1. Who we are (data controller)

Westgate Property Solutions Ltd ("we", "us", "our") is the data controller for personal data collected through this website.

Registered company number: 15021235 (England & Wales)
Registered office:
3 The Green, Mansfield Woodhouse, Mansfield, Nottinghamshire NG19 8HX, United Kingdom
ICO registration number:
Email: sales@westgateps.co.uk
Phone: 07359 115116

If you would prefer to write to a named director, you can contact Ryan Hallam at ryan@westgateps.co.uk or Jack Jones at jack@westgateps.co.uk.

2. What personal data we collect

We only collect data you choose to give us, plus a small amount of technical data your browser sends automatically.

From our enquiry and configurator forms:

Name
Email address
Phone number (optional)
Postcode
Project details you tell us about (room type, package interest, free-text message, source)
For configurator submissions: the system specification you have built

Automatically when you visit the site:

IP address and approximate location (used by our hosting provider for security and abuse prevention)
Browser type, device type, referring page (server access logs)
If you accept analytics cookies: aggregated usage data via Google Analytics 4 (GA4)

We do not collect special-category data, payment-card data, or data from children under 16 through this site.

3. Why we use it (purposes & lawful basis)

Purpose	Lawful basis (UK GDPR Art. 6)
Reply to your enquiry, arrange a site visit, prepare a quote	Article 6(1)(b) — steps prior to entering a contract at your request
Send you the quote and follow up by email or phone	Article 6(1)(b) and 6(1)(f) legitimate interest in pursuing the enquiry you submitted
Keep records of quotes and projects for accounting, warranty and dispute purposes	Article 6(1)(c) legal obligation (HMRC) and 6(1)(f) legitimate interest
Detect and block spam / abusive form submissions	Article 6(1)(f) legitimate interest in protecting the site
Measure aggregated website usage (GA4)	Article 6(1)(a) consent (you can refuse via the cookie banner)

We do not use your data for automated decision-making or profiling, and we do not sell your data.

4. Marketing

We do not currently send marketing emails. If that changes, we will only contact you with marketing where you have given specific consent, and every message will include an unsubscribe link.

5. Who we share it with (processors & third parties)

We share data only with the suppliers we need to run the business. Each acts as a data processor under contract with us:

Email and inbox hosting — to receive your enquiry at our sales mailbox.
Web hosting — to serve this website and store server access logs.
Google Analytics 4 (Google Ireland Ltd) — only if you accept analytics cookies. GA4 is configured with IP anonymisation and no advertising features.
Our accountant — for invoices, quotes that became projects, and HMRC obligations.
Loxone UK (Loxone Electronics GmbH) — only where a system serial number or warranty registration requires it for an installation you have commissioned.

We will also disclose data where we are legally required to (for example, a court order or regulatory request).

6. International transfers

Where a processor stores data outside the UK or EEA (for example, Google Analytics may process data in the United States), we rely on the UK International Data Transfer Addendum or the EU Standard Contractual Clauses with the UK addendum, which provide an adequate level of protection.

7. How long we keep it

Enquiries that don't lead to a quote: up to 12 months, then deleted.
Quotes and proposals: up to 24 months from the quote date.
Customer project records and invoices: 7 years from the end of the relevant tax year (UK statutory retention for HMRC).
Warranty records (Loxone parts & labour): for the duration of the warranty plus 12 months.
Server access logs: 30 days.
Google Analytics: 14 months (account default).

8. Your rights

Under UK GDPR you have the right to:

Access the personal data we hold about you
Have inaccurate data corrected
Have your data erased (where we no longer need it for the purposes above)
Restrict or object to certain processing
Receive your data in a portable format
Withdraw consent at any time, where we relied on consent (e.g. analytics cookies)

To exercise any of these rights, email sales@westgateps.co.uk with "Data request" in the subject line. We will reply within one month. There is no charge for a reasonable request.

9. Cookies

This website uses a small number of cookies and similar technologies:

Strictly necessary — to remember your cookie-banner choice and to protect form submissions from abuse. These do not require consent.
Analytics (optional) — Google Analytics 4 sets cookies (e.g. _ga, _ga_*) only after you accept them via the cookie banner. You can withdraw consent at any time using the "Cookie settings" link in the footer.

10. Security

We use HTTPS across the whole site, security headers (HSTS, CSP, frame protection), access controls on our inbox, and least-privilege accounts with our processors. We will notify you and the Information Commissioner's Office without undue delay if a personal data breach is likely to result in a risk to your rights and freedoms.

11. Complaints

If you are unhappy with how we handle your data, please tell us first at sales@westgateps.co.uk so we can put it right. You also have the right to complain to the UK supervisory authority:

Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint

12. Changes to this policy

We may update this policy from time to time. Material changes will be highlighted at the top of the page and the "Last updated" date refreshed.

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