PRIVACY POLICY
Last updated: 30 September 2026
Capsule Whales Limited respects your privacy and takes the protection of personal information seriously.
This Privacy Policy explains how Capsule Whales Limited collects, uses, stores, shares and protects personal data when you visit our website, submit an enquiry, complete a form, respond to an advertisement, communicate with us, or enter into a business relationship with us.
This policy also covers information received through LinkedIn Lead Gen Forms, website forms, advertising technologies, automation systems and other business communication channels.
1. WHO WE ARE
Capsule Whales Limited is a private limited company registered in England and Wales.
Company name:
Capsule Whales Limited
Company number:
15942303
Registered office:
276 Hempstead Road
Watford
England
WD17 4LY
United Kingdom
Website:
https://capsulewhales.com
Privacy and data protection enquiries:
hello@capsulewhales.com
For the purposes of UK data protection law, Capsule Whales Limited is the data controller for personal data covered by this Privacy Policy.
We determine the purposes for which personal data is processed and how the processing takes place.
2. DATA PROTECTION LAW
We process personal data in accordance with applicable UK privacy and data protection legislation, including:
The UK General Data Protection Regulation
The Data Protection Act 2018
The Privacy and Electronic Communications Regulations 2003, as amended
Other applicable UK legislation relating to privacy, personal data and electronic communications
3. WHO THIS POLICY APPLIES TO
This Privacy Policy covers personal data relating to:
prospective customers
customers
business representatives
property owners
landowners
developers
hospitality operators
investors
commercial partners
agents and distributors
suppliers
consultants
contractors
professional advisers
website visitors
people responding to our advertising
people submitting LinkedIn Lead Gen Forms
people contacting Capsule Whales Limited regarding our products, services, projects or commercial opportunities
4. HOW WE COLLECT PERSONAL DATA
We collect personal data directly from you when you:
visit our website
complete a website form
submit a LinkedIn Lead Gen Form
respond to an advertisement
request information
request a quotation
contact us by email
contact us by telephone
contact us through social media
discuss a project with us
discuss a commercial or partnership opportunity with us
attend a meeting or event involving Capsule Whales Limited
purchase or enquire about our products or services
enter into a business relationship with us
We also receive information from other sources, including:
advertising platforms
business partners
referrals
professional contacts
technology providers acting on our behalf
publicly available professional and business sources, where lawful and appropriate
Where personal data comes from a source other than you, we process the information in accordance with applicable data protection law.
5. PERSONAL DATA WE COLLECT
The information collected depends on your interaction and relationship with Capsule Whales Limited.
Identity and contact information
This includes:
first and last name
email address
telephone number
postal address where relevant
country
location
Professional and business information
This includes:
company or organisation name
job title
professional role
industry
business type
company website
relevant professional profile information
Project and enquiry information
This includes information such as:
project location
proposed project type
intended use of our products
number of units required
product or model interests
estimated budget
expected project timeframe
site or land information supplied to us
planning information supplied to us
technical requirements
delivery requirements
installation requirements
commercial requirements
partnership requirements
answers to qualification questions
other information supplied as part of an enquiry
Communication information
This includes:
emails
form submissions
correspondence
relevant call notes
meeting records
requests for information
commercial discussions
customer service communications
Marketing and lead information
This includes:
lead source
campaign source
marketing preferences
advertising interactions
conversion information
LinkedIn campaign information
Lead Gen Form information
Technical and website information
Subject to applicable consent requirements, this includes:
IP address
browser type
device type
operating system
pages viewed
date and time of visits
referral source
website interaction information
cookie identifiers
advertising identifiers
conversion events
6. SPECIAL CATEGORY AND SENSITIVE PERSONAL DATA
Our standard website forms, advertising campaigns and LinkedIn Lead Gen Forms are not designed to collect special category or other highly sensitive personal data.
We do not ask people through our standard lead-generation forms to provide information concerning:
racial or ethnic origin
political opinions
religious or philosophical beliefs
trade union membership
genetic or biometric data used for identification
health information
sexual orientation or sex life
criminal offences
government-issued identification numbers
account passwords
financial account credentials
information concerning children
Please do not provide this type of information through our standard enquiry or Lead Gen Forms.
Where information of this nature is required for a specific lawful purpose, we will address the relevant data protection requirements separately.
7. LINKEDIN LEAD GEN FORMS
Capsule Whales Limited uses LinkedIn Lead Gen Forms for business enquiries, project enquiries, partnerships and relevant business development activities.
LinkedIn Lead Gen Forms often use information associated with a LinkedIn member's profile and information entered directly into the form.
