OutHounds Limited (“OutHounds”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy & Cookie Policy explains how we collect, use, store and disclose your personal data when you visit our website www.outhounds.com (“Site”), contact us, purchase products or services, or otherwise interact with us.

This policy is written in accordance with:

• UK General Data Protection Regulation (UK GDPR)

• Data Protection Act 2018

• Privacy and Electronic Communications Regulations 2003 (PECR)

Please read this policy carefully. By visiting our Site or using our services, you acknowledge and agree to this Privacy & Cookie Policy.

1. Who We Are

OutHounds Limited
Company number: 10752516
Registered address: Preswylfa, Llanfechain, Powys, SY22 6UQ
Email: info@outhounds.com

For the purposes of UK GDPR, OutHounds Ltd is the Data Controller.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

2.1 Information you provide directly

• Name, email address, phone number

• Business name, address, project details

• Enquiries and communications

• Newsletter sign-up information

• Payment details (processed securely via third-party providers; not stored by us)

2.2 Information collected automatically

When you visit our Site, our hosting and analytics providers (Squarespace, Google Analytics and similar platforms) may automatically collect:

• IP address

• Device type and operating system

• Browser type

• Geographic location (approximate)

• Pages viewed, click behaviour and time spent on site

• Referral source

• Cookies and similar tracking technologies

This data does not normally identify you directly, but it may do so when combined with other information.

2.3 Cookies & tracking (PECR compliant)

We use:

• Essential cookies (required for site operation)

• Performance/analytics cookies (e.g., Google Analytics)

• Marketing cookies (e.g., Meta Pixel, Google Retargeting, GRP pixel if used)

Non-essential cookies will not be set without your consent.

A full cookie table can be added if you want one.

3. How We Use Your Personal Data (Lawful Basis)

We process personal data under one or more of the following lawful bases:

A. Performance of a contract

To:

• process orders

• provide quotes and services

• communicate about deliveries, installations or bookings

• manage customer accounts

B. Legitimate Interests

To:

• operate and improve our Site

• maintain internal business records

• protect our systems and prevent fraud

• carry out analytics

• market to existing customers (soft opt-in allowed under PECR)

C. Consent

When you:

• sign up for newsletters

• accept non-essential cookies

• request marketing communications

You can withdraw consent at any time.

D. Legal Obligations

For:

• tax and accounting

• regulatory reporting

• responding to lawful requests by authorities

4. How We Use Your Information

We use your personal data to:

• provide and manage our products and services

• respond to enquiries

• perform internal analytics and service improvements

• send updates, newsletters, marketing (with lawful basis)

• protect the security of our systems

• administer and troubleshoot our Site

• detect and prevent fraud

• comply with legal requirements

We do not sell your personal data.

5. Sharing Your Personal Data

We may share your personal data with:

5.1 Service providers

(e.g., Squarespace, Google Analytics, payment processors, email marketing tools, CRM platforms, subcontractors, installation partners)

These providers are bound by data processing agreements and cannot use your data for their own purposes.

5.2 Professional advisers

(lawyers, accountants, insurers)

5.3 Delivery partners & logistics providers

5.4 Law enforcement or regulators

Where legally required.

5.5 Business transfers

In the event of a merger, acquisition or sale of assets, personal data may be transferred under appropriate safeguards.

We never sell personal data.

6. International Data Transfers

Some providers process data outside the UK (e.g., Squarespace, Google).
Where this occurs, we ensure compliance with UK GDPR using:

• UK International Data Transfer Addendum (UK Addendum)

• Standard Contractual Clauses (SCCs)

• Adequacy decisions where applicable

By using our Site, you acknowledge that your data may be processed outside the UK with appropriate legal safeguards in place.

7. Data Retention

We retain personal data only as long as necessary for the purposes collected and to comply with legal obligations.

Typical retention periods:

• Customer accounts & invoices: 7 years (tax law)

• Email enquiries: 24 months

• Newsletter data: until you unsubscribe

• Analytics data: typically 14–26 months, depending on provider settings

8. Your Rights Under UK GDPR

You have the following rights:

• Right to access your data

• Right to rectification (correct inaccuracies)

• Right to erasure (“right to be forgotten”)

• Right to restrict processing

• Right to object to marketing

• Right to data portability

• Right to withdraw consent

• Right to lodge a complaint with the ICO (www.ico.org.uk)

To exercise any rights, contact: info@outhounds.com

9. Security

We use reasonable technical and organisational measures to protect personal data, including:

• encrypted storage where applicable

• SSL security

• secure third-party payment processors

• restricted access controls

• routine data security practices

No online system is 100% secure, but we comply with industry standards.

10. Data Breach Notifications

If a data breach occurs involving your personal data, we will:

• investigate promptly

• notify the ICO where legally required

• notify affected individuals if there is a high risk to their rights and freedoms

11. Children’s Data

We do not knowingly collect data from children under 13.
If we learn that we have done so, we will delete the data immediately.

12. Opting Out of Marketing

You may unsubscribe from marketing communications at any time using:

• the “unsubscribe” link in emails

• contacting us at info@outhounds.com

We may still contact you with service-related notices (e.g., contract updates).

13. Cookies Policy (Summary)

We use cookies to ensure:

• site functionality

• performance & analytics

• marketing and retargeting (with consent)

You can manage cookies through your browser or cookie banner.

If you like, I can also generate a full cookie list/table.

14. Changes to This Policy

We may update this Privacy & Cookie Policy occasionally.
We will post any changes on this page with an updated “Last Updated” date.

15. Contact Us

If you have any questions about this policy or wish to exercise your rights, please contact:

OutHounds Ltd
Preswylfa, Llanfechain, Powys, SY22 6UQ
info@outhounds.com