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Privacy Policy

Privacy Policy

Last updated: 4 August 2026

1. Introduction

Strata Co Boreholes & Water Systems Ltd (“Strata Co”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you:

  • visit our website at https://strata-co.uk (“the Website”);

  • submit an enquiry or request a quotation;

  • subscribe to our email communications;

  • communicate with us by email, telephone, Website form or otherwise;

  • become, or consider becoming, a customer or supplier; or

  • engage with our borehole, irrigation, pumping, testing, filtration, water-treatment or associated services.

It also explains your rights under the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable UK data-protection legislation.

2. Who We Are

For the purposes of applicable data-protection law, the data controller is:

Strata Co Boreholes & Water Systems Ltd
Company number: 16156844
Registered in: England and Wales
Registered office: The Stables, Chastleton, Moreton-in-Marsh, England, GL56 0SU
Email: info@strata-co.uk

A data controller is the organisation responsible for deciding how and why personal information is processed.

3. Personal Information We Collect

Personal information means information relating to an identified or identifiable individual.

Depending upon how you interact with us, we may collect the following information.

Identity and contact information

This may include your:

  • name;

  • business or organisation name;

  • job title;

  • postal address;

  • project or property address;

  • email address;

  • telephone number; and

  • preferred method of communication.

Enquiry and project information

This may include:

  • information submitted through our Website;

  • proposed project requirements;

  • property, land, borehole or water-system information;

  • photographs, plans, surveys, reports and water-test results;

  • appointment and site-visit information;

  • correspondence and records of discussions;

  • information concerning project owners, occupiers, agents, consultants or contractors; and

  • information required to assess, quote for or deliver our services.

Contractual and financial information

This may include:

  • quotations and proposals;

  • contracts and accepted instructions;

  • invoices and payment records;

  • purchase orders;

  • transaction and account information;

  • insurance and warranty information; and

  • records relating to payment, credit control or contractual performance.

We do not ordinarily store complete payment-card details. Where electronic payment facilities are provided, payment information may be processed by an authorised third-party payment provider.

Website and technical information

This may include:

  • internet protocol address;

  • browser and device information;

  • operating system;

  • approximate location;

  • time zone;

  • pages visited;

  • referral source;

  • Website interactions;

  • session information;

  • diagnostic and security information; and

  • cookie and consent preferences.

Non-essential analytics information will only be collected where the required consent has been obtained.

Marketing information

This may include:

  • newsletter-subscription information;

  • marketing preferences;

  • records of consent and withdrawal;

  • services in which you have expressed an interest; and

  • engagement with marketing communications, where permitted.

4. How We Obtain Personal Information

We may obtain personal information:

  • directly from you;

  • through our Website;

  • through email, telephone or written correspondence;

  • during consultations and site visits;

  • from your employer, agent, consultant or another project participant;

  • from professional advisers, laboratories or subcontractors;

  • from referral partners;

  • from publicly available sources;

  • through Website, analytics and technology providers; or

  • from regulators and public authorities where lawful and necessary.

5. How and Why We Use Personal Information

We only process personal information where we have a lawful basis for doing so.

We may use personal information to:

  • respond to enquiries;

  • arrange consultations and site visits;

  • assess project requirements;

  • prepare quotations and proposals;

  • provide contracted services;

  • communicate about projects;

  • manage customer and supplier relationships;

  • issue invoices and receive payment;

  • maintain business, tax and accounting records;

  • comply with legal and regulatory obligations;

  • manage complaints, disputes and insurance matters;

  • establish, exercise or defend legal claims;

  • operate, secure and improve our Website and systems;

  • measure Website use where consent has been provided;

  • send permitted marketing communications;

  • prevent fraud, misuse and security incidents; and

  • administer and develop our business.

Our lawful bases may include:

  • Contract: Processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.

  • Legal obligation: Processing is necessary to comply with an obligation imposed upon us by law.

