in the EU.

Quickbooks Online – Used to produce invoices to allow you to make payment. View their GDPR statement here. We store this data for a maximum of 6 years. This data is stored in the US.

Crisp Chat – Used to provide a live chat/messaging system. View their GDPR statement here. We collect your IP address and, if you sign up for our website, your email address is also captured. This data is stored for 3 months and is stored in the EU.

FrontApp – Used to send and receive email messages. We are awaiting the GDPR statement from this provider. This data will include your email address and any emails that you send us. We store this information for 6 years and this is stored in the US.

Office 365/Outlook – Used to send and receive emails and manage booking calendars. Office 365 are currently working on their GDPR statement. This data will include your email address and any emails that you send us. We store this information for 6 years and this is stored in the US.

Matomo – Used to track website visits. You can opt out of the cookie that tracks this under the personal details page above. We use your IP address to help track your visit; however, part of this is masked. So, if your IP address is 123.456.8.1, we only ever see 123.456.x.x. We store these details for 3 months before they are deleted. This data is stored in the UK.

ManageWP – Used to create backups of our website. This ensures business continuity in the event something goes wrong. All data collected and contained via this website is backed up daily and stored in encrypted files in EU data centres.

CloudFlare – Used to provide increased performance and security (i.e. firewall) to our website. No personal data is stored with CloudFlare. CloudFlare will capture your IP address to determine your location in order to serve files from a data centre close to you.

Zoho WorkDrive – All of our files are stored on our Google Drive. This includes proposals, invoices and any other documents. These files are protected by Google security as well as our own passwords. None of our files are made available for public view.

Advanced Collection Solutions – An external company used for the purpose of debt recovery where an invoice has become severely overdue. Details that are used to produce an invoice along with client name, telephone number, email address and mailing address will be passed over to ACS. Our booking terms and conditions and letters of engagement include the consent for this data to be transferred.

Lambert Chapman LLP – An external company who looks after our accounts. Lambert Chapman have access to Quickbooks online and therefore access to the information displayed above.