Privacy Policy.

1. Summary

At Sustain Building Services Ltd we are committed to respecting and protecting your privacy, so the purpose of this privacy policy is to give you a clear explanation of how we collect and process your personal data through your use of this website, including any data you may provide when you use our website, engage our services, contact us over the phone, by email, or provide information to us by any other means.

For all of our services, the data controller — the company responsible for personal data — is Sustain Building Services Ltd. You can contact us about data protection by emailing craig@sustainbuildingservices.co.uk.

Sustain Building Services Ltd operates from [FULL REGISTERED / TRADING ADDRESS].

2. Information We Collect

We collect, use, store and transfer different kinds of personal data about you to enable us to provide you with our services and, where we are permitted, to tell you about the services we offer.

Personal data, or personal information, means any information about an individual from which that person can be identified.

  • Name and contact details — this includes your name, title, job title, company name, home address, work address, email address and telephone numbers.
  • Project and site information — this includes details of the buildings, sites or projects you ask us to work on, including any survey, drawing or building information you share with us.
  • Payment information — this includes your bank account details and billing information where you engage us on a paid basis.
  • Contractual history — this includes details of the services you have commissioned from us and our correspondence about them.
  • Marketing preferences — this includes your preferences in receiving marketing from us and your communication preferences.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data).

You don’t have to give us any of your personal data. Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

3. How We Collect Personal Data

We use different methods to collect data from and about you, including through:

Direct interactions — You may give us your personal data by filling in forms on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when:

  • Enquiring about or commissioning our design, survey or consultancy services.
  • Requesting a fee proposal, capability statement or project portfolio.
  • Attending a site visit, design meeting or project workshop with us.
  • Providing feedback.

Automated technologies — As you interact with our website, we may automatically collect information about your device and how you use our site. We collect this personal data using cookies, server logs and other similar technologies.

4. How We Use Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into, or have entered into, with you.
  • Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.
  • For certain processing purposes, we may request your consent to authorise the processing.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Sharing Personal Data

We’re serious about our commitment to protecting your privacy, so we do not sell your personal data to any third party.

Where a project requires it, we may share relevant contact and project information with other members of the professional team — such as architects, structural engineers, main contractors, specialist sub-contractors or utility providers — strictly for the purpose of delivering the services you have engaged us for. We also use trusted service providers such as IT, cloud storage, accounting and software suppliers who process data on our instructions and are subject to a duty of confidentiality.

6. Keeping Personal Data Secure

We’re committed to keeping your personal data secure and have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. How Long We Keep Personal Data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, professional indemnity or reporting requirements. Project records are typically retained for the period required by our professional obligations and the terms of our appointment.

In some circumstances, you can ask us to delete your data — see the section detailing your legal rights below for further information.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

8. Your Legal Rights

Under the UK General Data Protection Regulation (UK GDPR), you have a number of legal rights relating to your personal data:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

If you wish to exercise any of the rights set out above, or if you have any questions or a complaint, please contact us by emailing craig@sustainbuildingservices.co.uk.

You will not have to pay a fee to access your personal data, or to exercise any of the other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request, to speed up our response.

We will respond to all legitimate requests within one month.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please do contact us in the first instance.

9. Support

If you have any enquiries about our privacy policy, you can email us at craig@sustainbuildingservices.co.uk.

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