Depending on the individual campaign, we receive information including:
name
email address
telephone number
company name
job title
professional role
country or location
project information
answers to qualification questions
partnership information
other information submitted through the form
We use this information to:
respond to your enquiry
understand your requirements
assess project suitability
assess commercial or partnership opportunities
provide requested information
contact you regarding your enquiry
arrange meetings or discussions
prepare quotations, proposals or other relevant information
manage follow-up communications
manage an ongoing business relationship
Submission of a LinkedIn Lead Gen Form does not automatically enrol you in unrelated marketing communications.
Where separate consent is required for a particular marketing activity, we request the relevant consent separately.
LinkedIn also processes information in connection with its own platform and services under its own privacy terms.
Once Capsule Whales Limited receives Lead Gen Form information, we are responsible for our subsequent processing of the information.
We do not sell Lead Gen Form data.
We only share Lead Gen Form information with authorised service providers or other parties acting on our behalf where the sharing supports the stated purpose and complies with applicable law.
If you ask us to stop using Lead Gen Form information for communications or ask for deletion where the right to deletion applies, we will deal with the request promptly.
8. WEBSITE FORMS AND ENQUIRIES
When you submit information through capsulewhales.com, we use the information to:
respond to your request
understand your requirements
assess your proposed project
provide relevant product or commercial information
prepare quotations or proposals where appropriate
arrange further discussions
manage subsequent communications
We seek to limit information requested through our forms to information reasonably necessary for the relevant enquiry or business purpose.
9. PURPOSES AND LAWFUL BASES FOR PROCESSING
UK data protection law requires a lawful basis for processing personal data.
The lawful basis depends on the purpose and circumstances of the processing.
Responding to enquiries
Purpose:
To receive, review and respond to enquiries and requests for information.
Lawful basis:
Legitimate interests or taking steps at your request before entering into a contract.
Legitimate interest:
Responding efficiently to genuine enquiries about our products, services and business.
Project assessment
Purpose:
To assess requirements, feasibility, product suitability, delivery arrangements and potential commercial terms.
Lawful basis:
Legitimate interests or taking steps at your request before entering into a contract.
Legitimate interest:
Evaluating genuine projects and commercial opportunities.
Business development and partnerships
Purpose:
To assess development, hospitality, land, investment, distribution, agency, supplier and other commercial opportunities.
Lawful basis:
Legitimate interests.
Legitimate interest:
Developing relevant commercial relationships and assessing business opportunities.
Customer and contractual relationships
Purpose:
To manage quotations, contracts, orders, projects, payments, communications, delivery, installation, service and support.
Lawful basis:
Performance of a contract, steps before entering into a contract, legitimate interests and legal obligations, depending on the activity.
Lead management
Purpose:
To receive, route, organise, review and respond to enquiries received through our website, LinkedIn and other business channels.
Lawful basis:
Legitimate interests.
Legitimate interest:
Managing enquiries efficiently and providing appropriate follow-up.
Direct marketing
Purpose:
To communicate relevant information about Capsule Whales products, services, developments, events and commercial opportunities.
Lawful basis:
Legitimate interests where permitted, or consent where required by applicable law.
Website security and operation
Purpose:
To protect our website, systems, communications and business infrastructure.
Lawful basis:
Legitimate interests.
Legitimate interest:
Maintaining secure and reliable business systems.
Advertising measurement and analytics
Purpose:
To understand advertising performance, conversions and website engagement.
Lawful basis:
Consent for non-essential cookies, tracking or similar technologies where consent is required. Associated personal-data processing takes place under an appropriate UK GDPR lawful basis.
Legal and regulatory compliance
Purpose:
To meet legal, regulatory, accounting, tax, fraud-prevention and compliance obligations.
Lawful basis:
Legal obligation or legitimate interests, depending on the circumstances.
10. LEGITIMATE INTERESTS
Where we rely on legitimate interests, we consider:
the purpose of the processing
whether the processing is necessary
the nature of the personal data
the reasonable expectations of the individual
the effect of the processing on the individual
the individual's rights and freedoms
appropriate safeguards
We do not rely on legitimate interests where the individual's interests, rights or freedoms override our legitimate business interests.
11. DIRECT MARKETING
Capsule Whales Limited operates primarily in the business-to-business market.
We send relevant business communications where UK data protection and electronic communications rules permit this.
The applicable requirements depend on the communication method and whether the recipient is a corporate subscriber, an individual, a sole trader or another type of organisation.
For business contacts at corporate organisations, we rely on an appropriate UK GDPR lawful basis where personal data is involved.
