GDPR Notice

Buildex Pro ("Buildex Pro", "we", "our" or "us") is committed to protecting your privacy and ensuring that your Personal Data is processed lawfully, fairly and transparently.

This GDPR Notice explains your rights under applicable data protection legislation and describes how Buildex Pro complies with its legal obligations when processing Personal Data.

This GDPR Notice should be read together with our:

• Privacy Policy;
• Cookie Policy;
• Terms & Conditions; and
• Disclaimer.

This Notice is intended to provide additional information regarding your rights under the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018 and, where applicable, the EU General Data Protection Regulation ("EU GDPR").

Nothing contained within this Notice limits or replaces any rights granted to you under Applicable Data Protection Law.

This Notice applies whenever Buildex Pro processes Personal Data relating to:

a. visitors to our Website; b. Customers; c. prospective Customers; d. landlords; e. tenants; f. homeowners; g. commercial clients; h. Contractors; i. subcontractors; j. suppliers; k. employees; l. job applicants; m. consultants; n. business partners; and o. any other identifiable individual whose Personal Data is processed by Buildex Pro.

This Notice applies to Personal Data processed through:

• our Website;
• customer portals;
• contractor portals;
• email;
• telephone;
• messaging platforms;
• online enquiry forms;
• quotations;
• contracts;
• property inspections;
• photographs;
• project documentation;
• recruitment activities; and
• any other business activities undertaken by Buildex Pro.

This Notice applies irrespective of the country from which you access our Website, subject to Applicable Data Protection Law.

Buildex Pro processes Personal Data in accordance with Applicable Data Protection Law.

Depending upon the circumstances, this may include:

a. the UK General Data Protection Regulation (UK GDPR); b. the Data Protection Act 2018; c. the Privacy and Electronic Communications Regulations (PECR); d. the EU General Data Protection Regulation (EU GDPR); e. applicable data protection legislation in other jurisdictions where legally required; and f. any legislation replacing, amending or supplementing the above.

Where mandatory legal obligations arise under another jurisdiction, Buildex Pro shall comply with those obligations to the extent required by law.

For the purposes of Applicable Data Protection Law, Buildex Pro is generally the Data Controller in relation to the Personal Data described in our Privacy Policy unless expressly stated otherwise.

As Data Controller, Buildex Pro determines:

a. why Personal Data is processed; b. how Personal Data is processed; and c. the safeguards applied to Personal Data.

Where Buildex Pro processes Personal Data solely on behalf of another organisation acting as Data Controller, Buildex Pro may act as a Data Processor and the relevant contractual arrangements shall govern that processing.

Questions regarding our role as Data Controller may be directed to Buildex Pro using the contact information published on our Website.

Buildex Pro processes Personal Data in accordance with the principles established by Applicable Data Protection Law.

We are committed to ensuring that Personal Data is:

a. processed lawfully, fairly and transparently; b. collected for specified, explicit and legitimate purposes; c. adequate, relevant and limited to what is necessary; d. accurate and kept up to date where appropriate; e. retained only for as long as necessary; f. processed securely using appropriate technical and organisational measures; and g. handled in a manner that demonstrates accountability and compliance.

These principles apply throughout the lifecycle of Personal Data processed by Buildex Pro.

Buildex Pro will process Personal Data only where one or more lawful bases under Applicable Data Protection Law applies.

The lawful basis relied upon will depend upon the particular circumstances.

Lawful bases may include:

a. your consent; b. performance of a Contract; c. taking steps before entering into a Contract; d. compliance with legal obligations; e. protection of vital interests; f. performance of tasks carried out in the public interest where applicable; and g. the legitimate interests of Buildex Pro or a third party, provided such interests are not overridden by your fundamental rights and freedoms.

Further details regarding the lawful bases relied upon for particular processing activities are contained within our Privacy Policy.

The categories of Personal Data processed by Buildex Pro depend upon your relationship with us.