  • Legitimate interests: Processing is necessary for our legitimate business interests or those of a third party, provided those interests are not overridden by your rights.

  • Consent: You have freely provided specific, informed and unambiguous consent.

Our legitimate interests may include responding to enquiries, operating our business, maintaining accurate records, improving our services, protecting our systems, recovering sums owed and establishing or defending legal rights.

Where we rely upon consent, you may withdraw it at any time. Withdrawal will not affect processing lawfully undertaken before consent was withdrawn.

6. Marketing Communications

Submitting an enquiry does not automatically subscribe you to our general marketing newsletter.

We may send marketing communications where:

  • you have actively subscribed or provided valid consent;

  • all legal requirements of the limited “soft opt-in” for similar services are satisfied; or

  • the communication is directed to a corporate subscriber and is otherwise lawful.

Every marketing email will identify us and provide a clear method of unsubscribing.

You may withdraw your marketing consent or opt out at any time by:

  • selecting the unsubscribe link in a marketing email; or

  • emailing info@strata-co.uk.

Communications required to respond to an enquiry or administer a quotation, appointment, contract, safety matter or existing project are service communications and are not marketing.

7. Cookies and Analytics

Our Website may use strictly necessary cookies supporting security, functionality, forms and consent management.

Subject to your consent, we may use Wix Analytics and Google Analytics to understand how visitors use the Website and improve its performance.

Analytics cookies are not treated as strictly necessary and will not be activated unless the relevant consent has been obtained.

Further information is available in our Cookie Policy and through the cookie-preference controls on our Website.

8. Use of Artificial Intelligence

We may use artificial intelligence, machine-learning systems and other technology-assisted tools to support certain business activities.

These tools may assist us with:

  • organising and summarising enquiries;

  • preparing draft correspondence and documents;

  • structuring project information;

  • conducting technical or general research;

  • developing preliminary working materials;

  • improving administrative efficiency; and

  • preparing or reviewing Website and marketing content.

Where personal information is processed using an AI-assisted service, we will ensure that an appropriate lawful basis applies and that the processing is limited to what is reasonably necessary for the relevant purpose.

We will take reasonable and proportionate steps to:

  • minimise the personal information entered into AI systems;

  • remove or anonymise identifying information where practicable;

  • use appropriate providers and business accounts;

  • consider the provider’s privacy, security and retention practices;

  • protect confidential and commercially sensitive information;

  • apply appropriate contractual safeguards;

  • implement lawful international-transfer safeguards where required; and

  • subject material outputs to appropriate human review.

AI-assisted outputs may occasionally be inaccurate, incomplete or unsuitable. We therefore do not rely solely upon AI for material technical, contractual, financial, safety or customer-service decisions.

We do not currently use AI to make decisions based solely upon automated processing that produce legal or similarly significant effects upon individuals.

Quotations, contractual decisions, technical recommendations, complaints and other material customer or project decisions remain subject to meaningful human assessment and approval.

If we introduce significant solely automated decision-making, we will update this Privacy Policy and provide the information, rights and safeguards required by applicable law.

9. Sharing Personal Information

Where reasonably necessary and lawful, we may share personal information with:

  • Wix and Website-hosting or Website-support providers;

  • Google, where you consent to Google Analytics;

  • email, newsletter and communication providers;

  • IT, cybersecurity and data-storage providers;

  • artificial-intelligence and technology-assisted service providers;

  • accounting, banking and payment providers;

  • insurers and insurance advisers;

  • solicitors, accountants and other professional advisers;

  • drilling specialists, subcontractors, laboratories, consultants and project participants;

  • debt-recovery and credit-control providers;

  • regulators, law-enforcement bodies, courts, government departments and public authorities;

  • a prospective purchaser, investor or adviser in connection with a sale, investment, restructuring or transfer of our business; and

  • another party where you authorise us or disclosure is otherwise required or permitted by law.

