This page covers:
Privacy policy
Last updated: June 2026
Who we are
The Look Up Look Out campaign website provides safety awareness, incident and near-miss reporting, shrouding request help, and practical guidance for people working with poles near overhead electricity lines in the United Kingdom.
The data controller for personal information collected through this website is the Look Up Look Out campaign, contactable using the details on our Contact page.
Technical hosting, database storage, and email delivery may be carried out by trusted service providers acting as processors on our instructions. Those providers do not use your data for their own marketing.
ICO data protection fee
The campaign completed the ICO self-assessment in June 2026. We understand that no ICO data protection fee is payable and no exemption notification to the ICO is required for the campaign as currently operated. That does not mean we can ignore data protection law — we still handle personal data responsibly under this privacy policy and keep only what we genuinely need.
Who this site is for
This site is intended for adults working in or around the exterior cleaning and pole-work trades, supervisors, and members of the public with relevant safety concerns. It is not directed at children. If you are under 18, please ask a parent, guardian, or supervisor before submitting personal information.
What we collect
Depending on how you use the site, we may collect:
Incident and near-miss reports (report form)
- What you type (description, optional date, optional region, optional role).
- Up to five photos you choose to upload.
- Your email address if you provide it (for example to send a confirmation).
- Optional UK postcode and/or map coordinates when you provide location.
- Consent choices you tick on the form.
- Technical metadata for abuse prevention (for example IP address and browser user-agent), stored with the report.
Descriptions and photos may reveal health or injury information (special category data under UK GDPR) if you choose to include it.
Shrouding intake (request shrouding)
- Site photos, location notes, what3words, GPS coordinates, urgency flags, and draft request text.
- Optional consent for a coarse public map pin.
- Technical metadata for abuse prevention.
Ask Sophie (ask-sophie)
- Your question (required).
- An optional display name.
- A one-way hash of your IP address for abuse prevention (we do not store the raw IP in the Ask Sophie table).
Browsing the site
- Cookies and similar storage as described in the cookie policy below.
- Server logs from our hosting provider (standard web server diagnostics).
We do not use advertising trackers, social-media pixels, or analytics cookies on the public campaign site.
Internal map vs public map
If you opt in on the report form, we may store a precise location for campaign staff only (internal review and staff map). That is separate from the optional public approximate map, which only ever shows a deliberately coarse point — never your exact pin, postcode text, or address on the public site.
Shrouding intake can include a similar optional consent: if you agree, we may derive and show only a coarse point for awareness, not your exact GPS on the public map.
We do not publish your report narrative, photos, email, or precise location on the public website unless we separately agree that with you in writing (for example in a press or case-study context outside the automated map).
Why we use your information and our lawful bases
We process personal data only where we have a lawful basis under UK GDPR:
| Purpose | Typical data | Lawful basis (indicative — confirm with your adviser) |
|---|---|---|
| Receive and review incident/near-miss reports | Form fields, photos, consents | Consent (required campaign checkbox) and legitimate interests (running a safety evidence base) |
| Store optional location for staff maps | Postcode, coordinates, internal consent | Consent |
| Show coarse pins on the public map | Derived coarse coordinates | Consent (separate checkbox) |
| Shrouding intake and draft requests | Photos, location, notes | Consent (by submitting the flow) and legitimate interests (providing the tool) |
| Ask Sophie Q&A | Question, optional name | Consent (by submitting) and legitimate interests (moderating public safety Q&A) |
| Send optional report confirmation email | Email address | Consent (you provided email voluntarily) |
| Abuse prevention and security | IP, user-agent, hashed IP, rate limits | Legitimate interests (protecting the service and submitters) |
| Health/injury details you include in reports | Description, photos | Explicit consent via the campaign consent checkbox — seek legal advice on Art. 9 UK GDPR wording |
We do not use automated decision-making or profiling that produces legal or similarly significant effects.
How long we keep information
We keep personal data only as long as needed for the purposes above and any legal obligations. Indicative periods (to be confirmed internally and with your solicitor):
| Data type | Indicative retention |
|---|---|
| Incident reports, photos, and linked metadata | Up to 7 years from submission, unless you ask for earlier erasure and we can honour it |
| Shrouding intake drafts and photos | Up to 2 years from last activity, or sooner when no longer needed |
| Ask Sophie entries (pending or rejected) | Up to 12 months |
| Ask Sophie entries (published) | While published, then archived up to 3 years |
| Ops/security logs and rate-limit data | Up to 90 days |
When retention ends, we delete or anonymise data unless we must keep a minimal record for legal defence or regulatory obligation.
Who we share information with
We may share personal data with:
- Hosting and database providers (for example Supabase) — storage and backups.
- Email delivery providers (for example Resend or SMTP) — sending confirmation emails you request.
- Cloudflare Turnstile (if enabled) — bot protection on the report form; loads only after cookie consent.
- what3words (if you use that field) — converting coordinates for display.
- Postcode lookup services (for example postcodes.io) — routing shrouding requests to network operators.
We do not automatically transfer your shrouding or report data to electricity network operators. You choose whether and how to contact them.
We may share anonymised or aggregated statistics (without identifying you) with industry bodies, regulators, or the public for campaign purposes.
We may disclose information if required by law, court order, or to protect someone's vital interests in an emergency.
