Privacy Policy

Last updated: January 2024

1. Introduction

spray-flash ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage our services.

We are registered in England and Wales and operate in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect information about you in various ways:

• Personal Data: Name, email address, postal address, and other contact information you provide when making enquiries or engaging our services.
• Project Information: Details about your development site, planning applications, and ecological requirements.
• Technical Data: IP address, browser type, operating system, referring URLs, and information about how you interact with our website.
• Cookies: We use cookies and similar tracking technologies. See our Cookies Policy for details.

3. How We Use Your Information

We use the information we collect to:

• Respond to your enquiries and provide quotes
• Deliver ecological consultancy services
• Send project updates and relevant communications
• Improve our website and services
• Comply with legal obligations
• Maintain our business records

4. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: Processing necessary to perform our services or take steps at your request before entering a contract.
• Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our services and marketing.
• Consent: Where you have given specific consent, such as for marketing communications.
• Legal Obligation: Processing necessary to comply with legal requirements.

5. Data Sharing

We may share your information with:

• Our employees and contractors who need access to perform their duties
• Professional advisers including lawyers and accountants
• IT service providers who support our systems
• Regulatory bodies such as Natural England or NRW when required for licensing
• Planning authorities in connection with your project

We do not sell your personal data to third parties.

6. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected. Project records are typically retained for seven years after project completion to comply with professional indemnity insurance requirements and potential legal claims.

7. Your Rights

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

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data in certain circumstances
• Object to processing based on legitimate interests
• Request restriction of processing
• Data portability
• Withdraw consent at any time

To exercise any of these rights, please contact us at [email protected].

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encrypted connections, secure servers, and restricted access controls.

9. International Transfers

Your data is primarily stored and processed within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact:

Data Protection Officer
spray-flash
Unit 14, Langford Business Park
Langford Lane, Kidlington
Oxfordshire OX5 1GE
Email: [email protected]

12. Supervisory Authority

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated. The ICO can be contacted at ico.org.uk.