1. Introduction

This Privacy Policy explains what we (Westgate Global Ltd) do with your personal data, whether we are in the process of dealing with an enquiry, processing an order, continuing our ongoing customer relationship with you, receiving a service from you, requesting your feedback, or you are visiting our website. It describes how we collect, use and process your personal data, and how we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.

This Privacy Policy applies to the personal data of our Customers, Prospects (potential customers), Suppliers, Subcontractors, End Users and Employees. If you are a Westgate Global Ltd employee, please refer to your company contract and the Employee Privacy Policy found in the company handbook.

Any amendments to this Privacy Policy will be posted on this website Privacy Policy page.

This Privacy Policy also explains how you can raise a data protection complaint with us and how we will handle it.

2. What kind of personal data do we collect?

• Customer and Prospect Data: identity, role and contact details (e.g., name, job title, phone number, email address), payment details when required, and website activity to enhance your experience.
• Supplier Data: contact details for relevant contacts and bank details to facilitate payment for services.
• Subcontractor Data: contact details, address details, bank account details, qualifications and insurances.
• End User Data: site addresses, email addresses and telephone numbers required to fulfil contractual obligations via third parties.
• Website User Data: data collected via cookies and contact forms in line with your browser settings and our cookie controls.
• AI-Assisted Recording and Transcription Data: where approved AI-enabled recording, transcription or note-taking tools are used during telephone calls, online meetings or other business conversations, we may process audio recordings, transcripts, notes, summaries, agreed actions and personal information shared during the conversation.

3. How do we collect your personal data?

Directly from you; from third party platforms; websites; social media; your work colleagues; exhibitions/events attended by Westgate Global; via third party contractors or suppliers; and automatically via cookies when you visit our website.

4. How do we use your personal data?

• Customer and Prospect Data: to process your requests (quotes, orders, delivery) and request feedback (surveys); to send direct marketing (email, telephone, SMS, post) subject to UK GDPR and PECR.
• Supplier and Subcontractor Data: to complete contractual arrangements and comply with legal requirements.
• End User Data: to deliver products and services requested via a third party.
• Website User Data: to improve your website experience and enhance communications, including email communications.
• AI Assisted Recording, Transcription and Note-Taking: Where approved AI-enabled tools are used, recordings, transcripts, notes and summaries may be used for record-keeping, customer or supplier follow-up, recording agreed actions, internal; collaboration, training, and improving the efficiency and quality of our services.

5. Who do we share your personal data with?

We do not share any data collected with any third parties unless otherwise stated.

• Prospect Data: for e‑marketing, we use secure third‑party platforms acting as our processors.
• Customer Data: with suppliers or subcontractors where necessary to deliver contractual obligations (delivery/installation). For e-marketing, we use secure third-party platforms acting as our processors. Where you agree, we may refer you to alternative companies if we cannot fulfil your requirement.
• Supplier Data: we may share supplier contact details by way of referral to customers who would benefit from your services.
• Subcontractor Data: where you carry out work on behalf of Westgate Global at a customer’s site, we provide necessary personal data to the customer. Photographic ID may be provided where requested.
• End User Data: we pass on the minimum amount of data necessary for suppliers or subcontractors to fulfil obligations.
• Website User Data: processed within Westgate Global using Westgate Global‑managed systems.
• AI Technology Providers: where Westgate Global sues an approved third-party AI, recording, transcription or note-taking service, personal data may be processed by that provider on our behalf. Appropriate due diligence, contractual and data protection safeguards will be required before such servicers are approved for use.

6. International data transfers

Some of our service providers (for example, email and marketing platforms, cloud hosting and IT support) may be located outside the UK or process personal data in other countries. Where we transfer personal data outside the UK, we implement appropriate safeguards required by the UK GDPR. These include the ICO’s International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, together with transfer risk assessments and technical/organisational measures. You can contact us to obtain a copy of the relevant safeguards.

7. How do we store and safeguard your personal data?

We put in place measures designed to prevent unauthorised access to, and misuse of, your personal data. Processes include encrypted server access and up‑to‑date monitored antivirus and gateway security settings.

Personal data created or processed through approved AI-assisted recording, transcription and note-taking tools will only be stored in approved systems and will be subject to appropriate access controls and security measures.

8. How long do we keep your personal data?

We will only keep your personal data for as long as it is necessary to fulfil the purposes for which it was collected, including to meet legal, regulatory, accounting and business requirements.

Different types of personal data are retained for different periods depending on the purpose for which they are processed. When determining retention periods, we consider:

• legal and regulatory requirements;
• contractual obligations;
• business and operational needs; and
• the nature and sensitivity of the personal data.

Once the applicable retention period has expired, or the data is no longer required, it will be securely deleted, destroyed or anonymised.

Our retention periods are managed in accordance with our Records Retention Schedule.

Recordings, transcripts and AI-generated notes or summaries will be retained in accordance with our Records Retention Schedule and only for as long as necessary for the purpose for which they were created.

9. Your data protection rights

You can access, amend or take back the personal data you have given to us by writing to Marketing Department, Westgate Global Ltd, Westgate House, Verulam Road, Stafford, ST16 3EA or emailing [email protected]. We process restriction/removal requests within 10 days, sometimes sooner.

