Who we are
Sunspan Ltd is the data controller for the personal data described in this policy. We are registered in England and Wales under company number [00000000], with a registered office at [registered address].
If you have any question about this policy or about how we handle your data, contact us at hello@sunspan.co.uk.
What we collect
When you complete the enquiry form on this website we collect your name, company, email address, telephone number, the number of sites you operate, your sector and whatever you tell us in the message field.
If you contact us by email or telephone we keep a record of that correspondence. If we visit your sites we record survey findings, which may include photographs of the location.
This website does not use advertising or tracking cookies. Any cookies set are strictly necessary for the site to function.
Why we use it, and our lawful basis
We use your data to respond to your enquiry, arrange a site survey, prepare a proposal, and deliver and support any installation you go on to order.
Where you have made an enquiry, our lawful basis is legitimate interests — specifically, responding to a business enquiry you initiated. Where you become a client, our lawful basis is performance of a contract. Where we are required to keep records for tax or health and safety purposes, our basis is legal obligation.
We do not use your data for automated decision-making or profiling, and we do not sell it.
Who we share it with
We share the minimum necessary information with the manufacturers and installation partners involved in delivering your project — typically the site address, the technical requirement and a site contact.
We also use third-party service providers to run our business, including website hosting, email and form handling. These providers process data on our instructions and are bound to protect it.
We may disclose data where we are legally required to do so.
How long we keep it
If your enquiry does not proceed, we keep your details for up to [24] months in case you come back to us, and then delete them.
If you become a client, we keep project records for [6] years after the end of our relationship, which matches the statutory limitation period for contract claims, and longer where health and safety or warranty records require it.
Site photographs
We take photographs during site surveys and installations for design, record-keeping and, with your permission, marketing. We avoid capturing identifiable individuals and vehicle registration plates where we can, and we blur registration plates in anything we publish. We will not publish an image of your site without your written consent.
Where your data is held
Your data is held within the UK and the European Economic Area. Where a service provider processes data outside that area, we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements or adequacy regulations.
How we protect it
We use access-controlled systems with strong authentication, keep software up to date, and limit access to those who need it. We do not store personal data on unencrypted removable media.
Your rights
Under the UK GDPR you have the right to be informed about how your data is used, to access a copy of it, to have inaccurate data corrected, to have data erased, to restrict how we process it, to data portability, and to object to processing based on legitimate interests.
To exercise any of these rights, email hello@sunspan.co.uk. We will respond within one month. There is no charge.
Complaints
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The date at the top of the page shows when it was last changed.