Privacy policy

Who we are

Lucy Wilkins, a sole trader trading as ProCovers, is the controller responsible for your personal information. Our business address is 6 Austen Close, East Grinstead, RH19 1RZ. Contact info@procovers.uk or 07922 173102. Lucy and Graham handle enquiries.

Information we use

We collect the contact details, company name, equipment information and project requirements you give us through our enquiry form, email or telephone. We may also receive photographs, drawings, delivery details, order records and correspondence needed for your project. Please avoid sending unnecessary personal or sensitive information. The enquiry form does not accept file uploads; you can email relevant photographs or drawings.

Why we use it

We use this information to respond, prepare quotations, design and supply covers, arrange delivery and support repeat orders. Where you are the customer, this is necessary to take steps you request before a contract or to fulfil it. When dealing with a company’s representative, we rely on our legitimate interest in managing that business relationship. We also rely on legitimate interests to protect our website, prevent misuse and keep appropriate project records, and on legal obligations for required accounting records. Required enquiry fields help us understand and answer your request; without them we may be unable to prepare a useful quotation.

Promotional emails

We send promotional emails where you have separately opted in. The choice is optional and does not affect your enquiry or order. You can withdraw consent at any time by emailing info@procovers.uk or using the unsubscribe option in a promotional email. Withdrawal does not affect earlier lawful use. We keep a minimal record of your preference so that we do not contact you again by mistake.

Who receives information

Access is limited to people who need it for the work. We may share necessary project details with subcontractors where their assistance is required. Our website hosting, email and other service providers process information needed to provide their services. We may also disclose records to professional advisers or authorities where necessary or legally required. We do not sell your contact details.

Website hosting and overseas processing

Our website is hosted by WordPress.com, part of Automattic. Its services process submitted information and technical information such as IP addresses and browser details to operate and protect the site. See Automattic’s visitor privacy notice. Automattic operates internationally, so processing can take place outside the UK. Its privacy policy explains international transfers and the safeguards it uses. Contact us if you need further information about safeguards relevant to your data.

How long we keep it

Our retention policy is to remove unsuccessful enquiry records 12 months after the last meaningful contact. We retain essential completed-project records for six years after completion, then review whether anything still needs to be kept. Repeat-order patterns and necessary specifications are reviewed six years after the last order; longer retention needs a documented ongoing reason. Tax records are retained for the applicable statutory period, normally at least five years after the relevant 31 January Self Assessment filing deadline. Legal requirements or an active dispute may require longer retention.

Marketing contact details are kept until you unsubscribe, with a review of inactive contacts after 24 months. A minimal suppression record may remain to respect your opt-out. We review records quarterly; these are review and deletion procedures, not an automatic deletion guarantee. Automattic explains its own technical-log retention in its visitor notice.

Your choices and rights

Depending on the circumstances, you can ask to access, correct or erase personal information, restrict its use, object to processing, or receive a portable copy. You can always object to direct marketing and withdraw consent. Contact info@procovers.uk to make a request; we may need to confirm your identity. These rights are subject to applicable conditions, including records we must legally retain. We do not use your enquiry to make automated decisions with legal or similarly significant effects.

You can raise concerns with us and complain to the Information Commissioner’s Office. See our cookie policy for information about website technologies.