These categories may include:

a. identity information; b. contact information; c. property information; d. financial information; e. technical information; f. communication records; g. account information; h. project documentation; i. employment information; j. recruitment information; k. marketing preferences; and l. other information reasonably necessary for the provision of our Services.

Further information regarding the specific categories of Personal Data collected is available within our Privacy Policy.

Buildex Pro does not intentionally process Special Category Data unless:

a. there is a lawful basis to do so; b. an additional condition required under Applicable Data Protection Law is satisfied; and c. such processing is reasonably necessary.

Where Special Category Data is processed, Buildex Pro applies additional safeguards appropriate to the nature and sensitivity of the information.

Special Category Data may include information relating to:

a. health; b. accessibility requirements; c. occupational safety; d. disability accommodations; or e. other protected categories recognised under Applicable Data Protection Law.

Buildex Pro shall retain Special Category Data only for as long as reasonably necessary and in accordance with Applicable Data Protection Law.

Buildex Pro may use automated technologies, artificial intelligence or machine learning tools to assist in the administration and delivery of our Services.

Such technologies may be used for:

a. customer support; b. appointment scheduling; c. quotation assistance; d. fraud detection; e. cyber-security; f. document generation; g. workflow automation; h. operational efficiency; and i. internal analytics.

Buildex Pro does not carry out solely automated decision-making that produces legal or similarly significant effects on individuals unless permitted by Applicable Data Protection Law.

Where Applicable Data Protection Law grants you rights relating to automated decision-making, those rights shall be respected by Buildex Pro.

Buildex Pro primarily processes Personal Data within the United Kingdom.

However, some technology providers, cloud service providers or professional advisers engaged by Buildex Pro may process Personal Data outside the United Kingdom or European Economic Area.

Where Personal Data is transferred internationally, Buildex Pro shall ensure that appropriate safeguards are implemented in accordance with Applicable Data Protection Law.

Such safeguards may include:

a. adequacy regulations; b. adequacy decisions; c. International Data Transfer Agreements (IDTAs); d. Standard Contractual Clauses (SCCs); e. Binding Corporate Rules (BCRs); f. approved certification mechanisms; or g. other safeguards recognised under Applicable Data Protection Law.

Further information regarding international transfers may be requested by contacting Buildex Pro using the contact details published on our Website.

Subject to Applicable Data Protection Law, you have the right to request confirmation as to whether Buildex Pro processes your Personal Data.

Where Buildex Pro processes your Personal Data, you may request access to that Personal Data together with certain supplementary information required by Applicable Data Protection Law.

Information provided may include, where applicable:

a. the purposes of Processing; b. the categories of Personal Data concerned; c. the recipients or categories of recipients to whom Personal Data has been disclosed; d. the envisaged retention period; e. your data protection rights; f. the source of the Personal Data where it was not obtained directly from you; g. information regarding international transfers; and h. information regarding automated decision-making where applicable.

Buildex Pro may request reasonable evidence of identity before disclosing Personal Data.

You have the right to request that inaccurate or incomplete Personal Data held by Buildex Pro be corrected.

Buildex Pro will take reasonable steps to investigate and, where appropriate, rectify inaccurate Personal Data without undue delay.

Where appropriate, Buildex Pro may request supporting evidence before making corrections.

Rectification does not require Buildex Pro to amend records that accurately reflect historical events or legal obligations.

Subject to Applicable Data Protection Law, you may request the deletion of your Personal Data in certain circumstances.

This right may apply where:

a. the Personal Data is no longer necessary for the purpose for which it was collected; b. consent has been withdrawn and no other lawful basis exists; c. you successfully object to the Processing; d. the Personal Data has been unlawfully processed; e. deletion is required by Applicable Law; or f. other circumstances recognised under Applicable Data Protection Law apply.

The right to erasure is not absolute.

