Privacy Policy

1. Who we are

This website (sarngroup.co.uk) is operated by Sarn Group Limited ("we", "us", "our"), company number 09829864.

Contact email: neil.jones@sarngroup.co.uk

We have not appointed a Data Protection Officer, as this is not required for a business of our size and activities.

We are the data controller for the personal data described in this policy.

2. What personal data we collect

Information you give us directly, when you use our contact form:

First name and last name

Email address

Company name (optional)

Phone number (optional)

What's prompting your enquiry (selected from a list)

The message you send us

The page you contacted us from

Information collected automatically, when you browse the site:

Usage and analytics data (pages visited, time on site, referring site, approximate location from IP address, device/browser type) via our analytics tool, Matomo

Technical data needed for security/fraud prevention when you submit the contact form, via Google reCAPTCHA (see section 4)

We do not collect payment information, special category data (e.g. health, religion), or data about children through this site.

3. How we use your data and our legal basis

Purpose What data Legal basis (UK GDPR Art. 6)

Responding to your enquiry Contact form details Legitimate interest / steps prior to a contract

Keeping a record of enquiries and following up (in our CRM) Contact form details Legitimate interest

Protecting the contact form from spam and abuse Behavioural signals collected by reCAPTCHA Legitimate interest

Understanding how visitors use our site, to improve it Analytics data (see section 5) Legitimate interest / consent, depending on your cookie settings

4. Third parties who process data on our behalf

We use a small number of third-party services to run this site. None of them are permitted to use your data for their own purposes beyond what's described here.

HubSpot (hubspot.com) — when you submit our contact form, your details are sent to HubSpot, which we use as our CRM and marketing platform, so we can manage and respond to your enquiry. HubSpot is based in the United States; data transferred there is covered by Standard Contractual Clauses. See HubSpot's privacy policy.

Google reCAPTCHA (google.com) — used to verify contact form submissions aren't automated/spam. Google may collect hardware/software information and send it to Google for this purpose. See Google's privacy policy.

Matomo — our analytics platform. Unlike many analytics tools, our Matomo instance is self-hosted by us (not sent to a third party), so this data does not leave our own infrastructure.

Cloudflare (cloudflare.com) — our website hosting and content delivery provider. Cloudflare processes traffic data as part of delivering the site to you.

5. Cookies

This Site uses a limited number of cookies:

Analytics cookies (Matomo) — used to recognise repeat visits and measure site usage. These are not shared with any third party, since our Matomo instance is self-hosted.

Functional cookies (Google reCAPTCHA, HubSpot) — set when you interact with the contact form, to protect it from spam and to support our CRM integration.

We do not use cookies for third-party advertising or cross-site tracking.

6. How long we keep your data

We keep contact form enquiries and related CRM records for up to 3 years from your last contact with us, unless you ask us to delete them sooner, or we're required to keep them for longer to meet a legal obligation. Analytics data is retained according to our Matomo configuration and is periodically anonymised/aggregated.

7. Your rights

Under UK GDPR, you have the right to:

Ask us what personal data we hold about you, and get a copy of it (right of access)

Ask us to correct inaccurate data (right to rectification)

Ask us to delete your data (right to erasure), in certain circumstances

Ask us to restrict how we use your data (right to restriction)

Receive your data in a portable format (right to data portability)

Object to us processing your data on the basis of legitimate interest (right to object)

To exercise any of these rights, contact us at neil.jones@sarngroup.co.uk.

If you're unhappy with how we've handled your data, you can complain to the UK's data protection regulator, the Information Commissioner's Office (ico.org.uk / 0303 123 1113).

8. Security

We take reasonable technical and organisational measures to protect your data, including encrypted connections (HTTPS) and access controls on our systems. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We'll update the "Last updated" date at the top when we do. We encourage you to review this page periodically.

10. Contact us

Questions about this policy or how we handle your data:

neil.jones@sarngroup.co.uk