Privacy policy

1. Who is responsible for your information?

Pixel Harbour is the trading name of Alex Hender, an independent supported-housing oversight, compliance and readiness consultant based in Devon, United Kingdom. Alex Hender is the data controller for the website and business enquiry information covered by this policy.

For privacy questions or to exercise your rights, email alex@pixelharbour.co.uk. You can also contact hello@pixelharbour.co.uk.

This policy covers pixelharbour.co.uk, initial enquiries and related business correspondence. Information needed for a commissioned review is addressed in the agreed engagement and any necessary data-processing arrangements.

2. What information we collect

• Enquiry details: your name, organisation, email address, main service area, and any optional information about the scale of your service, likely timing and what you need help with.
• Correspondence: information you provide in emails, telephone calls or follow-up conversations, including any contact details you choose to share.
• Technical information: hosting and form providers may process your IP address, browser information, request times and security logs to deliver and protect their services.

We normally receive business contact information directly from you. If a colleague introduces you or provides your details, we use only the information needed to discuss the enquiry and explain its source when we contact you.

The fields marked as required by the form are needed to send and respond to a useful enquiry. You do not have to submit a form; you can email us instead. Without contact details, we cannot reply.

3. Why we use it and our lawful bases

• Responding to enquiries and communicating with business contacts: our legitimate interests in answering requests, understanding service needs and running our consultancy.
• Preparing or fulfilling an agreement with you personally: taking steps at your request before entering a contract, or performing that contract. Where you represent an organisation, we normally rely on legitimate interests for your business contact details.
• Protecting the website, preventing spam and maintaining appropriate business records: our legitimate interests in operating a secure, accountable business.
• Meeting applicable legal requirements: legal obligation, for example where records must be retained for tax or accounting purposes.

We consider your rights and reasonable expectations when relying on legitimate interests. Enquiring does not sign you up for newsletters or promotional campaigns. If we introduce marketing that requires consent, we will request it separately.

We do not use your enquiry information for profiling or decisions made solely by automated means that have legal or similarly significant effects.

4. Who receives your information

The website sends form submissions to Formspree, which processes the submission and delivers it to Pixel Harbour by email. A copy may also be retained within Formspree. Our email provider processes the message so that we can receive, store and answer it. Website hosting and security providers process technical information needed to operate the site.

Access is limited to those who need the information for these purposes. Relevant information may also be shared with professional advisers or public authorities where necessary to comply with law, resolve a dispute or protect legal rights. We do not sell or rent personal information.

Read Formspree’s privacy policy for its own processing practices.

5. Processing outside the UK

Formspree states that its services are hosted in the United States. Submitting an enquiry therefore involves processing outside the UK. Other technology providers may also process information internationally.

Formspree states that it relies on Standard Contractual Clauses as a data processor; see its security information. International transfers must meet applicable UK data-protection requirements, which may require UK-recognised adequacy arrangements or approved contractual safeguards. You can contact us for details of the safeguards applicable to your information or to request a copy where available.

6. How long we keep information

Our policy is to delete or anonymise enquiries that do not lead to work within 12 months of the last meaningful contact, unless an ongoing discussion, complaint or legal requirement justifies keeping relevant information longer.

If an enquiry becomes an engagement, relevant correspondence forms part of the client record. Retention is determined by the agreed work, applicable accounting requirements and the need to establish, exercise or defend legal claims. We explain any additional retention arrangements when agreeing the engagement.

Copies in Formspree, email systems and backups can have different retention cycles. Deleting a form submission does not automatically delete an email copy. Technical logs are retained according to the providers’ operational, security and legal needs. Contact us if you need details about a particular record.

7. Cookies and website technology

We have not added advertising cookies, analytics trackers or marketing pixels to this website. The website’s own code does not save enquiry details in cookies or browser storage. Form details are transmitted when you submit the form.

Hosting, security or form services may use technology necessary to deliver their services or prevent abuse. If we add optional cookies or tracking that requires consent, we will explain it and obtain consent before it is activated.

Links to other websites take you to services with their own privacy and cookie policies.

8. Keeping information safe

The website and Formspree submission endpoint use HTTPS to encrypt information in transit. We limit the personal information requested and access to it to what is necessary for the enquiry or engagement. No online service or email system can be guaranteed completely secure.

Our reviews aim to use anonymised or appropriately redacted evidence. Please agree a suitable handling method with us before sharing any information about residents or other individuals for a review. The website enquiry form is not a safeguarding-reporting channel.

9. Your rights

Depending on the circumstances and lawful basis, you may have the right to:

• ask for access to your personal information and a copy;
• have inaccurate or incomplete information corrected;
• request deletion or restriction of its use;
• receive certain information in a portable format; and
• withdraw consent where processing relies on it, without affecting the lawfulness of earlier use.

Your right to object

You can object to processing based on legitimate interests on grounds relating to your particular situation. If information is ever used for direct marketing, you can object to that at any time.

Email alex@pixelharbour.co.uk to make a request. We normally respond within one month, subject to any lawful extension or exception, and may need to verify your identity. These rights are not absolute; we will explain if a request cannot be fulfilled.

10. Complaints and policy updates

Please contact us if you are unhappy with how we handle your information. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data-protection regulator, at ico.org.uk/make-a-complaint or by calling 0303 123 1113. You do not have to contact us first.

We will update this policy when our services or data-handling arrangements change. The date at the top shows when it was last updated.