OUR POLICIES

Last updated: 16 September 2026

Whitfield Civil Engineering Limited (“WCS”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, interact with us at events, submit information through one of our forms, receive communications from us or otherwise engage with Whitfield Consulting Services.

1. Who we are

Whitfield Civil Engineering Limited is the data controller responsible for the personal data described in this Privacy Policy.

Whitfield Civil Engineering Limited
Company number: 06413795
Registered office: Platinum House, 5th Floor, St Mark’s Hill, Surbiton, England, KT6 4QD

For questions about this Privacy Policy or how we use your personal data, please contact:

Email: admin@wcs-consult.co.uk

2. The information we collect

Depending on how you interact with us, we may collect:

• Your name
• Company or organisation
• Job title
• Business email address
• Telephone number
• Information included in enquiries or messages you send to us
• Information about projects you are working on or planning
• Information about your organisation and your role within a project
• Your communication and follow-up preferences
• Recruitment information, including CVs and information provided as part of a job application
• Information about how you use our website, such as pages visited, device/browser information and website interactions
• Information about your interaction with emails we send, where email tracking is enabled

We generally collect business information and do not intentionally request special category personal data through our website or marketing activities.

3. How we collect your information

We may collect personal information when you:

• Contact us directly by email, telephone or in person
• Complete the contact form on our website
• Participate in an event, exhibition, competition or WCS activity
• Complete the WCS Challenge or associated lead-generation form
• Request information, case studies or a conversation with our team
• Ask to receive relevant WCS news and insights
• Interact with emails we send
• Apply for a role or send us a speculative application
• Use our website

Our website Contact form collects your name, email address, telephone number and message.

Contact form submissions are sent by email to info@wcs-consult.co.uk and are not stored within the WordPress website or its database.

4. How we use your information

We may use your personal information to:

• Respond to enquiries
• Provide information about our services
• Discuss current or upcoming projects
• Understand how we may be able to support your organisation
• Provide requested case studies, project examples or capability information
• Administer event activities, competitions and prize draws
• Contact prize draw winners
• Follow up after exhibitions, events and other interactions
• Provide relevant business-to-business communications
• Send relevant WCS news and insights where you have asked us to do so
• Manage customer and prospective customer relationships
• Maintain and update our CRM records
• Improve our website and understand how visitors use it
• Process recruitment enquiries and applications
• Maintain the security and operation of our website and systems
• Comply with legal and regulatory requirements

5. WCS Challenge, exhibitions and lead generation

When you participate in the WCS Challenge or another WCS event or lead-generation activity, we may collect information including:

• First and last name
• Company
• Job title
• Work email address
• Optional work telephone number
• Whether you are currently working on or planning a Power & Energy project
• The type of organisation you work for
• Whether your organisation is an SME
• Information about your role and involvement in projects
• Your project requirements or areas of interest
• The type of follow-up from WCS that would be most useful to you

We use this information to administer the activity or prize draw, understand your requirements, assess potential project opportunities and provide the follow-up you have requested.

For example, where you tell us you would like to discuss a current or upcoming project, speak to WCS about our capabilities or receive relevant case studies, we may use the contact details you have provided to respond accordingly.

Where you ask us to keep you updated with relevant WCS news and insights, we may also use your contact information for those communications.

Information collected through the WCS Challenge and associated lead-generation activities will be transferred into our CMAP customer relationship management system so that WCS can manage leads, project opportunities, follow-up activity and ongoing business relationships.

6. Email communications and Mailmeteor

We use Mailmeteor to help send personalised follow-up and business communications, including communications following exhibitions, events and lead-generation activities.

Where Mailmeteor is used, information such as your name, business email address and relevant personalisation information may be processed through the service on our behalf.

Whitfield Civil Engineering Limited remains the data controller for this information, and Mailmeteor acts as a data processor when providing its email campaign services.

Where email tracking is enabled, we may also receive information about your interaction with our emails, such as:

• Email opens
• Link clicks
• Replies
• Unsubscribes

We may use this information to understand the effectiveness and relevance of our communications and to help determine appropriate follow-up.

You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us at admin@wcs-consult.co.uk.

7. Customer relationship management – CMAP

We use CMAP as our customer relationship management and business management system.

Personal information stored within CMAP may include:

• Name and contact details
• Company and job title
• Project information
• Lead-generation and qualification information
• Communication history
• Follow-up preferences
• Notes relating to enquiries or potential opportunities
• Information relevant to managing our relationship with you

Information collected through the WCS Challenge and associated lead-generation forms is transferred into CMAP.

