Privacy Policy.

Introduction

We protect your personal data in line with the requirements of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. The GDPR requires data controllers such as ourselves to document our lawful basis for processing personal data. It also gives you rights over how your data is processed. This privacy policy documents the data we collect, why and how we process it, and how to exercise your rights.

Data controller

The data controller responsible for this website is SMG Building Solutions Ltd (Company Number 07315621), represented by Mr M. Graham, who can be contacted at office@smgbuildingsolutions.co.uk or by telephone on 01634 123456.

Our registered office is: Unit 36, Space Business Centre, Strood, Rochester, Kent.

This website contains links to third-party websites, which have their own data controllers and privacy policies. This privacy policy applies only to this website.

Lawful basis for processing

For each method by which we collect personal data, this privacy policy documents our lawful basis for processing the data. Where we rely on your consent to process your data, we explain how you can withdraw your consent and delete your data.

Individual rights

The GDPR gives you rights over how your personal data is processed, including:

• The right to access your personal data
• The right to rectification of inaccurate data
• The right to erasure (“right to be forgotten”)
• The right to restrict processing
• The right to data portability
• The right to object to processing
• The right to withdraw consent at any time

You can exercise your rights by contacting us at office@smgbuildingsolutions.co.uk. In some cases you can also exercise your rights through automated systems, as described at the relevant points in this privacy policy.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been infringed. Visit ico.org.uk or call 0303 123 1113.

Security

The GDPR requires us to implement appropriate technical measures to protect data. We verify the identity of any individual who requests access to data before granting access. We use Transport Layer Security (TLS, also known as SSL) to encrypt any data you supply to us through our website. Additional technical measures are described at the relevant points in this privacy policy.

Disclosures

In addition to any sharing of data described elsewhere in this privacy policy, we may disclose data for legal reasons. If we suspect criminal activity we may disclose data relating to those involved or affected to the appropriate authorities. We may also be obliged to disclose data if we receive a request from an appropriate authority.

We may share your personal data with:

• Subcontractors and suppliers involved in delivering your building project
• Professional advisors including accountants and insurers
• Industry bodies for accreditation and compliance purposes (CHAS, ISO auditors)
• Government authorities where legally required

We do not sell your personal data to third parties for marketing purposes.

Changes to this privacy policy

We may occasionally make changes to this privacy policy. Following any changes, the date at the top of this privacy policy will be updated. If any change allows for wider access to data, such changes will only apply to data collected after the date of the updated privacy policy.

Cookies

Cookies are small pieces of text that are stored by your browser. Each cookie has a name and is associated with a particular site. When your browser sends a request to a site (for example, to download a page, image, or video), the computer that responds (known as a server) may tell your browser to set one or more cookies. When your browser makes further requests to the same site it sends the cookies back to the server. This allows the server to remember you as you browse the site, and provide features such as shopping baskets or password-protected areas.

For more information on the cookies we use, see our Cookie Policy.

Contact forms and enquiries

When you submit an enquiry through our website contact forms, quote request forms, or email us directly, we collect the information you provide including:

• Your name
• Company name (if provided)
• Email address
• Telephone number
• Project details and any other information you include in your message

Lawful basis for processing: Performance of a contract / Legitimate interests

Why? To respond to your enquiry, provide quotations for our commercial building services, and communicate about potential or ongoing projects. This information is necessary to understand your requirements and provide appropriate advice or quotations.

How long we retain this data:

• If no contract results: 2 years from last contact
• If a contract is agreed: 7 years after project completion (for legal and warranty purposes)

Your rights: You can request deletion of your enquiry data at any time by contacting office@smgbuildingsolutions.co.uk, subject to any legal obligations we have to retain certain records.

Data collected by third parties on our behalf

Spoton.net

Our site is hosted by Spoton.net Limited (registered company number 06139437 in England and Wales). Spoton.net logs all requests in order to determine the causes of reported faults and to detect and block suspicious traffic. The log records the time of the request, your IP address, the requested resource, the referring site (if specified by your browser), and your browser’s user agent string (which will usually include the name and version of your browser and operating system). Log files are deleted after ninety days.

Lawful basis for processing: Compliance with a legal obligation

Why? To comply with the GDPR obligation to implement appropriate technical measures to protect data.

Cloudflare

Our site is served through Cloudflare. Cloudflare helps our site load faster by storing copies of our content in data centres around the world, and defends our site from attacks by logging requests to detect and block suspicious traffic. For more information on how Cloudflare handles the data it collects, see Cloudflare’s privacy policy.

Lawful basis for processing: Compliance with a legal obligation

Why? To comply with the GDPR obligation to implement appropriate technical measures to protect data.

Google Analytics

We use Google Analytics to track visitor interaction with our site in order to produce statistical reports. Google collects details of the pages you view and the time you viewed them, the features of your browser, and your IP address. For more information on how Google handles the data it collects, see Google’s privacy policy.

To opt out of Google Analytics tracking on our site, see the Google Analytics section of our Cookie Policy. To opt out of Google Analytics tracking on all sites, use the Google Analytics Opt-out Browser Add-on.

Lawful basis for processing: Pursuance of our legitimate interests

Why? To allow us to analyse how visitors interact with our site in order to improve our site and our services.

Other data collected by third parties

Mapbox maps

When you view a page containing Mapbox maps, your browser connects to Mapbox. For more information on how Mapbox handles the data it collects, see Mapbox’s privacy policy.

Data retention

We retain different types of data for varying periods:

• Enquiry data (no contract): 2 years from last contact
• Client project data: 7 years after project completion
• Financial records: 7 years (HMRC requirement)
• Marketing consents: Until you withdraw consent
• Website analytics: As per Google Analytics retention settings
• Server logs: 90 days

International data transfers

We primarily store and process data within the UK. Where data is transferred outside the UK (for example, through our use of Cloudflare or Google Analytics), appropriate safeguards are in place in accordance with UK GDPR requirements.

Contact us

If you have questions about this privacy policy, wish to exercise your data protection rights, or have concerns about how we handle your personal data, please contact:

Data Protection Contact: Mr M. Graham
SMG Building Solutions Ltd
Unit 36, Space Business Centre
Strood, Rochester, Kent

Email: office@smgbuildingsolutions.co.uk
Telephone: 01634 123456