Privacy Policy

Buildex Pro ("Buildex Pro", "we", "our" or "us") is committed to protecting your privacy and handling your personal information in a lawful, fair and transparent manner.

This Privacy Policy explains how Buildex Pro collects, uses, stores, shares and protects personal information when you:

a. visit our Website; b. contact us; c. request a quotation; d. purchase or enquire about our Services; e. communicate with us by telephone, email, messaging applications or social media; f. submit documents or photographs; g. create an online account; h. use our customer portal or contractor portal; i. apply to work with us; j. become one of our Customers, suppliers or Contractors; or k. otherwise interact with Buildex Pro.

We recognise the importance of protecting your privacy and are committed to complying with all applicable data protection legislation, including the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018 and, where applicable, the EU General Data Protection Regulation ("EU GDPR").

This Privacy Policy applies only to the processing of personal information by Buildex Pro. Separate privacy policies may apply to third-party websites, software, applications or services linked from our Website.

By using our Website or providing information to Buildex Pro, you acknowledge that your personal information will be processed in accordance with this Privacy Policy.

This Privacy Policy applies to all personal information processed by Buildex Pro in connection with:

a. our Website; b. online enquiries; c. quotations; d. construction and property services; e. maintenance services; f. refurbishment projects; g. customer support; h. contractor management; i. supplier relationships; j. recruitment; k. marketing activities; l. competitions or promotions; m. customer accounts; n. digital platforms; o. mobile applications (if introduced); p. customer portals; q. contractor portals; and r. all other business activities undertaken by Buildex Pro.

This Privacy Policy applies whether you are:

• a visitor;
• a Customer;
• a prospective Customer;
• a landlord;
• a tenant;
• a homeowner;
• a commercial client;
• a contractor;
• a subcontractor;
• a supplier;
• an employee;
• a job applicant;
• an estate agent;
• a managing agent;
• a property developer; or
• any other individual whose personal information we process.

This Privacy Policy should be read together with our:

• Terms & Conditions;
• Cookie Policy;
• GDPR Notice;
• Disclaimer; and
• any contractual documents issued by Buildex Pro.

Buildex Pro is a construction, refurbishment, maintenance and property services business operating primarily within the United Kingdom.

For the purposes of Applicable Data Protection Law, Buildex Pro is generally the "Data Controller" of the personal information described in this Privacy Policy unless expressly stated otherwise.

Buildex Pro determines the purposes for which personal information is collected and the manner in which that information is processed.

Where Buildex Pro processes personal information on behalf of another organisation acting as a Data Processor, the relevant contractual arrangements between the parties shall govern that processing.

If you have any questions regarding this Privacy Policy or the way your personal information is handled, you may contact Buildex Pro using the contact details published on our Website.

Applicable Data Protection Law means all legislation governing the protection of personal information applicable to Buildex Pro, including the UK GDPR, Data Protection Act 2018, Privacy and Electronic Communications Regulations (PECR), EU GDPR (where applicable) and any replacement legislation.

Customer means any person or organisation requesting, purchasing or receiving Services from Buildex Pro.

Data Controller has the meaning given under Applicable Data Protection Law.

Data Processor has the meaning given under Applicable Data Protection Law.

Personal Data means any information relating to an identified or identifiable natural person.

Processing includes collecting, recording, organising, storing, adapting, retrieving, using, disclosing, sharing, transferring, deleting or otherwise handling Personal Data.

Services means all services supplied by Buildex Pro.

Special Category Data means Personal Data requiring additional protection under Applicable Data Protection Law, including information concerning health, racial or ethnic origin, religious beliefs, biometric data or other protected categories.

Website means www.buildexpro.co.uk together with all associated domains, customer portals, contractor portals and future online platforms operated by Buildex Pro.

Capitalised terms not defined in this Privacy Policy shall have the meanings given to them within the Buildex Pro Terms & Conditions where applicable.

The categories of Personal Data collected by Buildex Pro depend upon the nature of your relationship with us.

We may collect:

Identity Information

• full name;
• title;
• date of birth (where necessary);
• nationality (where required);
• identity documents (where required).

Contact Information

• postal address;
• email address;
• telephone numbers;
• business contact details.

Property Information

• property addresses;
• project locations;
• photographs;
• survey information;
• maintenance history;
• property specifications.

Financial Information

• payment records;
• invoice information;
• bank account details (where required);
• transaction history.

