Privacy policy.

Who we are

Whiting Earthworks Limited (company number 16513824) is responsible for personal information used to handle enquiries and deliver our services. Registered office: 3 Thelma Avenue, Brown Edge, Stoke-on-Trent, ST6 8QN. For privacy requests, call 07445 237590, contact William through WhatsApp, or write to our registered office.

Information we use

Information you provide may include your name, company, telephone number, email, site address, project scope, preferred dates, drawings, photographs and correspondence. For booked work we may also hold quote, contract, invoice, payment and delivery records. Avoid sending unnecessary personal information about other people in site photographs or drawings.

Why we use it

• To answer enquiries, prepare quotations and discuss site arrangements: steps towards a contract, or our legitimate interest in responding to business enquiries where the contact is acting for an organisation.
• To arrange and perform booked work or hire: contract, or legitimate interests in managing business contracts and their contacts.
• To keep accounting and other records required by law: legal obligation.
• To resolve complaints, manage claims and protect the business: legitimate interests.
• To publish a testimonial that identifies you: your consent to the agreed wording and attribution. You can withdraw that consent by contacting us.

Where we rely on legitimate interests, we consider the effect on your rights and only use information reasonably needed for that purpose. We do not use this enquiry form to sign you up to marketing.

Forms, WhatsApp and website services

Providing your contact and project details is voluntary, but we may be unable to quote or arrange work without enough information to understand the job and contact you.

Our forms prepare an enquiry in your browser and open WhatsApp. You review it and press Send there. The website form does not upload drawings, store enquiry details in a website database or send a message automatically. Attachments can be sent separately through WhatsApp.

WhatsApp handles information under its own privacy policy. Our website hosting provider may process technical information such as IP address, request details and security logs to serve and protect the website. The project map requests map tiles from OpenStreetMap. Its providers receive technical information, such as your IP address and the map tiles requested, to deliver the map. The map displays our project locations; it does not request your device location. See the OpenStreetMap Foundation privacy policy.

The website code does not add advertising trackers or analytics cookies. Providers may use necessary service or security technologies. External websites linked from our pages have their own privacy arrangements.

Sharing and overseas processing

Where needed for an enquiry or contract, relevant details may be shared with site contacts, subcontractors, plant suppliers, delivery providers, professional advisers, insurers or authorities. We limit sharing to what is needed for the task. Service providers such as WhatsApp may process information outside the UK under their own arrangements. Where we arrange an overseas transfer of personal information, applicable UK data protection safeguards are required.

How long information is kept

Our retention approach is to review unsuccessful enquiries after 12 months and remove information no longer needed, unless an ongoing discussion, dispute or other justified reason requires it. Contract and accounting records are normally kept for six years after the relevant financial year, or longer where a legal requirement or live claim applies. Photographs used in our portfolio may be retained while relevant to showcasing the work; contact us if an image identifies you or raises a privacy concern.

Your privacy rights

Depending on the circumstances and the lawful basis we use, you can ask for a copy of your personal information, correct inaccurate information, request deletion or restriction, or request a portable copy. Where processing relies on consent, you can withdraw that consent at any time without affecting earlier lawful processing. Some records may need to be retained by law. We do not make decisions about you based solely on automated processing or profiling.

Your right to object

You can object to our use of your personal information where we rely on legitimate interests, explaining the reasons relating to your situation. We will consider your objection and stop that processing unless we have overriding grounds or need the information for legal claims. You can object to direct marketing at any time.

Questions and complaints

To exercise your rights or raise a privacy concern, contact William on 07445 237590, through WhatsApp, or by writing to Whiting Earthworks Limited, 3 Thelma Avenue, Brown Edge, Stoke-on-Trent, ST6 8QN. We may ask for information reasonably needed to confirm your identity.

You can also complain to the Information Commissioner’s Office or call 0303 123 1113.