Buildex Pro may retain Personal Data where Processing remains necessary for:

a. compliance with legal obligations; b. the establishment, exercise or defence of legal claims; c. fraud prevention; d. regulatory compliance; e. taxation; f. accounting; g. insurance requirements; or h. other lawful purposes recognised under Applicable Data Protection Law.

In certain circumstances, you may request that Buildex Pro temporarily restrict the Processing of your Personal Data.

Restriction may be available where:

a. the accuracy of the Personal Data is contested; b. the Processing is alleged to be unlawful; c. Buildex Pro no longer requires the Personal Data but you require it for legal claims; or d. you have objected to Processing pending verification of legitimate interests.

Where Processing is restricted, Buildex Pro may continue Processing only where permitted by Applicable Data Protection Law.

Where Applicable Data Protection Law provides such a right, you may request a copy of certain Personal Data in a structured, commonly used and machine-readable format.

Where technically feasible and legally permitted, you may also request that the Personal Data be transmitted directly to another Data Controller.

The right to data portability applies only in circumstances prescribed by Applicable Data Protection Law.

You may object to certain Processing carried out by Buildex Pro where Applicable Data Protection Law provides such a right.

This may include Processing based upon:

a. legitimate interests; b. direct marketing; or c. other grounds recognised under Applicable Data Protection Law.

Where a valid objection is received, Buildex Pro shall cease the relevant Processing unless compelling legitimate grounds or another lawful basis permits continued Processing.

You may object to direct marketing at any time, and Buildex Pro will honour such requests where required by Applicable Data Protection Law.

Applicable Data Protection Law may grant you rights relating to decisions based solely on automated Processing that produce legal or similarly significant effects.

Where such rights apply, you may request:

a. meaningful human intervention; b. an opportunity to express your point of view; c. an explanation of the decision-making process where required by law; and d. review of the relevant decision.

Buildex Pro will comply with such requests where required under Applicable Data Protection Law.

Where Buildex Pro relies upon your consent as the lawful basis for Processing, you may withdraw that consent at any time.

Withdrawal of consent shall not affect the lawfulness of Processing undertaken before consent was withdrawn.

Withdrawal of consent may affect Buildex Pro's ability to provide certain Services or Website functionality where Processing depends upon that consent.

Before responding to any request relating to Personal Data, Buildex Pro may request reasonable information to verify your identity.

Verification measures help protect Personal Data against unauthorised disclosure, fraud and identity theft.

Where Buildex Pro is unable to verify the identity of the individual making the request, we may request additional information before proceeding.

Failure to provide sufficient verification may result in Buildex Pro being unable to process the request until identity has been satisfactorily confirmed.

Buildex Pro aims to respond to valid data subject requests without undue delay and within the time limits prescribed by Applicable Data Protection Law.

Where legally permitted, Buildex Pro may extend the response period where:

a. the request is particularly complex; b. multiple requests have been received from the same individual; or c. additional time is reasonably necessary under Applicable Data Protection Law.

Where an extension is required, Buildex Pro shall inform the individual within the applicable statutory period and explain the reasons for the delay where required by law.

Requests should be submitted using the contact details published on the Buildex Pro Website.

Where a request relates to information processed by Buildex Pro solely as a Data Processor, Buildex Pro may refer the request to the relevant Data Controller where appropriate.

Buildex Pro will not normally charge a fee for responding to a valid data subject request.

However, where permitted by Applicable Data Protection Law, Buildex Pro reserves the right to:

a. charge a reasonable administrative fee; or b. refuse to act upon a request,

where the request is manifestly unfounded, excessive or repetitive.

Where Buildex Pro refuses a request, we shall provide the reasons for that decision together with information regarding any available rights of complaint or appeal, where required by Applicable Data Protection Law.

If you are dissatisfied with the way Buildex Pro has processed your Personal Data, we encourage you to contact us first so that we may investigate and attempt to resolve your concerns.

You also have the right to lodge a complaint with the competent supervisory authority responsible for data protection in your jurisdiction.