Technical Information

• IP address;
• browser type;
• operating system;
• device identifiers;
• language preferences;
• website usage information.

Account Information

• usernames;
• passwords (encrypted where applicable);
• account preferences;
• authentication records.

Communication Information

• emails;
• letters;
• telephone records;
• online forms;
• messaging conversations;
• customer service enquiries.

Project Information

• quotations;
• contracts;
• specifications;
• reports;
• photographs;
• inspection records;
• completion records.

Marketing Information

• communication preferences;
• newsletter subscriptions;
• consent records.

Recruitment Information

• CVs;
• qualifications;
• employment history;
• references;
• right-to-work documentation.

The information collected will always be limited to what is reasonably necessary for the relevant purpose.

You may provide Personal Data directly when you:

a. complete an enquiry form; b. request a quotation; c. make a booking; d. contact our office; e. communicate by telephone; f. communicate by email; g. communicate through messaging platforms; h. upload documents; i. upload photographs; j. create an account; k. submit feedback; l. leave a review; m. subscribe to marketing communications; n. apply for employment; or o. otherwise communicate with Buildex Pro.

Where you provide information relating to another individual, you confirm that you have the necessary authority or lawful basis to provide that information to Buildex Pro.

When you visit our Website, certain information may be collected automatically through your browser, device or our systems.

This may include:

• IP address;
• browser information;
• operating system;
• referring website;
• pages visited;
• time spent on pages;
• click activity;
• error logs;
• session information;
• approximate location derived from IP address;
• device identifiers;
• security logs.

Some of this information is collected using cookies or similar technologies. Further information is available in our separate Cookie Policy.

Automatic collection assists Buildex Pro in:

• improving Website performance;
• enhancing security;
• preventing fraud;
• understanding Website usage;
• improving customer experience;
• diagnosing technical issues.

Buildex Pro may receive Personal Data from third parties where legally permitted.

Such third parties may include:

• Customers;
• landlords;
• tenants;
• estate agents;
• managing agents;
• contractors;
• subcontractors;
• suppliers;
• insurers;
• solicitors;
• surveyors;
• architects;
• payment providers;
• identity verification providers;
• recruitment agencies;
• public authorities;
• publicly available sources; and
• social media platforms where you interact with Buildex Pro.

Where reasonably practicable, Buildex Pro will take steps to ensure that Personal Data received from third parties has been obtained lawfully.

Buildex Pro does not intentionally collect Special Category Data unless it is reasonably necessary and there is a lawful basis for doing so.

Examples may include:

• health information relevant to site safety;
• accessibility requirements;
• occupational health information;
• information required to comply with legal obligations.

Where Special Category Data is processed, Buildex Pro will apply appropriate safeguards required under Applicable Data Protection Law.

Special Category Data shall only be retained for as long as reasonably necessary to fulfil the relevant purpose or comply with legal obligations.

The Website and Services are not directed towards children under the age of eighteen (18).

Buildex Pro does not knowingly collect Personal Data directly from children except where reasonably necessary in connection with the provision of Services, legal obligations or the protection of an individual's vital interests.

Where Buildex Pro becomes aware that Personal Data has been collected from a child in circumstances where such processing is not lawful, reasonable steps will be taken to delete that information or otherwise process it in accordance with Applicable Data Protection Law.

Parents or legal guardians who believe that a child has provided Personal Data to Buildex Pro may contact us using the contact details published on our Website, and we will investigate the matter promptly.

Buildex Pro processes Personal Data only where there is a lawful basis to do so and where such processing is reasonably necessary for our legitimate business activities or legal obligations.

We may use your Personal Data to:

a. respond to enquiries; b. prepare quotations and estimates; c. arrange surveys and site visits; d. provide our Services; e. administer Contracts; f. communicate with Customers; g. schedule appointments; h. manage projects; i. issue invoices; j. process payments; k. verify identity where appropriate; l. comply with legal and regulatory obligations; m. maintain business records; n. improve our Website and Services; o. provide customer support; p. investigate complaints; q. resolve disputes; r. detect fraud; s. maintain security; t. recruit employees and Contractors; u. manage supplier relationships; v. administer customer portals; w. administer contractor portals; x. perform internal business analysis; y. improve operational efficiency; and z. carry out any other purpose reasonably connected with the provision of our Services.