• Right to rectification: ask us to rectify inaccurate or incomplete
• Right to restriction of processing: ask us to restrict processing in certain circumstances.
• Right to object: object where we rely on legitimate interests; we will respond within one month (extendable in certain cases).
• Right to erasure: request deletion in certain situations; if agreed, we will remove your data and, unless you prefer otherwise, keep a note not to contact you to minimise future re‑
• Right to data portability: request a copy of your personal data in a structured, commonly used and machine‑readable format and transmission to another controller where technically feasible.
• Right to withdraw consent: where we rely on consent (e.g., certain electronic marketing or browser cookies), you may withdraw consent at any time without affecting prior lawful processing.
• Right to lodge a complaint: you have the right to raise concerns about how we handle your personal data directly with us using the contact details above. If you are not satisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/ 

 

10. How to make a data protection complaint

If you have any concerns about how we handle your personal data, you have the right to raise a complaint directly with us.

You can contact us using any of the following methods:

• Email: [email protected]
• Post: Marketing Department, Westgate Global Ltd, Westgate House, Verulam Road, Stafford, ST16 3EA
• Telephone: +44 (0)1785 242181
• Or by contacting any member of our staff
• We will handle all data protection complaints in accordance with our internal complaints procedure.

What happens next:

• We will acknowledge your complaint within 30 days
• We will investigate your concerns and may contact you for further information
• We will keep you informed of progress where appropriate
• We will provide a response and outcome without undue delay
• If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
  https://ico.org.uk/make-a-complaint/

11. Electronic marketing (PECR)

We comply with the Privacy and Electronic Communications Regulations (PECR). We may send marketing communications by email or other electronic means to our business contacts where permitted by law. All marketing communications clearly identify Westgate Global Ltd and provide a simple way to opt out or unsubscribe at any time.

Where we send electronic marketing to individuals, we will only do so where we have the appropriate consent or another lawful basis permitted under PECR.

12. Cookies and similar technologies

We use browser cookies and similar technologies to run our site, understand usage and (where you agree) to tailor content/ads. Under PECR as amended by the Data (Use and Access) Act 2025, some low-risk cookies (for example, certain analytics used solely to produce aggregate statistics, or appearance/function preferences) may be set without consent as the changes are phased in. Where we rely on these exceptions, we still provide clear information and a simple way to opt out. Cookies used for advertising, measurement or profiling still require your consent. You can change your choices at any time via our cookie banner or settings page.

13. Automated decision‑making and profiling

We do not make decisions based solely on automated processing that have legal or similarly significant effects on you. If this changes, we will update this notice and explain the logic involved, why we do it, and your rights to obtain human review, express your point of view and contest the decision.

14. How we use personal data and our lawful bases

The table below maps our key processing activities to their lawful bases under Article 6 UK GDPR:

Processing activity	Purpose	Personal data involved	Lawful basis
Handling enquiries, quotes and delivering orders	Respond to requests; perform/manage contracts	Identity, role, contact, site/delivery details	Contract (Art.6(1)(b))
Supplier/subcontractor onboarding and payments	Receive services and make payments	Identity, contact, bank details, qualifications/insurance	Contract (Art.6(1)(b)); Legal obligation where applicable (Art.6(1)(c))
Account management and customer service	Maintain our relationship	Identity, role, contact, order history	Legitimate interests (service continuity) (Art.6(1)(f))
Direct marketing (email, phone, post)	Inform you about products/services	Identity, role, contact, engagement history	Legitimate interests (Art.6(1)(f)) and PECR; Consent where PECR requires
Website analytics, performance and security	Understand usage and secure services	Online identifiers, usage data	Consent (cookies) or DUAA analytics/appearance exceptions under PECR
Surveys/feedback	Improve products/services	Identity, contact, feedback	Legitimate interests (service improvement) (Art.6(1)(f))
AI-assisted recording, transcription and note-taking	Business record-keeping, follow-up, agreed actions, internal collaboration and service efficiency/quality	Identity, contact details, audio recordings, transcripts and information shared during the conversation	TBC following assessment of the particular processing activity

 

 

15. Digital Marketing Service Providers

We periodically appoint digital marketing agents to conduct marketing activity on our behalf. Our appointed data processors include Prospect Global Ltd (trading as Sopro) Reg. UK Company number 09648733 (privacy: http://sopro.io/; ICO Reg: ZA346877, DPO: [email protected]).

16. Our contact details

Address: Marketing Department, Westgate House, Verulam Road, Stafford ST16 3EA

Tel: +44 (0)1785 242181

Email: [email protected]

For data protection queries or complaints: [email protected]

17. Glossary

• We – Westgate Global Ltd, the controller and processor of personal data.
• You – customer, supplier, subcontractor, end user, employee or other individual protected by UK GDPR.
• Customer(s) – includes companies previously supplied or who have made contact regarding projects/services, and companies we deem appropriate to direct market.
• Supplier(s) – partnerships and companies (including sole traders), independent contractors and freelance workers who provide services to Westgate Global Ltd.
• Subcontractor(s) – independent Ltd companies or sole traders contracted by Westgate Global Ltd to carry out services on behalf of end users.
• End User Data – personal data of individuals within a business where Westgate Global Ltd has been requested to carry out services via a third‑party supplier.
• Website Users – any individual who accesses the Westgate Global website.
• UK GDPR – the UK General Data Protection Regulation and related national legislation.

Reviewed: 25/09/26