International transfers
Some processors may store or process data outside the UK. Where that happens, we rely on appropriate safeguards (for example UK adequacy regulations, UK International Data Transfer Agreement, or processor standard contractual clauses). Ask us for details of transfers relevant to your submission.
Your rights
Under UK data protection law you may have the right to:
- Access a copy of your personal data.
- Rectify inaccurate data.
- Erase data in certain circumstances.
- Restrict or object to certain processing.
- Withdraw consent where processing is based on consent (without affecting earlier lawful processing).
- Complain to the Information Commissioner's Office (ICO): ico.org.uk.
To exercise your rights, contact us using the details on the Contact page. We may need to verify your identity before responding.
Security
We use access controls, private storage for uploaded photos, staff-only internal tools, and rate limiting to reduce abuse. No website can guarantee perfect security; please do not upload more personal data than necessary.
Terms of use
Last updated: June 2026
By using this website you agree to these terms. If you do not agree, please do not use the site.
About this website
Look Up Look Out is a free UK safety awareness campaign. It is not a commercial product, employer service, or substitute for statutory reporting.
Not professional advice
Content on this site — including safety pages, equipment reviews, industry guidance, Ask Sophie answers, and the shrouding intake tool — is general information and awareness only.
It is not:
- Legal advice.
- Electrical engineering or network-operator advice.
- HSE, employer, or insurance guidance.
- A recommendation to work in any particular way or with any particular product.
Always follow your training, risk assessments, employer rules, insurance conditions, and applicable law. For immediate danger near electricity, call 105; in an emergency call 999.
Not official reporting
The report form is for campaign learning and awareness only. It does not replace official reporting to your employer, a distribution network operator, or regulators (including the HSE) when the law or your job requires it.
Shrouding tool
The shrouding intake tool helps you prepare a draft request. Network operators do not receive your details from this site automatically. You may need to re-enter information on the operator's own website. Submitting a draft here does not guarantee shrouding or a response time.
Ask Sophie
Questions submitted to Ask Sophie may be edited for clarity before publication. We do not guarantee a response or publication. Published questions and answers are public. We may reject submissions that are abusive, off-topic, or unsafe to answer in public.
Your submissions
When you submit a report, photo, or question and tick the relevant consent boxes:
- You confirm the information is accurate to the best of your knowledge.
- You have the right to upload any photos you provide.
- You grant the campaign a licence to use the submission for campaign purposes described on the form and in this policy (including anonymised statistics, advocacy, staff review, and — if you opt in — a coarse map pin).
- You will not include unnecessary personal data about other people without their permission.
We may remove or redact submissions that contain unlawful content, threaten others, or breach these terms.
Acceptable use
You must not:
- Submit false, misleading, or malicious reports.
- Harass, defame, or dox other people.
- Attempt to break into staff areas, scrape the site aggressively, or disrupt services.
- Upload malware or unlawful material.
Intellectual property
Campaign branding, text, and original materials on this site are owned by or licensed to the Look Up Look Out campaign unless stated otherwise. You may share campaign materials for awareness purposes. Do not imply endorsement where none exists.
Equipment reviews and industry guidance discuss general safety and regulatory context; they do not make findings about any specific company or product unless clearly stated.
Third-party links
This site links to external resources (for example HSE guidance, network operators, and social channels). We are not responsible for their content or privacy practices.
Disclaimer and liability
The site and its content are provided "as is" to the fullest extent permitted by law. To the extent permitted by law, we exclude liability for loss arising from reliance on site content or tools, except where liability cannot be excluded (including death or personal injury caused by our negligence, or fraud).
Nothing in these terms limits your statutory rights as a consumer where applicable.
Changes
We may update these terms and the privacy policy. Material changes will be reflected on this page with an updated date. Continued use after changes means you accept the updated terms.
Governing law
These terms are governed by the laws of England and Wales. Courts in England and Wales have exclusive jurisdiction, without prejudice to mandatory protections available to you elsewhere in the UK.
Cookie policy
Last updated: June 2026
What are cookies?
Cookies are small text files stored on your device. We also use similar browser storage (for example local storage for cookie consent and PWA caching).
Cookies and storage we use
| Name / storage | Type | Purpose | Duration | Consent needed? |
|---|---|---|---|---|
theme | First-party cookie | Remember light/dark mode | Up to 1 year | Usually considered essential / preference — confirm with your adviser |
lulo_cookie_consent | Local storage | Remember your cookie banner choice | Until you clear site data | Set by your choice in the banner |
| PWA service worker cache | Browser cache | Faster repeat loads; installable app shell | While installed | Functional for the installable site |
| Cloudflare Turnstile | Third-party | Bot protection on the report form only | Session / provider-defined | Yes — loads only if you accept cookies in the banner |
lulo_ops_session | HttpOnly cookie | Staff internal login only | Staff session | Not used for public visitors |
We do not use analytics or advertising cookies on the public campaign site.
Managing cookies
When you first visit, a banner lets you Accept or Reject non-essential cookies. If you reject, the report form will not load Cloudflare Turnstile; you may need to contact the campaign another way if bot protection blocks automated submission.
You can also control cookies through your browser settings and clear site data at any time.
More information
For how we use personal data, see the privacy policy above. For questions, use the Contact page.