We will not process Personal Data for purposes that are incompatible with those described in this Privacy Policy unless permitted or required by Applicable Data Protection Law.

Buildex Pro processes Personal Data only where one or more lawful bases under Applicable Data Protection Law apply.

Depending upon the circumstances, these lawful bases may include:

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

Where consent is relied upon 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 the consent was withdrawn.

Where more than one lawful basis applies, Buildex Pro may rely upon any lawful basis available under Applicable Data Protection Law.

Buildex Pro may send information regarding our Services where permitted by Applicable Law.

Marketing communications may include:

• newsletters;
• service updates;
• promotional offers;
• seasonal campaigns;
• new service announcements;
• customer satisfaction surveys;
• event invitations; and
• other information relating to Buildex Pro.

Where consent is required for marketing communications, Buildex Pro will obtain that consent before sending such communications.

Where marketing is permitted on the basis of our legitimate interests or the "soft opt-in" provisions under applicable legislation, you may object or unsubscribe at any time.

Every electronic marketing communication sent by Buildex Pro shall include an appropriate method of opting out where required by law.

Opting out of marketing communications will not prevent Buildex Pro from sending service-related communications, contractual notices or legally required communications.

Buildex Pro uses cookies and similar technologies to operate, improve and secure the Website.

Cookies may be used for purposes including:

a. remembering user preferences; b. maintaining website functionality; c. improving website performance; d. analysing visitor behaviour; e. enhancing security; f. preventing fraud; and g. measuring marketing effectiveness.

Detailed information regarding the categories of cookies used, their purposes, duration and your choices is contained within our separate Cookie Policy.

Where consent is required before placing non-essential cookies, Buildex Pro shall obtain such consent through an appropriate cookie consent mechanism.

Buildex Pro may utilise artificial intelligence, machine learning and other automated technologies to support the operation of our business.

Such technologies may be used for:

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

Where automated systems assist our business processes, appropriate human oversight may be applied where reasonably necessary.

Nothing contained within this Privacy Policy authorises automated decision-making where Applicable Data Protection Law requires additional safeguards.

Where legally required, Buildex Pro shall provide appropriate information regarding automated decision-making and the rights available to affected individuals.

During the provision of our Services, Buildex Pro may create or receive photographs, videos and other visual records relating to Properties, projects or completed works.

Such materials may be collected for purposes including:

a. preparing quotations; b. documenting existing conditions; c. recording project progress; d. quality assurance; e. health and safety; f. insurance; g. dispute resolution; h. compliance with contractual obligations; and i. legal proceedings where necessary.

Photographs may incidentally include personal possessions or other identifiable information.

Buildex Pro shall use reasonable measures to ensure such records are handled securely and only for legitimate purposes.

Where photographs or videos are intended to be used for marketing purposes and the Property or individuals may reasonably be identifiable, Buildex Pro shall obtain any consent required under Applicable Data Protection Law.

Telephone conversations with Buildex Pro may be monitored or recorded where permitted by Applicable Law.

Recordings may be used for:

a. staff training; b. quality assurance; c. dispute resolution; d. fraud prevention; e. regulatory compliance; f. maintaining accurate business records; and g. protecting the rights of Buildex Pro and its Customers.

Buildex Pro may also retain records of communications made through:

• email;
• SMS;
• messaging platforms;
• customer portals;
• contractor portals;
• social media; and
• online enquiry forms.

Communication records shall be retained only for as long as reasonably necessary or as required by Applicable Law.

Where reasonably necessary, Buildex Pro may verify the identity of Customers, Contractors, suppliers or other individuals.

Verification may be undertaken for purposes including:

a. fraud prevention; b. anti-money laundering compliance; c. sanctions screening; d. contractual verification; e. insurance requirements; f. legal compliance; and g. protection of Buildex Pro's legitimate business interests.

Verification may involve requesting identification documents or obtaining information from trusted third-party verification providers.

Buildex Pro shall only retain verification records for as long as reasonably necessary or as required by Applicable Law.

Buildex Pro does not sell Personal Data.

We may share Personal Data only where reasonably necessary and where permitted or required by Applicable Data Protection Law.

Recipients may include:

a. employees; b. subcontractors; c. Contractors; d. suppliers; e. professional advisers; f. insurers; g. accountants; h. solicitors; i. payment providers; j. cloud service providers; k. IT support providers; l. identity verification providers; m. regulatory authorities; n. courts; o. law enforcement agencies; and p. other trusted service providers engaged by Buildex Pro.

