Who we are
CrownViolet is a website design and support business based in Northampton, UK. CrownViolet is responsible for deciding how personal information submitted through this website is used.
This policy explains the project-enquiry process currently available on the CrownViolet website. It does not describe information that a visitor merely types into the enquiry but removes before submission.
Information we collect
When you submit a project enquiry, we collect the information you have entered into the conversation:
- your email address;
- your business name and business location;
- your project requirements and description;
- whether you prefer contact by email or WhatsApp;
- your phone or WhatsApp number, when you choose WhatsApp; and
- any additional information you choose to provide.
The current project-enquiry conversation does not ask for your personal name. Please avoid including sensitive personal information in the free-text fields unless it is genuinely necessary for your enquiry.
We also create a random submission identifier to prevent duplicate enquiry records. For security and rate limiting, the enquiry service temporarily processes the IP address supplied by the hosting network and creates a salted, one-way hash from it. The raw IP address is not saved in CrownViolet’s enquiry database by this process. Hosting and service providers may also process ordinary request information, such as timestamps and browser or network details, in their operational and security logs.
Why we use your information
We use enquiry information to:
- review and respond to your project request;
- contact you using your chosen contact method;
- prepare an approach, price or proposal;
- send and record an enquiry confirmation;
- keep an internal record of the enquiry and its progress;
- prevent duplicate, fraudulent or excessive submissions; and
- establish, exercise or defend legal claims and meet legal obligations.
We normally rely on our legitimate interests in responding to genuine business enquiries and operating a secure enquiry service. Where you ask us to take steps before entering into a contract, we may also process the information for those pre-contract steps. Customer records may be kept where necessary to perform a contract or comply with accounting and other legal duties. We do not use project-enquiry information for unrelated email marketing without a separate lawful basis.
Where the information goes
The website sends the completed enquiry over an encrypted connection to a CrownViolet enquiry function hosted by Supabase. The enquiry is stored in CrownViolet’s access-controlled Supabase business system. Direct anonymous access to the enquiry tables is disabled; access is restricted to the authorised business account and server-side services.
Resend is the email-delivery provider implemented for enquiry confirmations. When confirmation delivery is configured, Resend processes the recipient email address and the confirmation message, which can include the visitor’s first name if a name was collected by the relevant form, the enquiry reference and submission time. Delivery status and provider message identifiers are stored with the enquiry.
If you choose WhatsApp, CrownViolet stores that preference and the number you provide. The website does not automatically send the enquiry to WhatsApp. If CrownViolet later contacts you through WhatsApp, WhatsApp and its provider will process that communication under their own privacy terms.
We may also disclose information to professional advisers, regulators, law-enforcement bodies or other parties where reasonably necessary to comply with law, protect rights or deal with a legal claim. We do not sell enquiry information.
Some service providers may process information outside the UK. Where UK data-protection law requires it, CrownViolet uses an approved transfer mechanism or other appropriate safeguards.
Analytics and tracking
The current CrownViolet website does not load an analytics, advertising or behavioural-tracking service. If this changes, this policy and any required cookie choices will be updated before that tracking is enabled.
How we protect information
We use encrypted connections, input validation, origin restrictions, submission-size limits, rate limiting, service-role separation and database access controls. We limit access to people and providers who need the information for the purposes described above. No internet service can guarantee absolute security, but we review the measures used for the enquiry system and its service providers.
How long we keep information
Enquiries that do not become customer projects are normally retained for up to 12 months after the last meaningful contact. This gives CrownViolet time to respond, follow up where appropriate, understand previous discussions and deal with complaints or disputes. They are deleted or anonymised after that period unless there is a specific reason to keep them for longer.
If an enquiry becomes a customer relationship, relevant enquiry, proposal, contract, payment and project records may normally be kept for up to six years after the relationship or relevant transaction ends. This supports accounting, tax, contractual and legal-record requirements. Particular records may be kept for a shorter or longer period where law or an active dispute requires it.
Confirmation-delivery records are retained with the related enquiry. Hashed rate-limit and operational security records are retained only while reasonably needed to protect the service, investigate abuse and maintain reliable systems. Backups and provider logs may take a limited additional period to expire after information is removed from active systems.
Your data-protection rights
Depending on the circumstances, UK data-protection law may give you the right to:
- ask for a copy of your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information;
- restrict or object to particular uses;
- receive certain information in a portable format; and
- withdraw consent where consent is the basis for processing.
These rights are not absolute. For example, CrownViolet may need to retain information required for legal obligations, an existing contract or a legal claim. We may ask for proportionate information to confirm your identity before acting on a request.
Contact us about your information
To make a privacy request, reply to a CrownViolet email you have received or use the project enquiry and begin your message with “Privacy request”. CrownViolet will use the details you provide for that purpose to identify the relevant records and respond.
You can also complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint for current contact options. We would appreciate the opportunity to address your concern first.
Changes to this policy
We will update this policy when the enquiry process, service providers or legal requirements materially change. The effective date at the top shows when this version took effect.