Four Square Spaces, Aspect Gate, 1 Olds Approach, Watford, Hertfordshire, WD18 9RF. Registered in England and Wales, company number 16829164. Email: sales@4sqspaces.com. Phone: 01923 774242.

We only collect personal data you choose to give us, and data generated by your use of the site:

We do not knowingly collect special category data (such as health or financial information) through the website, and the site is not directed at children.

Newsletter, guide downloads and marketing emails. If you sign up to our newsletter or request a guide, we collect your first name, surname and email address, and tick-box consent where you agree to receive marketing emails from us. We use these details to send you the guide you asked for and, only if you have agreed, news and project advice by email. These emails are sent using Odoo. You can withdraw your consent and unsubscribe at any time using the link in every email, or by contacting us at sales@4sqspaces.com. We keep newsletter details until you unsubscribe.

• Legitimate interests — responding to enquiries and quote requests, and understanding site usage through analytics.
• Consent — non-essential analytics cookies, which you can accept or decline via our cookie banner (see our Cookie Policy).
• Legal obligation — where we must retain records to meet accounting, tax or other statutory requirements.

We also rely on your consent to send you marketing emails (newsletter and guide sign-ups). You can withdraw it at any time.

We use the information you provide to respond to enquiries, prepare quotes and proposals, and otherwise correspond with you about our products and services. We do not use your data for automated decision-making or profiling, and we do not sell or rent your personal data to third parties.

We do not share your personal data with third parties for their own marketing purposes. We may share data with:

• Service providers who support our website and operations — including our web hosting provider, Google Analytics, and Odoo, which hosts our customer relationship management (CRM) system used to manage enquiries — bound by contracts that protect your data.
• Professional advisers (accountants, auditors, legal advisers) where necessary.
• Regulators or authorities where we are legally required to do so.

Any service provider based outside the UK processes data under safeguards required by UK GDPR, such as the UK’s International Data Transfer Addendum.

We keep enquiry and quote data for as long as needed to respond to you and for up to 24 months after our last contact in case you get back in touch, and then delete it unless we’re required to keep it for longer (for example, for accounting records, which we retain for 6 years). Analytics data is retained for 14 months.

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Have inaccurate data corrected
• Request deletion of your data, where applicable
• Restrict or object to our processing of your data
• Request a copy of your data in a portable format
• Withdraw consent at any time (where we rely on consent, such as analytics cookies)

To exercise any of these rights, contact us at sales@4sqspaces.com. If you have a concern about how we handle your data, please contact us first at sales@4sqspaces.com or by post at the address above. We will acknowledge your complaint within 30 days and keep you updated on how we are dealing with it. You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk if you believe we have not handled your data properly.

We may update this policy from time to time. The “last updated” date at the top shows when it was last revised. We encourage you to review it periodically.