Where third parties process Personal Data on behalf of Buildex Pro, we shall take reasonable steps to ensure they are subject to appropriate contractual and security obligations.

Buildex Pro may disclose Personal Data where required:

a. by law; b. by a court order; c. by a competent regulatory authority; or d. where necessary to establish, exercise or defend legal claims.

Buildex Pro primarily stores and processes Personal Data within the United Kingdom.

However, some service providers or technology platforms used by Buildex Pro may process Personal Data outside the United Kingdom or the European Economic Area.

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

Such safeguards may include:

a. adequacy regulations; b. standard contractual clauses; c. recognised international data transfer mechanisms; d. binding corporate rules; or e. other lawful 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.

Buildex Pro is committed to protecting Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or unauthorised access.

We implement appropriate technical and organisational measures designed to safeguard Personal Data, taking into account:

a. the nature of the Personal Data; b. the risks presented by Processing; c. technological developments; d. the cost of implementation; and e. the requirements of Applicable Data Protection Law.

Such measures may include, where appropriate:

• encryption;
• secure servers;
• firewalls;
• multi-factor authentication;
• role-based access controls;
• secure backups;
• malware protection;
• vulnerability monitoring;
• security logging;
• staff training; and
• contractual confidentiality obligations.

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

Buildex Pro retains Personal Data only for as long as reasonably necessary to fulfil the purposes for which it was collected, including satisfying legal, regulatory, accounting, insurance and contractual requirements.

Retention periods vary depending upon the nature of the Personal Data and the purpose for which it is processed.

When determining retention periods, Buildex Pro considers:

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

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

Further information regarding specific retention periods may be requested by contacting Buildex Pro.

Subject to Applicable Data Protection Law, you may have the right to:

a. request access to your Personal Data; b. request correction of inaccurate Personal Data; c. request deletion of Personal Data; d. request restriction of Processing; e. object to certain Processing activities; f. request portability of Personal Data; g. withdraw consent where Processing is based upon consent; and h. lodge a complaint with a competent supervisory authority.

The availability of these rights depends upon the circumstances of the Processing and Applicable Data Protection Law.

Detailed information regarding the exercise of these rights is available in our separate GDPR Notice.

Buildex Pro may request reasonable proof of identity before responding to any privacy request.

Individuals wishing to exercise their privacy rights should submit their request using the contact details published on the Website.

Buildex Pro may request additional information where reasonably necessary to verify identity before responding.

Requests will be handled within the time limits required by Applicable Data Protection Law.

Where a request is manifestly unfounded, excessive or repetitive, Buildex Pro reserves the right to refuse the request or charge a reasonable fee where permitted by Applicable Data Protection Law.

Buildex Pro maintains procedures for identifying, investigating and responding to suspected Personal Data breaches.

Where a Personal Data breach is likely to result in a risk to the rights and freedoms of individuals, Buildex Pro shall take such action as is required under Applicable Data Protection Law.

Where legally required, Buildex Pro shall notify the appropriate supervisory authority and affected individuals within the applicable statutory timeframes.

Nothing in this Privacy Policy guarantees that security incidents will never occur, but Buildex Pro is committed to responding promptly and responsibly.

Our Website may contain links to third-party websites, software, applications or online services.

Buildex Pro does not control the privacy practices of third-party organisations.

Users should review the privacy policies of any third-party website before submitting Personal Data.

Buildex Pro accepts no responsibility for the content, security or privacy practices of third-party websites.

Buildex Pro may operate official social media pages and profiles.

Where you interact with Buildex Pro through social media platforms, both Buildex Pro and the relevant platform may process Personal Data.

Your use of any social media platform remains subject to that platform's own terms, privacy policies and cookie practices.

Buildex Pro recommends reviewing the privacy information published by each social media provider before interacting with our social media content.

Where Buildex Pro provides customer portals, contractor portals or other secure online systems, Personal Data may be processed through those systems.

Users are responsible for maintaining the confidentiality of their login credentials.

Users must notify Buildex Pro promptly if they believe their account has been compromised.

Buildex Pro reserves the right to suspend access where reasonably necessary to protect Personal Data, system security or the legitimate interests of Buildex Pro.

Payments made to Buildex Pro may be processed through trusted third-party payment providers.

