Last updated: 28 October 2026
This privacy notice explains how Professional Structures collects and uses personal information when you visit our website, contact us, or request a consultation. We aim to be clear about what we collect, why we use it and the choices you have.
1. Who is responsible for your information?
Professional Structures is a trading name of PIXLWRK LIMITED, a company registered in England and Wales under company number 09991968. PIXLWRK LIMITED is the data controller for information collected through this website.
Our registered office is Unit 1 Industry Park, Cricketts Lane, Chippenham, Wiltshire, England, SN15 3EQ.
For any privacy questions or requests relating to your personal information, email matt@pstructures.com.
This notice relates to the Professional Structures website and consultancy enquiries. Other businesses or services may have their own privacy notices.
2. What information do we collect?
When you use the contact or consultation form, we collect the information you choose to provide, which can include:
- Your name and email address.
- Your organisation or business name, if you give it to us.
- The subject of your enquiry and any business information included in your message.
- Your preferred day or time for a consultation, if you provide one.
- When and through which website form your request was submitted.
Our website infrastructure may also process limited technical information, such as IP addresses, browser requests and security events, to operate and protect the website. The enquiry forms use short-lived, non-reversible identifiers derived from the requesting IP address for abuse prevention; the forms do not store the original IP address in the enquiry record.
Please avoid including financial account details, passwords, health information or other sensitive personal information in a general enquiry.
3. Why do we use your information, and on what legal basis?
We only process information for a defined purpose and on an appropriate lawful basis under the UK General Data Protection Regulation (UK GDPR).
Responding to enquiries and arranging consultations
We use your contact details and message to review your request, reply to you and discuss or arrange a consultation. Where you are considering a contract with us as an individual or sole trader, this may be necessary to take steps at your request before entering into that contract (UK GDPR Article 6(1)(b)). For enquiries made by representatives of organisations, we normally rely on our legitimate interests in answering business enquiries and discussing potential work (Article 6(1)(f)).
Providing services and maintaining business records
If we agree to work together, we may use relevant contact and project information to deliver the agreed services and administer the relationship. Depending on the circumstances, this may be necessary for a contract, a legitimate business interest, or compliance with a legal obligation, including applicable accounting and tax obligations (Article 6(1)(b), 6(1)(f) or 6(1)(c)). Further project-specific information may be provided where appropriate.
Keeping our website and records secure
We use limited technical information to prevent abuse, investigate security issues and keep our website and systems operating properly. Our lawful basis is our legitimate interest in maintaining a secure, reliable service (Article 6(1)(f)).
Where we rely on legitimate interests, we consider the purpose, necessity and impact on the people concerned. Our relevant interests are responding to requests made to our business, running our services responsibly, and protecting our systems.
Submitting a contact or consultation form does not add you to a marketing mailing list. We do not use these forms to obtain consent for unrelated promotional emails.
4. What information must you provide?
For a website enquiry we need your name, a working email address and enough information to understand your request. Without these, we may be unable to respond. Business details and preferred consultation times are optional. There is no general legal requirement to submit the form.
5. Who can access your information?
Your enquiry is saved as a restricted record in the website’s WordPress administration area. An enquiry notification is addressed to matt@pstructures.com, and access is limited to authorised people handling the request.
We use providers that support our website and business operations, including web hosting and technical support providers, our Microsoft 365 email service, and any authorised transactional email delivery provider. Those providers process information only to provide the services needed for our business. If a matter requires a specialist or subcontractor, we will share relevant information only where there is an appropriate reason and safeguards.
We do not sell personal information or share contact form details with advertisers. We will disclose information to authorities or other parties where required by law or necessary to establish, exercise or defend legal claims.
6. Does information leave the United Kingdom?
Some technology and communications providers may process information outside the UK. Where an international transfer is restricted under UK data protection law, we use an appropriate legal transfer mechanism, which may include UK adequacy regulations or approved contractual safeguards. You can email us if you would like further information about a particular provider or the safeguards applicable to your information.
7. How long do we keep it?
Website enquiries and consultation requests: We normally remove the copy stored in WordPress approximately 12 months after submission. The website has an automated retention process for these records.
Email correspondence: We retain correspondence for as long as needed to respond to the enquiry, manage a possible working relationship or meet a relevant legal requirement. We review it and remove it when it is no longer needed.
Client and business records: If an enquiry leads to an engagement, relevant records may be held separately for the duration of the relationship and, where appropriate, for up to six years afterwards to support accounting requirements and legal claims, or for longer where the law requires.
Technical records: Hosting and security logs are retained only for periods needed for security, fault investigation and operation of our systems, according to our hosting and log-rotation arrangements.
We may remove information earlier when it is no longer needed. Information may remain temporarily in protected backup copies until those backups expire under the applicable backup retention schedule.
8. How do we protect your information?
We use appropriate technical and organisational measures to reduce the risk of unauthorised access, loss or misuse. These include HTTPS connections, restricted administration access, controlled software updates, backups and monitoring where appropriate. No internet-based service can guarantee absolute security.
9. Cookies and analytics
The website is built on WordPress. It can use cookies necessary for administration, login sessions and security. These are not used to add enquiry visitors to advertising audiences.
The redesigned website does not currently activate advertising or optional analytics cookies. If we introduce non-essential cookies, tracking or an external booking service, we will update the relevant privacy and cookie information and obtain consent where required before setting non-essential technologies.
You can manage cookies through your browser settings. Disabling necessary cookies may affect login or administrative functions.
10. Your rights
Under UK data protection law, you may have rights to:
- Ask for a copy of the personal information we hold about you.
- Ask us to correct inaccurate or incomplete information.
- Ask for information to be erased or its use restricted in appropriate circumstances.
- Object to certain processing, particularly where our basis is legitimate interests.
- Receive certain information in a portable format where the legal conditions apply.
- Withdraw consent at any time where processing actually relies on consent, without affecting earlier lawful processing.
Your right to object: You can object to processing based on our legitimate interests. If we ever process your personal information for direct marketing, you have the right to object to that marketing at any time, and we must stop using your information for that purpose.
To make a request, email matt@pstructures.com. We may need to verify your identity before sharing information. Some rights are subject to legal exceptions.
11. Automated decisions
We do not use website enquiry information for decisions made solely by automated processing that produce legal or similarly significant effects on you.
12. Complaints
If you have concerns about how we use your information, please contact us first at matt@pstructures.com so that we can investigate.
You also have the right to complain to the UK Information Commissioner’s Office (ICO). You can find information about your rights and how to make a complaint at ico.org.uk/make-a-complaint/.
13. Changes to this notice
We review this notice when we change the way we collect or use personal information. The latest version is available at pstructures.com/privacy/ and will show its updated date. Where a significant change affects information we already hold, we will provide any additional notice required by law.