For sole traders, individuals and other recipients protected by the electronic marketing rules, we obtain consent where required unless another lawful exception applies.
Marketing communications identify Capsule Whales Limited and provide a clear way to stop future marketing.
You have the right to object to the use of your personal data for direct marketing at any time.
Once you object, we stop processing your personal data for direct marketing.
We retain limited suppression information where needed to ensure your preference continues to be respected.
12. LINKEDIN INSIGHT TAG, COOKIES AND ADVERTISING TECHNOLOGIES
Our website uses the LinkedIn Insight Tag and related advertising or measurement technologies.
These technologies support activities including:
conversion tracking
advertising measurement
campaign performance analysis
website audience analysis
understanding how visitors interact with our website after viewing or responding to advertising
Depending on configuration and your consent choices, related technologies process information including:
IP address
device information
browser information
pages visited
timestamps
referral information
advertising identifiers
conversion information
Non-essential cookies and similar tracking technologies are subject to applicable UK consent requirements.
Where consent is required, we seek consent before storing or accessing non-essential cookies or activating equivalent tracking technologies.
Our website consent controls provide a way to accept, reject or change relevant preferences.
Withdrawal of consent does not affect processing undertaken lawfully before withdrawal.
13. AUTOMATION AND MAKE
Capsule Whales Limited uses automation technology to route enquiries between approved business systems and support efficient lead handling.
Our lead-processing systems include Make.
For example, information submitted through a LinkedIn Lead Gen Form passes through an authorised Make workflow into designated Capsule Whales business communication or lead-management systems.
Information transferred through these workflows is limited to information relevant to the business process.
Automation supports activities including:
routing new enquiries
delivering lead information to authorised team members
supporting lead-management workflows
reducing unnecessary manual data entry
supporting timely responses
Automation does not replace human responsibility for significant commercial decisions.
Where Make or another provider processes personal data on our behalf, appropriate contractual, security and data protection arrangements apply according to the provider's role.
14. EMAIL, CRM AND BUSINESS SYSTEMS
Personal data received through enquiries, advertisements and forms is processed through authorised business communication, cloud and lead-management systems.
These systems support activities including:
receiving enquiries
assigning enquiries
responding to customers and prospective customers
recording relevant communications
managing follow-up
managing customer and partner relationships
managing projects
maintaining necessary business records
Access is restricted to authorised people with a legitimate business need for the relevant information.
15. WHO WE SHARE PERSONAL DATA WITH
Capsule Whales Limited does not sell personal data.
Where necessary and lawful, we share personal data with categories of recipients including:
Make
website hosting providers
website and IT service providers
email and communication providers
customer relationship management providers
cloud service providers
advertising and analytics providers
cybersecurity providers
professional advisers
accountants
legal advisers
consultants and contractors
technical partners
delivery and logistics providers where relevant to a project
installation partners where relevant to a project
regulators and government authorities
law enforcement authorities where disclosure is required by law
We limit disclosure to information reasonably necessary for the relevant purpose.
Where another organisation processes personal data on our behalf, appropriate contractual and data protection arrangements apply.
Some organisations, including certain technology platforms, also process information independently under their own privacy policies.
16. INTERNATIONAL DATA TRANSFERS
Some service providers operate internationally or use systems located outside the United Kingdom.
As a result, personal data sometimes passes to, or is accessed from, countries outside the United Kingdom.
Where UK data protection law requires safeguards for an international transfer, we use an appropriate recognised transfer mechanism.
Depending on the circumstances, safeguards include:
UK adequacy regulations
the UK International Data Transfer Agreement
the UK Addendum to approved Standard Contractual Clauses
another safeguard recognised under UK data protection law
Where required, we assess relevant risks associated with international transfers.
For information about safeguards relevant to your personal data, contact:
17. HOW LONG WE KEEP PERSONAL DATA
We keep personal data only for as long as necessary for the purpose for which we collected it, taking account of legal, accounting, regulatory, contractual and legitimate business requirements.
Prospective leads and general enquiries
We normally retain lead and enquiry information for up to 24 months after the last meaningful interaction.
Where an active discussion, project or commercial opportunity continues beyond this period, we retain relevant information while the relationship or discussion remains active.
Customers and contractual relationships
We retain information connected with contracts, orders, payments, projects and commercial transactions for the period required to manage the relationship and meet legal, accounting and tax obligations.
Certain contractual and business records are normally retained for up to six years after the relevant relationship or transaction ends, subject to applicable requirements.
Inactive opportunities
We periodically review inactive lead and enquiry information.
Where no continuing business, contractual, legal or compliance reason supports retention, we delete or anonymise the information.