Buildex Pro does not ordinarily store full payment card details unless required for a legitimate business purpose and permitted by Applicable Law.

Payment providers process Personal Data in accordance with their own privacy notices and applicable payment industry security standards.

Buildex Pro encourages Users to review the privacy information of any payment provider used when making payments.

Buildex Pro may use analytics services and performance monitoring tools to understand how the Website is used and to improve its functionality.

Analytics information may include:

a. pages visited; b. session duration; c. browser information; d. device information; e. approximate geographic location; f. referral sources; g. user interactions; and h. technical performance data.

Analytics data may be collected using cookies or similar technologies. Further information is provided in our separate Cookie Policy.

Where required by Applicable Data Protection Law, analytics technologies will only be activated after obtaining the necessary user consent.

Analytics information is used solely for legitimate business purposes, including improving Website performance, user experience, accessibility, security and service quality.

Where you apply for employment, subcontracting opportunities or other positions with Buildex Pro, we may process Personal Data relevant to the recruitment process.

This may include:

a. CVs and résumés; b. employment history; c. qualifications; d. licences and certifications; e. references; f. interview notes; g. right-to-work documentation; h. identity verification records; and i. any other information voluntarily provided by the applicant or lawfully obtained during the recruitment process.

Recruitment information shall be processed only for recruitment, onboarding, legal compliance and related employment purposes.

Where an application is unsuccessful, Buildex Pro may retain recruitment records for a reasonable period where permitted by Applicable Data Protection Law.

Buildex Pro may process Personal Data where reasonably necessary to comply with legal or regulatory obligations.

Such obligations may include, without limitation:

a. taxation requirements; b. accounting obligations; c. health and safety legislation; d. employment legislation; e. anti-money laundering requirements; f. fraud prevention; g. sanctions compliance; h. court orders; i. regulatory investigations; j. insurance requirements; and k. the establishment, exercise or defence of legal claims.

Where legally required, Buildex Pro may disclose Personal Data to competent authorities without obtaining additional consent.

If Buildex Pro undergoes a merger, acquisition, business reorganisation, sale of assets, refinancing or similar corporate transaction, Personal Data may be transferred as part of that transaction where permitted by Applicable Law.

Any recipient of such Personal Data shall be required to process it in accordance with applicable legal obligations and appropriate confidentiality requirements.

Where legally required, affected individuals shall be informed of any material change affecting the processing of their Personal Data.

Buildex Pro reserves the right to amend this Privacy Policy from time to time.

The latest 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 at the beginning of this Privacy Policy indicates when this document was most recently revised.

Continued use of the Website after publication of an updated Privacy Policy shall not affect any rights that you have under Applicable Data Protection Law.

Questions regarding this Privacy Policy or the way Buildex Pro processes Personal Data may be submitted using the official contact details published on our Website.

Privacy-related correspondence should include sufficient information to enable Buildex Pro to identify the relevant enquiry or request.

Buildex Pro will use reasonable endeavours to respond promptly and within any applicable statutory time limits.

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

Where you remain dissatisfied, you may have the right to lodge a complaint with the relevant supervisory authority responsible for data protection in your jurisdiction.

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

Nothing in this Privacy Policy affects your statutory right to make a complaint to a competent supervisory authority.

Headings are included for convenience only and shall not affect the interpretation of this Privacy Policy.

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

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

References to "including", "includes", "such as" or similar expressions shall be interpreted as meaning "including without limitation".

Capitalised terms not otherwise defined in this Privacy Policy shall have the meanings given to them in the Buildex Pro Terms & Conditions where appropriate.

This Privacy Policy shall be governed by and interpreted in accordance with the laws of England and Wales.

Nothing contained within this Privacy Policy limits any mandatory rights available under Applicable Data Protection Law.

Where mandatory legislation in another jurisdiction applies to the processing of Personal Data, such legislation shall apply to the extent required by law.

If any provision of this Privacy Policy is found by a court or competent authority to be unlawful, invalid or unenforceable, that provision shall be modified or severed only to the extent necessary.

The remaining provisions of this Privacy Policy shall continue in full force and effect.

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

We continually review our privacy practices, security measures and internal procedures to ensure that Personal Data is processed responsibly and in accordance with Applicable Data Protection Law.

By using our Website, requesting our Services or otherwise interacting with Buildex Pro, you acknowledge that you have read and understood this Privacy Policy.

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

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