GDPR

GDPR

Purpose: How we handle your data and your rights under UK GDPR.

UK GDPR and personal data requests

Crawford Software Works treats personal information as something that should be handled carefully, lawfully and only where there is a clear reason to use it. This page explains how UK GDPR rights are handled when someone contacts the business, uses a website form, becomes a client, requests support or asks about a project.

Information that may be held

The information held will depend on how you interact with Crawford Software Works. It may include your name, email address, phone number, company name, enquiry details, project notes, support requests, invoices, technical messages, consent records, security logs and communication history.

Most information is collected because it is needed to respond to an enquiry, prepare a quote, deliver a project, provide support, maintain security, meet legal obligations or keep accurate business records. The aim is not to collect more information than is needed for the work being requested.

Your UK GDPR rights

Under UK GDPR, you may have rights to request access to personal information, ask for inaccurate details to be corrected, request deletion in certain circumstances, object to some types of processing, restrict processing or ask for a copy of information in a portable format where that applies.

These rights are not always absolute. For example, some records may need to be kept for legal, accounting, security or contractual reasons. If a request cannot be completed in full, Crawford Software Works will explain the reason clearly where it is appropriate to do so.

How requests are handled

If you make a data request, Crawford Software Works may need to confirm your identity before sharing, changing or deleting records. This protects your information and helps prevent someone else from accessing data without permission.

Requests should include enough detail to identify the relevant information, such as the email address used, the project or enquiry involved and the type of request being made. This helps locate the right records and respond accurately.

Retention and deletion

Personal information is kept only for as long as it is needed for the purpose it was collected, unless a longer period is required for legal, accounting, dispute, security or business record reasons. Enquiry details may be kept for follow-up, project information may be kept while work is active, and invoice or contract records may need to be kept for statutory periods.

Where deletion is appropriate, records will be removed or anonymised in a practical way. Some technical logs, backups or accounting records may take longer to clear because of how systems are stored and protected.

Security and third-party services

Reasonable technical and organisational measures are used to protect personal information. This may include access control, secure hosting, HTTPS, software updates, backups, logging and limiting access to information that is needed for a specific task.

Some services may be provided by trusted third parties, such as hosting providers, email services, analytics tools, payment or accounting platforms, communication tools or backup systems. These services should only be used where they support the website, project delivery, security, communication or business administration.

Contact about GDPR

To make a UK GDPR request or ask a privacy question, contact Crawford Software Works using the contact details on the website. Please include enough information to help identify the records involved, but avoid sending unnecessary sensitive information unless it is needed for the request.

UK GDPR basics for websites and forms

UK GDPR matters for business websites because contact forms, quote requests, booking forms, analytics and customer records may all involve personal information. The basic principle is to collect what is needed, explain why it is needed and handle it securely.

For web design and development work, this can affect form wording, consent choices, admin access, data retention, email handling and how enquiries are stored or exported.

Crawford Software Works can build websites and workflow tools with practical data handling in mind, helping the public-facing page and the behind-the-scenes process work together responsibly.