Fence estimator privacy policy
This notice explains what information is requested through our online fence estimator, why we need it, and how it is protected.
Who is responsible for your information?
Mintern Fencing & Sheds Ltd is the data controller for information supplied in connection with a fencing enquiry. Questions or requests about your information can be sent to andy@minterngroup.com or made by telephone on 01305 303535.
Information we request
- Your name, email address, telephone number and property postcode.
- Fence style, measurements, access details, clearance requirements and other job information.
- Photographs you choose to provide of the fence line, ground, access route or obstacles.
- Basic technical and usage information generated when the website is used.
How we use it
We use the information to calculate or review an estimated price, respond to your enquiry, arrange a site visit where required and prepare a final quotation. We do not use estimator details for unrelated marketing and we do not sell personal information.
Our lawful basis
We process enquiry information because it is necessary to take steps at your request before entering into a contract and because we have a legitimate business interest in answering enquiries and preparing quotations. Where consent is specifically required, you may withdraw it by contacting us.
Photographs
Please avoid including people, vehicle registration numbers, neighbouring properties or other unnecessary personal information in photographs. Images should show only what is reasonably needed for us to assess the proposed work. Supported photographs are resized and re-encoded before submission, which removes embedded metadata such as hidden GPS location information.
Submitting an enquiry
The guide price is calculated on your device. When you reach the estimated price, a limited usage record is sent to our form provider so that Mintern can count how many estimates are completed and understand which broad service areas and fencing styles are of interest. This usage record contains the date and time, broad service area, fence style and estimated price range. It does not contain your name, email address, telephone number, postcode, notes or photographs.
Our form provider may process routine technical information, such as an IP address, for delivery, security and spam prevention. When you select “Request Mintern’s review”, your enquiry information and any photographs you selected are then securely submitted so that we can review and respond to your enquiry.
Service providers and international processing
The estimator is hosted using ChatGPT Sites. OpenAI may act as a data processor on our behalf for personal information hosted through a published Site. This processing is governed by OpenAI’s ChatGPT Sites Data Processing Addendum, including safeguards applicable to UK data.
We use Formspree to securely receive form submissions, store uploaded files and send enquiry notifications to Mintern. Formspree acts as a service provider and data processor for this purpose and uses contractual safeguards, including Standard Contractual Clauses, for relevant international data processing.
How long we keep enquiry information
Information relating only to an enquiry will normally be deleted within 12 months of the last contact. If you accept a quotation, relevant information may become part of our job and accounting records and may be retained for the period required for contractual, tax, insurance or other legal purposes.
Your rights
Depending on the circumstances, you may ask to access, correct or delete your information, restrict or object to its use, or request a transferable copy. You may also complain to the UK Information Commissioner’s Office. Please contact us first if you would like us to deal with a concern or request.
Keeping this notice up to date
We may update this policy when the estimator or our data-handling arrangements change. The latest version will always be available from the estimator.