Marketing information
We retain marketing information while a valid lawful purpose exists.
Suppression information
Where you opt out of direct marketing, we retain limited information where necessary to ensure we continue to respect the opt-out.
Advertising and technical information
Retention periods for information held in advertising, analytics and technology platforms differ according to the platform, account settings and applicable requirements.
Third-party platforms also apply their own retention periods to information processed independently within their services.
18. DATA SECURITY
Capsule Whales Limited uses appropriate technical and organisational measures to protect personal data.
Measures include, where appropriate:
controlled access to business systems
user authentication
restricted administrative permissions
secure cloud services
business email security
access management
service-provider security controls
contractual data protection requirements
procedures for responding to security incidents
Access to personal data is limited to authorised people who require the information for legitimate business purposes.
We review security measures in light of the nature of the information, the processing activity and the associated risk.
19. PERSONAL DATA BREACHES
Where a personal data breach occurs, we assess the nature, scope and potential impact of the incident.
Where applicable law requires notification to the Information Commissioner's Office or affected individuals, we follow the relevant notification requirements.
We take appropriate steps to contain, investigate and address security incidents.
20. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances and the lawful basis used, UK data protection law provides rights relating to your personal data.
Right of access
You have the right to request information about personal data we hold about you and, where applicable, receive a copy.
Right to rectification
You have the right to request correction of inaccurate personal data and completion of incomplete personal data.
Right to erasure
You have the right to request deletion of personal data where the legal conditions for erasure apply.
Right to restriction
You have the right to request restriction of processing in circumstances provided by law.
Right to object
You have the right to object to certain processing based on legitimate interests.
Right to object to direct marketing
You have the right to object to the processing of your personal data for direct marketing at any time.
Following such an objection, we stop processing your personal data for direct marketing purposes.
Right to data portability
Where the relevant legal requirements apply, you have the right to receive certain personal data in a structured, commonly used and machine-readable format.
Right to withdraw consent
Where we rely on consent, you have the right to withdraw your consent at any time.
Withdrawal does not affect processing undertaken lawfully before consent was withdrawn.
Rights relating to automated decision-making
UK data protection law provides protections in relation to certain decisions based solely on automated processing where those decisions produce legal or similarly significant effects.
21. HOW TO EXERCISE YOUR RIGHTS
To exercise a data protection right or ask a question about personal data, contact:
Capsule Whales Limited
276 Hempstead Road
Watford
England
WD17 4LY
United Kingdom
Email:
Please provide enough information for us to understand your request and identify the relevant records.
We normally respond to valid requests within one month, subject to any lawful extension or exception.
Where appropriate, we request reasonable information to verify identity before releasing, deleting or changing personal data.
22. AUTOMATED PROCESSING
Capsule Whales Limited uses automation to route, organise and manage certain enquiries and leads.
For example, information submitted through LinkedIn passes through Make into authorised Capsule Whales systems.
Our standard lead-management activities do not rely solely on automated decision-making to make decisions producing legal or similarly significant effects on individuals.
Significant decisions concerning customers, projects, partnerships and commercial relationships involve human review.
23. CHILDREN
Capsule Whales Limited provides products and business services intended for adults, businesses and organisations.
Our advertising and lead-generation activities are not directed towards children.
We do not knowingly seek personal information from children through our standard website forms or LinkedIn Lead Gen Forms.
24. THIRD-PARTY PLATFORMS AND WEBSITES
Our website, advertisements and communications include links or connections to third-party services.
LinkedIn and other third-party organisations operate their own platforms and process certain personal data independently under their own privacy policies.
Where a third party acts as an independent data controller, its own privacy information governs its independent processing.
We encourage users to review the privacy information of relevant third-party services.
25. CHANGES TO THIS PRIVACY POLICY
We review this Privacy Policy when our business processes, technology, service providers or legal obligations change.
Where a material change affects how we process personal data, we update the relevant privacy information in accordance with applicable law.
The current version is published at:
https://capsulewhales.com/privacy-policy
The date at the beginning of this policy identifies when the policy was last updated.
26. QUESTIONS AND COMPLAINTS
For questions or concerns about how Capsule Whales Limited processes personal data, contact:
Capsule Whales Limited
276 Hempstead Road
Watford
England
WD17 4LY
United Kingdom
Email:
You also have the right to complain to the Information Commissioner's Office, the UK's independent data protection regulator.
Information Commissioner's Office
Website:
27. CONTACT DETAILS
Capsule Whales Limited
Company number:
15942303
Registered office:
276 Hempstead Road
Watford
England
WD17 4LY
United Kingdom
Website:
Privacy and data protection enquiries:
