Privacy information.

Who is responsible

Pink Swan is the trading name of PINK SWAN SOLUTIONS LTD. We are responsible for deciding how customer and enquiry information is used for our business and this website.

Our home-improvement service is for properties across England. People elsewhere may visit the website; this notice explains the information handled through it.

Information we handle

When you contact us

The enquiry form collects your name, contact details, property postcode, services and optional quantities, project description and preferred contact method. Required fields are marked. Service or project links may preselect an interest, which you can change before sending.

After your enquiry, you can explore advice without sharing your selections. If you choose “Share my priorities”, we receive your selected products and concerns, original enquiry details and a matching reference. This is optional and does not affect the enquiry already sent.

When we prepare a quotation or order

Authorised staff may record your name, email, telephone number, installation address, postcode, measurements, product specifications, item locations, project notes and follow-up preferences. Records include quotation references, whether a quotation became a sale, payment amounts and when a balance is due. Payment records are amounts and notes, not a facility for entering card details.

A date of birth field is available to staff but is optional. It should only be completed where a specific reason has been explained to you. Please do not put sensitive information or payment-card details into project notes.

Issued quotations and contracts retain a fixed copy of their contents. A signed contract includes the signer’s name, signature image, acceptance and signing time. Document issue and email-delivery events are also recorded.

When you browse

Hosting and security services receive connection information such as network address, request time, browser and requested page. Limited error information may be processed to diagnose technical problems. Essential staff sign-in and security are described below.

Purposes and legal bases

We use your information for the home-improvement enquiry or project you have asked us to discuss. For processing governed by UK data protection law, our purposes and bases are:

• Preparing a quote and arranging requested next steps: taking steps at your request before a contract.
• Managing an agreed project: performing the contract, including survey, installation, payments and aftercare.
• Business administration, relevant enquiry follow-up and security: our legitimate interests in managing requests, keeping accurate records and protecting people and systems, balanced against your rights.
• Required financial or regulatory records: meeting a legal obligation where one applies.
• Optional activity that requires consent: your specific consent. You can withdraw it without affecting earlier lawful use.

Sending an enquiry does not subscribe you to a marketing mailing list. Tell us if you no longer want us to follow up your quotation. The website does not make decisions with legal or similarly significant effects about you solely by automated means; staff review quotations and projects.

Enquiries and emails

Your website enquiry

The current form sends your submitted details directly over a secure connection to Web3Forms for delivery to Pink Swan’s email account. This happens when you submit, not just when you visit. The request does not send browser cookies to Web3Forms. Its service also processes technical information and checks submissions for spam.

“Share my priorities” sends a separate follow-up carrying the original enquiry reference so we can match the messages. Choosing to skip leaves your original enquiry unaffected.

Alternative delivery and customer paperwork

Staff can send requested quotation and contract PDFs through Resend when connected, with a copy to Pink Swan. Website enquiries use Web3Forms, or a clearly labelled email draft when enquiry delivery is not configured.

Where email-draft mode is offered, it is clearly labelled: the form prepares text for your email application, and you choose whether to send it. Preparing a draft does not deliver an enquiry.

A delivery confirmation means the email service accepted the message, not that it has reached an inbox or been read. No appointment is confirmed by submitting a form. You can always contact us by telephone or email instead.

Service providers and international transfers

We use providers to deliver the website, hold protected business records and send messages:

• Hostinger: WordPress hosting, database infrastructure, security and technical operation.
• Web3Forms: website-enquiry delivery and spam prevention.
• Resend: email and customer-document delivery when configured.
• Google’s Gmail service: messages delivered to Pink Swan’s email account.

Information may also be shared with people carrying out your agreed survey or installation, professional advisers or authorities where necessary for your project, legal obligations or a legal claim. We do not sell enquiry or customer information or use it for cross-site advertising.

Providers may process information outside the UK. Web3Forms is operated from India and uses infrastructure in multiple regions. Its published data-processing agreement includes standard contractual clauses and the UK addendum where applicable. See its privacy policy and data-processing agreement for locations, sub-processors and transfer terms.

Transfer safeguards depend on the provider, destination and applicable law. Contact us for information about the safeguards relevant to your enquiry or record. Other provider information is available from Resend and Google.

How long we keep information

Retention depends on why the information is held. For enquiries and unaccepted quotations, relevant factors are whether the discussion is active, your follow-up wishes and whether a record is needed to resolve a question or dispute. For completed work, we also consider contract administration, aftercare, warranty requirements, accounting obligations and potential legal claims.

Saved customer records and issued documents do not automatically disappear when a quotation expires. A 30-day price-validity period is not a 30-day data-retention period. Requests to remove or correct records are reviewed against the reasons they still need to be kept; an issued document may need to be retained as an accurate record.

Web3Forms states that submission data has a maximum three-year storage period, with account-plan visibility and earlier deletion handled under its published terms. That provider period does not set the retention period for a copy received by Pink Swan.

Staff sign-in uses WordPress authentication. Session expiry follows the WordPress security settings. Sign-in and request limits use temporary WordPress records that expire after their configured limit window; these counters do not contain enquiry messages or contact details.

Contact us to ask what is retained for your particular enquiry or project, or to request deletion of information that is no longer needed.

Cookies and security

The public website and enquiry form do not set optional tracking cookies. Advertising pixels, visitor analytics and third-party embedded-content services are not installed. There is no cookie banner or preferences panel. Essential WordPress authentication cookies are used when authorised staff sign in. The WordPress login and administration screens can also use necessary test and preference cookies.

Fonts, photographs and videos are served with the website. Browsing and requested enquiry delivery work without optional tracking. Read the cookie information for the staff cookie name and duration, browser controls and removal of the previous cookie-choice record.

Staff records require a signed-in session. WordPress manages staff authentication and session tokens. Network addresses used for request limits are represented by keyed hashes for the relevant limit window. The production site must use HTTPS. We limit access to staff functions, but no online service can promise complete security.

If optional services are introduced later, any required specific consent will be requested before activation. Third-party sites you choose to open have their own privacy settings.

Your rights and how to contact us

Depending on applicable law and the reason for processing, you may be entitled to access your information, correct it, request deletion, restrict processing, object to certain uses or receive a portable copy. Where we rely on consent, you can withdraw it. These rights can have conditions and exceptions; we will explain if a request cannot be met in full.

You can make a request by email, telephone or post using the details below. A quotation or enquiry reference helps us find the record. We may need proportionate information to confirm your identity; do not send identity documents unless we explain what is needed and how to provide them.

You can raise a concern with the Information Commissioner’s Office, the UK data-protection regulator. Where another country’s law gives you a right to complain to a local regulator, that right remains available.

This website is intended for adult homeowners and people authorised to discuss improvements to a property. Please contact us if you believe a child has supplied personal information through it.

We update this information when the website or our processing changes. The date at the top identifies this version.