Service providers processing personal information on our behalf are expected to protect it and use it only for authorised purposes.

We do not sell personal information.

10. International Transfers

Some Website, analytics, communication, data-storage and AI providers may process or make information accessible outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard applies.

Depending upon the provider and destination, this may include:

  • UK adequacy regulations;

  • the UK International Data Transfer Agreement;

  • the UK Addendum to the European Commission’s Standard Contractual Clauses; or

  • another transfer mechanism permitted by law.

You may contact us for further information about safeguards relevant to your personal information.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, accounting, insurance and reporting requirements.

Our usual retention approach is:

  • unsuccessful or inactive enquiries: up to 24 months after the last meaningful contact;

  • quotations that do not proceed: up to 24 months after expiry or last contact;

  • customer, contract, project and payment records: ordinarily six years after completion, termination or final payment;

  • tax and accounting records: for the period required by applicable law, ordinarily at least six years;

  • health, safety and technical records: for the period reasonably required by law, insurance requirements and the nature of the work;

  • marketing-consent records: while consent remains valid and for a reasonable period afterwards to demonstrate compliance;

  • unsubscribe and suppression records: for as long as reasonably necessary to respect the preference;

  • analytics information: in accordance with the configured retention period of the relevant provider; and

  • complaints and disputes: for the duration of the matter and any applicable limitation period.

Retention periods may be extended where information is required for a complaint, investigation, legal claim, insurance matter or regulatory obligation.

Information that is no longer required will be securely deleted, anonymised or removed from active use.

12. Information Security

We use appropriate technical and organisational measures intended to protect personal information from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures may include:

  • access restrictions;

  • password protection;

  • system and software updates;

  • backups;

  • provider checks;

  • confidentiality controls; and

  • limiting access to individuals who reasonably require the information.

No internet transmission or electronic-storage system can be guaranteed as completely secure.

If we become aware of a personal-data breach, we will investigate it and make any notification required by law.

13. Your Data-Protection Rights

Depending upon the circumstances, you may have the right to:

  • request access to your personal information;

  • request correction of inaccurate or incomplete information;

  • request erasure of your personal information;

  • object to processing based upon legitimate interests;

  • object at any time to direct marketing;

  • request restriction of processing;

  • request transfer of certain information in a structured, commonly used and machine-readable format;

  • withdraw consent where processing is based upon consent; and

  • complain to the Information Commissioner’s Office.

These rights are not absolute and may be subject to legal conditions or exemptions.

To exercise a right, email info@strata-co.uk. We may request reasonable information to verify your identity and protect personal information from unauthorised disclosure.

We will normally respond within one month, subject to any lawful extension.

We will not ordinarily charge a fee. A reasonable fee may be charged, or a request refused, where permitted by law because a request is manifestly unfounded or excessive.

14. Complaints

If you have concerns about how we handle your personal information, please contact us first at info@strata-co.uk so that we can investigate and address the matter.

You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK supervisory authority for data protection.

Website: https://ico.org.uk

15. Children’s Information

Our Website and services are not directed at children, and we do not knowingly use the Website to collect personal information directly from children.

Information relating to a child should only be provided where it is lawful and reasonably necessary for a project or property.

16. Third-Party Websites

Our Website may contain links to third-party websites.

We do not control those websites and are not responsible for their security, content or privacy practices. You should read the privacy information provided by the relevant third party.

17. Changes to This Privacy Policy

We may amend this Privacy Policy to reflect changes in our services, technology, providers, business activities or legal obligations.

The current version will be published on the Website with an updated revision date.

Where a change materially affects how we process personal information, we will take reasonable steps to bring it to the attention of affected individuals where required.

18. Contact Us

For questions about this Privacy Policy or our use of personal information, contact:

Strata Co Boreholes & Water Systems Ltd
Company number: 16156844
Registered office: The Stables, Chastleton, Moreton-in-Marsh, England, GL56 0SU
Email: info@strata-co.uk

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