1. Who we are
Owlsymbolism Group Ltd (“OSG”, “we”, “us” or “our”) is the controller of personal information described in this notice.
Company number: 17332589
Registered in: England and Wales
Registered office: Unit A, 82 James Carter Road, Mildenhall, United Kingdom, IP28 7DE
Website: www.owlsymbolism.com
Privacy contact: enquiries@owlsymbolism.com — please use the subject “Data protection request”.
OSG has not described this contact as a statutory data-protection officer.
2. Information we collect
Depending on how you contact or work with us, we may collect your name, email address, telephone number, property address or area, enquiry category, message, communication history and any other information you choose to provide. We also keep evidence that this notice was presented with a website enquiry.
Our website platform may process ordinary technical information needed to deliver and secure a page or submission, such as an IP address, device or browser information, timestamps and security logs. If a matter progresses, additional identity, property, transaction, payment, tax, anti-money-laundering or professional-adviser information may be required under a separate client or transaction process.
3. Why we use information and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Responding to a service or property enquiry and taking steps you request before a possible contract | Contract or pre-contractual steps under UK GDPR Article 6(1)(b), where applicable. |
| General enquiries, business communications, lead administration, website security and reasonable business records | Legitimate interests under Article 6(1)(f), subject to an appropriate balancing assessment. |
| Delivering information that you specifically request | Legitimate interests under Article 6(1)(f). Delivery alone does not authorise later marketing. |
| Optional electronic marketing to individuals | Consent under Article 6(1)(a) and applicable PECR requirements. We do not treat an enquiry or privacy acknowledgement as marketing consent. |
| Applicable tax, anti-money-laundering, regulatory, statutory or court requirements | Legal obligation under Article 6(1)(c), where the particular requirement applies. |
| Complaints, disputes and defending legal claims | Legitimate interests, together with legal obligation where applicable. |
4. Website enquiries and marketing
The required privacy acknowledgement beside our enquiry form records that this notice was presented. It is not consent to all processing and is not marketing permission. OSG will answer an enquiry whether or not a person has separately chosen to receive marketing.
The current website enquiry form does not contain a separate marketing opt-in. Website enquirers must not be added to marketing campaigns merely because they submitted an enquiry.
5. Service providers and recipients
We disclose information only where reasonably necessary for the purposes above, where you ask us to, or where law requires it. Relevant categories can include website and form hosting, email and communications, professional advisers, transaction participants and public authorities.
- ClickSites.ai: provides the website-building, hosting and native-form service. ClickSites stores the complete website enquiry, including all seven enquiry fields, in ClickSites Leads. The provider’s public materials do not currently identify a contracting legal entity or publish sufficient subprocessor and UK-transfer details for OSG to state them more specifically; OSG is seeking contractual confirmation and keeps this arrangement under review.
- Brevo: the connected native form sends the enquirer’s name and email address to Brevo list 7 for enquiry/contact administration. The complete message and property details remain in ClickSites unless OSG implements further mapping. This transfer does not enrol an enquirer in marketing. Brevo’s published documentation identifies the Brevo group, including Sendinblue SAS in France, and describes a data-processing agreement and contractual safeguards for relevant subprocessors.
- Titan Mail: Titan Solution Ltd SEZC provides the mailbox used for direct messages to enquiries@owlsymbolism.com. Email addresses, message content, attachments and related technical information may be processed to deliver and store email. Titan publishes a data-processing addendum, a subprocessor list and contractual provisions for relevant international transfers.
6. International transfers
Some suppliers or their subprocessors may process information outside the United Kingdom. Where UK adequacy regulations do not apply, OSG requires an applicable transfer mechanism, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, other approved contractual clauses or another lawful safeguard, together with supplementary measures where appropriate. ClickSites’ contracting entity, subprocessor chain and transfer mechanism remain a supplier-due-diligence item; OSG does not make a more specific claim until the provider supplies verifiable documentation.
7. Retention
- Enquiries that do not become client matters: 12 months after the last meaningful contact.
- Requested guide or information-only fulfilment without a continuing enquiry: six months after fulfilment.
- Marketing data: while valid marketing permission continues.
- Evidence of marketing consent: while relied upon and for six years after withdrawal or last reliance where required to demonstrate compliance.
- Marketing suppression record: the minimum identifier needed to prevent further marketing, for as long as suppression remains necessary.
- Complaints and supporting evidence: six years after final closure, unless proceedings, a regulator or a legal hold requires longer.
- Client, transaction, anti-money-laundering, tax and accounting records: separate statutory and operational schedules apply; there is no single universal period.
OSG deletes or anonymises records when they are no longer required and reviews its retention schedule annually.
8. Your rights
Depending on the circumstances, you may ask for access, correction, erasure, restriction, portability or objection, and may withdraw a marketing consent without affecting earlier lawful processing. Some rights are qualified by law. Contact enquiries@owlsymbolism.com with the subject “Data protection request”. We may need proportionate information to confirm identity.
You may complain to the Information Commissioner’s Office. We invite you to contact OSG first so that we can try to resolve the concern. Visit ico.org.uk/make-a-complaint.
9. Security, cookies and changes
OSG uses proportionate organisational and technical measures, but no internet service can guarantee absolute security. Please do not send unnecessary special-category or highly sensitive information through the general enquiry form.
See our Cookie Notice for the current website technology position. We will review this notice before 13 August 2027 if there is a material change to law, services, processors, cookies, regulatory status or data use.