For individuals within the United Kingdom, the competent supervisory authority is the Information Commissioner's Office ("ICO").

Nothing contained within this GDPR Notice limits your statutory right to lodge a complaint with any competent supervisory authority.

Buildex Pro implements appropriate technical and organisational measures designed to protect Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

Security measures may include, where appropriate:

a. encryption; b. secure servers; c. firewalls; d. access controls; e. authentication procedures; f. staff training; g. cyber-security monitoring; h. secure backups; i. contractual confidentiality obligations; and j. regular review of security practices.

Although Buildex Pro applies reasonable security measures, no method of electronic transmission or storage can be guaranteed to be completely secure.

Buildex Pro retains Personal Data only for as long as reasonably necessary for the purposes for which it was collected or as otherwise required or permitted by Applicable Data Protection Law.

Retention periods may vary depending upon:

a. legal obligations; b. contractual obligations; c. regulatory requirements; d. taxation; e. accounting; f. insurance requirements; g. limitation periods; h. dispute resolution; and i. legitimate business interests.

Once Personal Data is no longer required, Buildex Pro shall securely delete, anonymise or otherwise dispose of it in accordance with Applicable Data Protection Law.

Further information regarding data retention is available within our Privacy Policy.

Buildex Pro may engage carefully selected third-party service providers to process Personal Data on our behalf.

Where third-party processors are appointed, Buildex Pro shall take reasonable steps to ensure that appropriate contractual safeguards are in place in accordance with Applicable Data Protection Law.

Such processors may include providers of:

a. cloud hosting; b. information technology services; c. payment processing; d. customer relationship management systems; e. document management; f. communications platforms; g. recruitment services; h. cyber-security services; i. analytics services; and j. other business support services.

Third-party processors may process Personal Data only on documented instructions from Buildex Pro unless otherwise required by Applicable Law.

The Buildex Pro Website may be accessed from countries outside the United Kingdom.

Where Personal Data is processed in connection with individuals located outside the United Kingdom, Buildex Pro shall comply with Applicable Data Protection Law to the extent required.

Nothing contained within this GDPR Notice shall be interpreted as limiting any mandatory legal protections available under applicable data protection legislation.

Buildex Pro reserves the right to amend, update or replace this GDPR Notice from time to time.

The most recent version shall always be published on the Website.

Material changes may be communicated through the Website or by other appropriate means where required by Applicable Data Protection Law.

The "Last Updated" date shown at the beginning of this GDPR Notice indicates when this Notice was most recently revised.

If you have any questions regarding this GDPR Notice or wish to exercise any of your data protection rights, you may contact Buildex Pro using the official contact details published on our Website.

To assist us in responding efficiently, please provide sufficient information to identify yourself and the nature of your request.

Where appropriate, Buildex Pro may request additional information to verify your identity before responding.

Headings are included for convenience only and shall not affect the interpretation of this GDPR Notice.

Words importing the singular include the plural and vice versa unless the context otherwise requires.

References to legislation include any amendment, replacement, consolidation or re-enactment of that legislation.

The words "including", "includes", "such as" and similar expressions shall be interpreted as meaning "including without limitation".

Capitalised terms not otherwise defined in this GDPR Notice shall have the meanings assigned to them in the Buildex Pro Terms & Conditions or Privacy Policy, where applicable.

Buildex Pro is committed to protecting the privacy, confidentiality and security of the Personal Data entrusted to us.

We continually review our policies, procedures and technical safeguards to ensure ongoing compliance with Applicable Data Protection Law and recognised industry standards.

This GDPR Notice is intended to help you understand your rights and the safeguards applied to your Personal Data when interacting with Buildex Pro.

This GDPR Notice should be read together with our Terms & Conditions, Privacy Policy, Cookie Policy and Disclaimer, each of which forms part of Buildex Pro's wider legal framework.

Where there is any inconsistency between this GDPR Notice and mandatory provisions of Applicable Data Protection Law, the mandatory legal provisions shall prevail.

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