The standard website Contact form does not automatically transfer submissions from the website into CMAP.

8. Website analytics

We currently use Google Analytics to help us understand how visitors use our website.

Google Analytics may collect information such as:

• Pages visited
• Time spent on pages
• Approximate location
• Browser and device information
• Referring websites or traffic sources
• Interactions with the website

We use this information to understand website performance, improve the website and better understand how visitors interact with our content.

Where required, non-essential analytics technologies are controlled through our website cookie consent mechanism.

9. Website hosting

Our website is hosted by Hostinger under an account owned and managed by WCS.

Hostinger may process limited technical information necessary to host, deliver, maintain and secure our website, including server logs, IP addresses and technical request information.

10. Recruitment

If you apply for a role with WCS or send us a speculative application, we may process information including:

• Your name and contact details
• CV
• Employment history
• Qualifications
• Professional experience
• Information you provide during the recruitment process
• Any other information reasonably required to assess your application

We use this information for recruitment purposes and to communicate with you about employment opportunities.

11. Our lawful bases for processing

Under UK data protection law, we must have a lawful basis for processing personal data.

Depending on the circumstances, we may rely on:

Legitimate interests
Where processing is reasonably necessary for the operation and development of our business, including responding to business enquiries, maintaining business relationships, managing prospective opportunities and carrying out appropriate business-to-business follow-up.

Contract or steps before entering into a contract
Where processing is necessary to provide requested information, discuss potential work, prepare proposals or deliver services.

Consent
Where you have specifically agreed to particular processing, such as certain marketing communications or non-essential website tracking.

Legal obligation
Where processing is required to comply with a legal or regulatory requirement.

Where we rely on consent, you can withdraw that consent at any time.

Where direct marketing rules require consent, we will obtain it before sending the relevant communication.

12. Who we share information with

We do not sell personal information.

Where necessary, we may share personal information with organisations that provide services to us, including:

• Website hosting providers such as Hostinger
• Analytics providers such as Google Analytics
• Email communication providers such as Mailmeteor
• CRM and business management providers such as CMAP
• IT and technical service providers
• Professional advisers
• Regulators, authorities or other parties where disclosure is required by law

These providers may process personal information on our behalf only where necessary to provide their services and subject to appropriate data protection requirements.

13. International data transfers

Some of the technology providers we use may process personal information outside the United Kingdom.

Where personal data is transferred outside the UK, we take appropriate steps to ensure relevant safeguards required under UK data protection law are in place.

These safeguards may include recognised adequacy arrangements or appropriate contractual protections.

14. How long we keep your information

We retain personal data only for as long as necessary for the purpose for which it was collected, to meet contractual requirements and to comply with applicable legal and regulatory obligations.

WCS maintains a Data Retention Policy governing the retention, storage, review and secure disposal of information.

Retention periods vary depending on:

• The type of information
• Why the information is held
• The nature of our relationship with you
• Contractual requirements
• Applicable legal or regulatory obligations

The WCS website itself does not retain copies of submissions made through the standard Contact form within WordPress or its database. Those submissions are sent to the relevant WCS email inbox.

Information transferred into CMAP is retained in accordance with WCS’s Data Retention Policy and applicable business, contractual and legal requirements.

15. How we protect your information

We take appropriate organisational and technical measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

Access to personal data is limited to employees, contractors and service providers who require access for legitimate business purposes.

16. Cookies

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to operate. Others, such as analytics cookies, help us understand how the website is used.
Where consent is required, you can accept or reject non-essential cookies through the cookie consent controls available on our website and change your preferences at any time.

Further information about the cookies and technologies used on our website is available through our cookie information and consent settings.

17. Your data protection rights

Depending on the circumstances, you may have the right to:

• Request access to the personal data we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your personal data
• Ask us to restrict how your information is used
• Object to certain processing, including direct marketing
• Request transfer of certain personal information
• Withdraw consent where processing is based on consent
• Make a complaint about how your information has been handled

To exercise your rights or ask a question about your personal information, contact:

admin@wcs-consult.co.uk

You also have the right to make a complaint to the Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled.

18. Third-party links

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices of third-party websites. We recommend reviewing the relevant privacy information when visiting external websites.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our activities, technology, services or legal obligations.
The latest version will be published on our website with the date it was last updated.