Privacy Policy
Last updated: 16th September 2026
Harlequin Swimming Pools Ltd has looked after swimming pools in Hampshire and the surrounding counties since 1973. This notice explains what we do with personal information and what you can ask us to do about it. It covers our customers, anyone who enquires, and visitors to this website. Our staff, subcontractors and job applicants are given a separate notice.
Who we are
Harlequin Swimming Pools Ltd is the data controller for the information described here, which means we decide what is collected and what happens to it.
| Address | Innersdown Farm, Winchester Road, Micheldever, Winchester, Hampshire SO21 3BW |
| info@harlequinpools.co.uk | |
| Telephone | 01962 774004 |
| Company number | 1482677, registered in England and Wales |
| ICO registration | ZA033792 |
What we do with information, and for how long
| What we do, and what we hold | Why we are allowed to | How long we keep it |
| Answering enquiries, surveying and quoting. Your contact details, the location of the pool and whatever you tell us about it | Taking steps at your request before entering into a contract | Three years from our last contact, if no work follows |
| Building, refurbishing, servicing and repairing. Site details, access arrangements, measurements, drawings, photographs of the work, job and water test history, engineers’ notes | Performing our contract with you | Six years after we last worked for you. Records of pool construction and major refurbishment may be kept for up to twelve years, given the nature and expected life of the work and the possibility of later warranty or contractual questions |
| Invoicing and keeping accounts. Name, billing address, invoice and payment records. Card payments go through our bank’s terminal and we do not hold card numbers | Our contract with you, and our legal obligations under company and tax law | Six years plus the current financial year |
| Reminding you when a service is due. Name, contact details and service history | Our legitimate interest in keeping the pools we look after properly maintained, and in telling existing customers about services we already provide. Tell us to stop and we will | While you are a customer, or until you ask us to stop |
| Health and safety records, including accidents on site. Names, contact details, what happened and any injury | Our legal obligations. Where injury details are involved we also rely on the condition for health and safety at work in the Data Protection Act 2018 | Three years from the date of the record, longer where the law requires it |
| CCTV at our yard and buildings. Images of people arriving and moving about. No sound is recorded | Our legitimate interest in protecting our staff, stock, vehicles and premises | About 34 days, then automatically overwritten |
| Running this website. Pages viewed, technical information about your visit, and your IP address | Your consent, for analytics. Our legitimate interest in keeping our contact form free of automated abuse and in delivering our video quickly | Set out in our cookie notice |
We review our records once a year and delete anything that has passed these periods. When a record is deleted it is removed from the systems we use day to day, though copies may remain in secure backups for a few weeks until those are overwritten in the normal course.
The video on our home page
It is delivered through a content delivery network, which keeps a copy of the file so it reaches you quickly wherever you are. It sets no cookies, stores nothing on your device and does not track you. The network does receive your IP address, because it cannot send you a file without knowing where to send it, and it uses that only to deliver the video and to protect the service from abuse.
The customer portal
If you use the customer portal you sign in with an email address and password. The login form is provided by Fieldmotion Ltd, the company behind our job management system, and what you see there is the record we hold about you: your jobs, visits and documents. A cookie keeps you signed in while you are using it. Your account details are kept while the account is open, and you can ask us to close it at any time.
Who we share information with
We do not sell personal information, and we do not pass it to anyone for their own marketing.
| Who | What for | Where |
| Fieldmotion Ltd | Our job management system, which holds customer records, jobs, visits, engineers’ notes and photographs | United Kingdom |
| 34SP.com | Hosting this website | United Kingdom |
| Bunny.net | Delivering the video on our home page | Ljubljana, Slovenia |
| Spam protection on our contact form, the map if you choose to load it, and analytics if you accept them | United States | |
| Our accountant and Xero | Bookkeeping, invoicing and payroll | United Kingdom |
| Subcontractors | Where a specialist carries out part of the work, given only what they need to do it | United Kingdom |
| Our bank, insurers and professional advisers | Payments, claims and advice | United Kingdom |
| HMRC, the Health and Safety Executive and others | Where the law requires us to provide information | United Kingdom |
Information that leaves the UK
Most of our suppliers are in the United Kingdom. Where information does go elsewhere, we rely either on the UK Government having formally assessed that country as offering suitable protection, or on the UK’s international data transfer agreement or addendum. Ask us and we will tell you which applies to a particular supplier and where you can see it.
Keeping information safe
Access to customer records is limited to the people who need it for their work. Our systems are password protected and confidential paper records are kept locked away. Our job management supplier holds ISO 27001 certification. Anyone handling information on our behalf does so under a written contract requiring them to keep it secure and to use it only on our instructions.
Your rights
You can ask us to give you a copy of what we hold about you, correct anything wrong or incomplete, delete information we no longer have a good reason to keep, limit what we are doing with it while a question is sorted out, stop relying on our legitimate interests, or pass information to another provider in a portable form. Where we have asked for your consent, you can withdraw it at any time.
You can also tell us at any point to stop sending service reminders, and we will stop.
These rights are not absolute, and sometimes the law requires us to keep information even when you have asked us to delete it. Where we cannot do what you have asked, we will explain why. There is no charge, and we will normally reply within a month.
Cookies
Essential cookies make the site work. Nothing else is set unless you accept it, and you can change your mind at any time using the cookie settings link in the footer. Our cookie notice explains what each one does.
If you are unhappy with us
Please tell us first, using the details at the top. We will acknowledge your complaint within 30 days and tell you what we intend to do about it. If you are not satisfied with our answer, you can complain to the Information Commissioner’s Office, which regulates data protection in the UK, on 0303 123 1113 or at ico.org.uk. You can go to them without coming to us first, though we would rather have the chance to put things right.
Changes to this notice
We review this notice once a year, and whenever we change how we work in a way that affects it. The date at the top shows when it was last updated.
