Who is responsible

Kevin Elliott, trading as I-Spy CCTV and operating I-SPY Patrol, is responsible for the personal information described in this notice. Write to 218 Henfield Road, Bristol, BS36 2UJ, or email hello@ispypatrol.co.uk for privacy questions or requests.

What we collect

When you enquire, we collect your name, email address, postcode, property type and requested service. Phone number, nearest enquiry area, property or business name, security setup and further property details are optional. We also keep correspondence and follow-up notes. The website and its hosting services may record connection and security information, such as IP address, browser details and access logs. Please do not send keys, access codes, camera passwords or sensitive information about other people through this form.

The required fields help us respond and assess your request. You are not legally required to submit an enquiry, but without sufficient contact and property information we may be unable to assess or answer it.

Why we use it and our lawful bases

• Assessments and quotations: to respond to your request and take steps towards a service contract with you. Where you contact us for a business or someone else, we rely on our legitimate interests in answering relevant enquiries and administering business relationships.
• Enquiry records and follow-up: our legitimate interests in maintaining accurate correspondence, avoiding duplicate contacts and following up the service you requested.
• Website security and handling complaints: our legitimate interests in protecting the website, investigating problems and establishing or defending claims. Legal obligations apply where we must retain or disclose information by law.
• Optional launch emails: your consent, given using the separate, unticked launch-update option. Asking for an assessment does not automatically subscribe you to marketing.

WordPress, the CRM and email

The enquiry workflow stores submissions in Forminator within WordPress. The local Jetpack CRM integration creates or matches a contact, records the enquiry and creates a follow-up task; email provides an additional notification to the team. A submission is not a booking, contract, payment or live dispatch request. The team reviews availability and service suitability; the postcode checker validates formatting and does not automatically approve coverage.

Who can receive information

Information is used by the business and authorised people handling enquiries and website support. The WordPress website is hosted on Krystal’s Ruby plan, with the hosting account’s server location set to London. Hosting, email and necessary technical support providers may process information to deliver those services. Forminator and the local Jetpack CRM keep enquiry records within the website; installing those plugins does not itself mean that enquiries are sent to a separate hosted CRM.

Information may also be provided to professional advisers or public authorities where necessary for advice, legal duties or claims. Enquiry information is not sold. A separate service notice will explain any additional processing involved if you later purchase patrol, keyholding or monitoring services.

Optional reviews, maps and connection data

Choosing “Load customer reviews” connects your browser to REVIEWS.io. Choosing to load the map connects it to OpenStreetMap and unpkg. These providers receive normal connection information, such as your IP address and browser details. Their privacy notices govern their own handling of that information. The map uses fixed, approximate enquiry-area markers; your postcode is not sent to a geocoding provider. Your postcode and selected area may be carried in the contact-page URL, so avoid sharing an enquiry link if you do not want to share those details.

WordPress may use essential cookies for functions such as administration and login. Optional external services may use their own technologies once loaded. This notice does not assume that all providers process information only in the UK. Krystal’s published data processing agreement permits use of overseas subprocessors subject to its safeguards. Its privacy policy describes reliance on adequacy arrangements or approved standard data protection clauses for overseas transfers. The optional map and review services may use international infrastructure; see the OpenStreetMap privacy policy and REVIEWS.io privacy policy. You can use the enquiry form without loading either service. The hosting account identifies London as its server location. This does not mean that every optional provider or subprocessor operates only in the UK. Contact hello@ispypatrol.co.uk if you want information about the safeguards relevant to your enquiry.

How long information is kept

The following is the retention schedule for this website. It is a business policy, not a statutory minimum or an automatic deletion feature:

• Enquiries that do not become customers: review and delete or anonymise 12 months after the last meaningful contact, unless an ongoing request, complaint or legal issue requires longer retention.
• Customer contracts, quotations accepted and related financial records: normally retain relevant records for six years after the relationship ends or the relevant financial year, subject to applicable legal requirements and any ongoing dispute. This does not mean all patrol footage or operational information is kept for six years; those require separate schedules.
• Launch email contacts: retain while consent remains valid and updates remain relevant; review after 24 months without meaningful engagement and remove or seek renewed consent.
• Marketing objections: retain a minimal suppression record as needed to avoid sending unwanted marketing.

Deletion reviews must cover Forminator, CRM records and related emails. Krystal’s Ruby hosting plan includes daily off-site backups with 31 daily restore points, managed through JetBackup. Deleted records may remain in protected backup copies until those restore points expire. This backup cycle is separate from the retention periods for live enquiry records. The hosting control panel currently sets archived website access logs to the server-default retention period of 90 days. Logs are processed and archived every 24 hours. This describes the website access-log archive, rather than all infrastructure, email or security logs; information needed for investigating an incident or legal claim may require separate retention. Kevin Elliott is responsible for a monthly manual review of records due for deletion or anonymisation across Forminator, Jetpack CRM and the notification mailbox. Any exception for an ongoing enquiry, complaint or legal issue must be recorded with a reason and review date. A minimal marketing suppression record is kept separately where needed. Deletion is not automatic; if a backup is restored, applicable deletions must be reapplied before those records are used.

Your choices and rights

You can withdraw launch-email consent at any time by emailing hello@ispypatrol.co.uk or using an unsubscribe option where provided. Withdrawing consent does not affect earlier lawful use or stop us answering an enquiry you requested.

You have the right to object to direct marketing at any time. You can also object to processing based on legitimate interests. Depending on the circumstances and lawful basis, you may request access, correction, deletion, restriction or a portable copy of information you provided. These rights are not absolute; for example, some records may need to be retained for legal obligations or claims.

Send requests to hello@ispypatrol.co.uk. We may need proportionate information to verify your identity and will normally respond within one month, subject to lawful extensions or exceptions.

Complaints

Please contact us if you have a concern. You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint, telephone 0303 123 1113, or write to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Review and scope

This notice covers website enquiries and launch updates, rather than CCTV footage, key records or live patrol operations. We will update it when the website or processing changes.

Last updated 5 October 2026.