Our privacy
policy.
How we handle information when you browse, enquire or place a business order.
Last updated:
1. Who we are
Complete Workspace Solutions Ltd (“CWS”, “we”, “us”) is responsible for deciding how personal information received through this website and its enquiry routes is used. This makes us the data controller for that information.
For privacy enquiries, email info@completeworkspacesolutions.co.uk or call 0330 113 9922.
Registered office: 87 Edwin Road, Gillingham, Kent, ME8 0AE.
This notice covers our information website, product catalogue, enquiries and the apprenticeship industry skills survey described below. The catalogue supports business orders with PayPal payment and enquiries from business and private customers. Staff test payments are separate from customer orders. There are no customer accounts.
2. Information we handle
If you contact us, we receive the information you choose to provide. This may include your name, company, email address, telephone number, site or delivery address, postcode, project requirements and correspondence. Inspection enquiries may include racking details, photographs, drawings and previous reports.
Our email buttons open your own email app with a suggested message. Opening a button or choosing a product does not send an enquiry to CWS. We receive the message and any attachments when you send it.
Website hosting and security systems may process technical request information, such as IP addresses, browser details, pages requested and access times, to deliver and protect the website.
Please only send information relevant to your enquiry. Avoid including unnecessary personal information about other people in photographs, drawings or reports.
3. How and why we use it
| Purpose | Lawful basis |
|---|---|
| Answer enquiries, discuss requirements and prepare quotations. | Our legitimate interests in responding to prospective customers and running our business. Where you are personally entering a contract with us, taking steps at your request before that contract. |
| Arrange and deliver services following an enquiry. | Performance of a contract with you, or our legitimate interests in providing services to the organisation you represent. |
| Maintain correspondence, manage complaints and protect our business against claims or misuse. | Our legitimate interests in keeping appropriate business records, resolving issues and protecting our business. |
| Meet applicable accounting, tax or other legal duties. | Compliance with legal obligations, where those duties apply. |
| Deliver the website and prevent abuse. | Legitimate interests in maintaining a working, secure website. |
You can browse without providing enquiry details. Providing those details is voluntary, but without enough information we may be unable to answer your question, prepare a quote or arrange the work. Making an enquiry does not sign you up to a newsletter.
Ralph is a menu-based website guide, not an AI chat service. It does not ask you to type a conversation or make decisions with legal or similarly significant effects about you.
5. How long we keep it
We keep enquiry and correspondence records for as long as they are needed to deal with your request and relevant follow-up. When deciding whether a record is still needed, we consider whether a quotation or project is active, whether there is an ongoing customer relationship, and whether there is an unresolved question, complaint or claim.
If an enquiry leads to work, relevant information may form part of the project or business records. Legal, tax, insurance and potential claims requirements can affect how long those records are needed. Technical records held by hosting providers follow their own operational and security retention arrangements.
You can ask us about the retention of information relating to your enquiry, or request deletion where applicable.
6. Storage Installation Engineer Apprenticeship – Industry Skills Survey
Why we are collecting responses
Complete Workspace Solutions Ltd is collecting industry survey responses to understand employers’ skills needs, recruitment difficulties, training gaps and demand for a proposed Storage Installation Engineer apprenticeship. The findings will help us develop and evidence the case for an apprenticeship that reflects the work carried out across the storage installation industry.
Responses may include information about your organisation, its workforce, recruitment and training experience, views on the proposed apprenticeship, and any comments you choose to provide. Contact names and email addresses are optional. Please avoid including unnecessary personal information about employees or other people in your answers.
How findings may be shared
Aggregated findings may be shared with Skills England and relevant stakeholders, including employers, industry bodies and training organisations, to support discussions about industry skills needs and the proposed apprenticeship. We will present these findings without identifying individual respondents or organisations unless permission has been given. We will take care that small groups or distinctive comments do not inadvertently identify a respondent.
We will respect the identification and attribution choice made in the survey:
- “Yes – our organisation may be identified and our responses attributed to us”;
- “Yes – our organisation may be named, but our individual responses must remain anonymous”;
- “No – please keep our organisation and individual responses anonymous.”
Permission to name an organisation does not by itself permit publication of an individual’s name or contact details. Contact details will not be published or shared with Skills England or other industry stakeholders without appropriate permission.
Microsoft Forms & contact details
Microsoft Forms is used to collect survey responses. Microsoft processes information to provide that service; the applicable Microsoft service terms and privacy information govern its handling of technical service data. CWS remains responsible for how it uses the responses. The Microsoft Privacy Statement provides further information.
Any contact information provided will be collected and used by Complete Workspace Solutions Ltd solely for correspondence and engagement relating to the proposed Storage Installation Engineer apprenticeship, and only for the purposes explained in the survey. It will not be used for unrelated sales or marketing. Where optional follow-up is offered, we will contact you only in line with the permission you give.
