Privacy Policy

Last updated: 2 November 2026

1. Who we are

Wagtail Services Ltd is the controller of personal information collected through www.wagtailservices.co.uk and enquiries about our swimming pool development and project management consultancy. Our company number is 14678700 and our registered office is 7 Wagtail Close, Bude, England, EX23 8GN. Contact Dan Allen at dan.allen@wagtailservices.co.uk or write to our registered office.

2. Information we collect

The enquiry form requests your first and last names, email address and details of your plans. These fields are required; your swim school or business name is optional. We also receive information you send by email and subsequent correspondence. For a consultancy engagement, this may include business contacts, relevant project information, agreements and billing records. Please avoid sending sensitive personal information or information about children through the form.

Squarespace hosts the website and processes technical information, including IP addresses, browser and device information and website activity, for operation, security and analytics. Google reCAPTCHA is used for spam protection and may analyse device and interaction information. Adobe serves the website fonts. See our Cookie Policy for these services and your choices.

3. Purposes and lawful bases

We use business enquiry information to respond, assess how we can help and manage relevant follow-up. Our usual lawful basis is our legitimate interests in running our consultancy and responding to business enquiries. Where you personally are entering into or performing a contract with us, contractual necessity may apply. For contacts acting for a business client, our usual basis is legitimate interests in managing that business relationship. We rely on legal obligations for records we must keep, including relevant tax and accounting records.

Our interests also include maintaining website security and protecting against abuse, balanced against individuals’ rights. Optional analytics is offered through the consent controls. Where consent is required for cookies or related processing, you can withdraw it through Cookie Preferences. Necessary service and security processing must meet the applicable legal conditions.

Sending an enquiry does not subscribe you to a newsletter. Responding to an enquiry and managing a client relationship are distinct from unsolicited promotional marketing. We do not use the form to enrol you in a marketing list. Any separate direct marketing must have an appropriate lawful basis and meet applicable electronic marketing rules; you can object to direct marketing at any time.

4. Recipients and service providers

Squarespace provides website hosting and our native enquiry form, including submission management and export functionality. The form is configured to send email notifications to dan.allen@wagtailservices.co.uk. We handle submissions in Squarespace and correspondence through Microsoft 365 to respond and manage follow-up. No additional form storage connection to Google Drive, Zapier or Mailchimp is configured. The form has no visible newsletter or marketing signup field. Google provides reCAPTCHA and Adobe provides hosted fonts. Microsoft 365 is our business email service and processes enquiry notifications and correspondence on our behalf under Microsoft’s applicable business service terms and Data Protection Addendum. Details of providers and relevant safeguards are available on request.

Where necessary for an engagement, we may share relevant information with professional advisers or project specialists, subject to the engagement arrangements and appropriate safeguards. We may disclose information where required by law or necessary to establish or defend legal claims. We do not sell personal information.

5. International processing

Some providers may process information outside the UK, including in the United States. Squarespace’s Data Processing Addendum describes the UK Extension to the EU–US Data Privacy Framework and, where applicable, standard contractual clauses with the UK Addendum. The safeguard used depends on the provider, recipient and transfer. We do not claim that all information stays in the UK. Contact us for information about applicable safeguards or how to obtain a copy.

Microsoft 365 processing is subject to Microsoft’s applicable Data Protection Addendum, including contractual transfer safeguards where relevant. Data location depends on the service and tenant arrangements; storage-at-rest commitments do not mean all processing takes place exclusively in the UK. We have not verified a tenant-specific UK-only configuration. Microsoft makes standard contractual clauses available through its DPA; the applicable UK transfer mechanism must be assessed for the relevant transfer.

6. Retention

We keep personal information only for as long as needed for its purpose, using the following retention schedule:

Routine general enquiries: delete six months after resolution unless continued retention is justified.
Substantive unsuccessful prospects: review 12 months after the last meaningful contact and normally delete then. Retention up to 24 months requires a documented continuing reason.
Active consultancy clients: retain relevant working records throughout the engagement.
Completed consultancy engagements: a six-year baseline after completion or termination, subject to longer legal, contractual, insurance or potential claims requirements.
Accounting and tax records: normally retain for at least six years from the end of the relevant company accounting period, or longer where required.
Correspondence: follow the underlying enquiry, client, financial or dispute category.

Dan Allen coordinates a quarterly review of relevant information in Squarespace, Microsoft 365 and exported files, arranging deletion or anonymisation when it is no longer needed. This is a manual review process, not automated deletion. We retain records for longer where a legitimate legal, contractual, insurance, dispute or ongoing project requirement justifies this; six years is not a universal maximum for construction-related consultancy records. Provider backups may follow separate deletion cycles.

7. Your rights

Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your information, or object to processing. Where we rely on consent, you may withdraw it without affecting earlier lawful processing. Rights are subject to applicable conditions and exemptions.

Email Dan Allen to make a request. We may request proportionate identity information where necessary. We normally respond within one month, subject to lawful extensions, clarification provisions and exemptions. Providing an enquiry is voluntary, but without the required contact details and message we may be unable to respond meaningfully. No decision with legal or similarly significant effects was identified in the website enquiry workflow; spam checks may operate automatically.

8. Concerns and complaints

Please email Dan Allen at dan.allen@wagtailservices.co.uk or write to our registered office with your concern. We will acknowledge a data protection complaint within 30 days, make appropriate enquiries, keep you informed and communicate the outcome without undue delay.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

Dan Allen, our founder and principal consultant, monitors privacy enquiries, handles rights requests and complaints, coordinates retention reviews and records and assesses personal data breaches. We keep a proportionate private record of complaints and relevant actions, and record breaches and report them where legally required.

9. Security and changes

We use reasonable technical and organisational measures to protect personal information. No internet transmission or storage system is completely risk-free.

We will review this policy when our processing, website services or applicable requirements change. The updated version and its date will appear here. Where necessary, we will bring a significant change to the attention of affected individuals.