Legal

Privacy Policy

Last updated: 28 August 2026

Before you publish this page: Replace [Your full legal name] below with your actual legal name (required — a trading name like "SEVA" alone is not sufficient identification under UK GDPR). Add your ICO registration number once you've registered (see note at the end of this document). If you start taking online card payments, insert the name of your payment processor where marked.

On this page

1. Who we are 2. What personal data we collect 3. Why we use it 4. Who we share it with 5. How long we keep it 6. Your rights 7. Cookies 8. Security 9. Children 10. Changes to this policy 11. Contact & complaints

1. Who we are

SEVA is currently operated as a sole trader by [Your full legal name], based in Hampshire & Dorset, England ("SEVA", "we", "us", "our"), while our application to incorporate as Sports Environments Ltd is in progress. For the purposes of UK data protection law, [Your full legal name] is the data controller for personal data collected through this website and in the course of providing our services. We'll update this section once incorporation completes and data controller responsibilities transfer to Sports Environments Ltd.

Contact: sportsenvironments@outlook.com

2. What personal data we collect

We collect personal data when you:

Submit an enquiry or proposal request through our website form or by email — typically your name, venue or business name, email address, phone number, the service you're interested in, and any details you include in your message.
Become a client — additional details may include venue address, site contact details, and invoicing information (name, billing address, payment reference). We do not store full card numbers ourselves; card payments are processed by [insert payment processor name once chosen, e.g. Stripe], who handle that data under their own privacy policy.
Give us site access details for a job — for example key safe codes, alarm codes, or the name of an on-site contact. We hold this only for as long as needed to complete the relevant job or contract, and don't reuse it for any other purpose.

We take before/after photographs and video of completed work for our records and, with your separate agreement, for marketing. These are taken of glass, mirrors, courts and canopies, not people — see our Terms & Conditions for how we handle marketing use of any venue-identifying images.

We do not currently use website analytics or tracking tools. If this changes, this section and our Cookie Policy will be updated, and you will be asked for consent where required.

3. Why we use it

Purpose	Legal basis
Responding to your enquiry	Legitimate interest — to answer questions and provide a proposal
Providing a quote and delivering services	Performance of a contract, or steps taken at your request before entering one
Invoicing and accounting records	Legal obligation (UK tax/accounting law) and performance of a contract
Occasional updates about SEVA (only if you've opted in)	Consent

We do not sell or rent personal data. We share it only where necessary, with:

Our email provider (Microsoft/Outlook), to send and receive correspondence.
Our payment processor, if you pay by card online.
HMRC or other authorities, where required by law.

5. How long we keep it

Enquiries that don't proceed to a job: kept for up to 12 months, then deleted.
Client and job records (including invoices): kept for 6 years, in line with standard UK accounting record-keeping requirements.

6. Your rights

Under UK GDPR, you have the right to: access the personal data we hold about you; ask us to correct it; ask us to delete it; restrict or object to how we use it; request a copy in a portable format; and withdraw consent at any time where we rely on consent. To exercise any of these rights, email sportsenvironments@outlook.com.

7. Cookies

Our website uses a minimal, strictly necessary cookie to remember your cookie preference. See our full Cookie Policy for details.

8. Security

We take reasonable technical and organisational steps to protect the personal data we hold, appropriate to the scale of our business. Site access details such as key safe or alarm codes are treated with particular care — kept only where necessary for the job, not written down alongside a venue's full address or shared beyond the people carrying out that job.

9. Children

Our services and website are directed at businesses and venues, not children. We do not knowingly collect personal data from children.

10. Changes to this policy

We may update this policy from time to time, for example as our services or tools change. The "last updated" date at the top will always reflect the latest version.

11. Contact & complaints

If you have a concern about how we handle your personal data, please contact us first at sportsenvironments@outlook.com so we can try to resolve it. You also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113

Action needed — ICO registration Most UK businesses that process personal data electronically (which includes running a website contact form) are legally required to register with the ICO and pay the annual data protection fee (roughly £40–£60/year for a small business), unless a specific exemption applies. This applies to you now, as the sole trader — check your status using the ICO's free self-assessment tool at ico.org.uk. Registering doesn't need to wait for incorporation; once Sports Environments Ltd is formed, you'll need to update or re-register the registration under the new company name, so it's worth doing this step now rather than twice.