Our lawful basis
We rely on legitimate interests (Article 6(1)(f) UK GDPR) for collecting and analysing industry evidence to develop and support the apprenticeship proposal, subject to respondents’ privacy rights. We rely on consent (Article 6(1)(a) UK GDPR) for optional follow-up contact and for publishing or attributing personal information where you have agreed to this. Any naming or attribution of an organisation will also follow the permission recorded in the survey. Participation and providing contact details are voluntary.
Retention & your rights
Survey responses and associated personal information will be retained for a maximum of five years from the date of submission. We will review the information at least annually and delete it earlier when it is no longer required for the survey’s stated purposes. The five-year period is a maximum, not a requirement to keep every response for that long. This survey-specific limit applies to CWS’s survey records, including responses held in Microsoft Forms and any working copies or exports.
The data protection rights set out below also apply to survey information. You can object to processing based on legitimate interests and withdraw consent for optional contact or identifiable publication at any time by emailing info@completeworkspacesolutions.co.uk. Withdrawing consent does not affect processing that was lawful before withdrawal. We can only locate and change or delete a response if we can identify it; we cannot remove an individual contribution from findings that have already been irreversibly anonymised. You can also raise a concern with us or complain to the ICO.
8. Your data protection rights
Depending on the circumstances and the basis for using your information, you can ask to access it, correct inaccuracies, erase it, restrict its use, or receive a portable copy. You can also object to processing based on legitimate interests. Where processing relies on consent, you can withdraw that consent without affecting earlier lawful use.
Some rights have exceptions, for example where information is needed to meet a legal duty or deal with a claim. Contact our office to make a request. We may need information to confirm your identity. We normally respond within one month; if a permitted extension applies, we will explain it. There is normally no charge.
9. Questions & complaints
Email info@completeworkspacesolutions.co.uk with your question or concern and enough detail for us to investigate. Please say if you are making a data protection complaint.
You also have the right to complain to the UK’s Information Commissioner’s Office (ICO). Visit ico.org.uk/make-a-complaint/ or call 0303 123 1113.
Online order records
The shop currently prepares quote enquiries. When online payment is enabled, continuing to payment will send your contact details, delivery address, chosen items, delivery notes and accepted terms to CWS so we can create and fulfil your order. We will keep a copy of the agreed prices and terms with the order, and use PayPal to process payment and Resend as an email delivery provider to send order correspondence. CWS does not receive or store your card number or PayPal password. Order and payment records are available only to authorised staff.
An essential checkout session entry, cws-checkout-session-v1, will hold a random order identifier, a secret receipt-access token and a request fingerprint in your browser tab. It will not contain your name, address or card details. Do not share the receipt-access token. The fingerprint is used to detect changes to a payment attempt, not to track you across websites. Essential checkout records are separate from optional usage statistics. We retain accounting and order evidence as needed for fulfilment, legal obligations and resolving disputes, with access restricted to authorised staff.
Staff dashboard access
For authorised staff, CWS uses the sign-in identity supplied by ChatGPT to control access to the office dashboard. Access records contain the permitted email address, optional display name, dashboard permissions, account status, sign-in identifier and last-use time. We keep an audit of permission changes, including who made the change and when. CWS does not receive or store your ChatGPT password.
We use these records for our legitimate interests in securing business and customer information and administering staff access. Access can be disabled when it is no longer needed. We keep access records and relevant audit information for as long as needed to administer access, investigate security issues or meet applicable record-keeping duties, and review them when access changes. Contact our office about these records or to exercise the rights described above. This dashboard does not currently provide holiday requests or other employee HR functions.
10. Other websites & changes
Links to social media and other external websites take you to services with their own privacy and cookie notices. Their practices apply when you use those services.
We will update this notice as the website develops, including when adding online ordering, customer accounts or AI chat. The date above shows when this version was updated.
Online business orders and payments
When you continue to PayPal we save your name, business name, email, phone, delivery address, access notes, product selection, total and accepted terms. We use these to process the order, manage payment, arrange supply and delivery, handle returns and meet accounting obligations. We retain payment/order references and the agreed contract; we do not receive or store full card details or your PayPal password.
PayPal processes payment details under its own privacy notice. Our verified email provider Resend handles order and office notifications. Relevant delivery and contact details are shared with the manufacturer and carrier when arranging your order. Access to the staff order system is restricted to authorised CWS users. We retain accounting and order records for the applicable legal retention period, normally six years, and longer where needed for a dispute or legal obligation. We do not add you to marketing emails merely because you order.
The quotation route keeps your contact details in the page until you send the prepared email. Basket storage contains product codes and quantities. A temporary checkout session stored in your browser supports payment retry and receipt access; do not share its access details.