Privacy Policy

1. Who we are

RegulaBuild Compliance Ltd is a company registered in England and Wales with company number 17460890. Our registered office is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.

In this policy, "we", "us" and "our" mean RegulaBuild Compliance Ltd. We are the controller of the personal information described in this policy, which means we decide how and why it is used.

We are not required to appoint a data protection officer. One of our directors is responsible for data protection and is your point of contact:

• Email: info@regulabuild.co.uk
• Telephone: 020 3886 3488
• Post: RegulaBuild Compliance Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

2. Who this policy covers

This policy applies to:

• people who visit our website
• people who request a quote or contact us by email, telephone, WhatsApp or social media
• our clients and the people who act for them, such as architects, agents and contractors
• people whose details appear in information we receive for a project, such as occupiers or tenants who give access for a visit

3. The information we collect

Please do not send us information about health, ethnicity, religion or other special categories of personal information, or information about criminal offences. We do not need it to provide our services. If a document you send happens to contain this kind of information, we only keep it where it is necessary for the work.

If you give us information about another person, for example a tenant who will give access for a test, please make sure they know you are sharing it and point them to this policy.

4. How and why we use your information

Data protection law requires us to have a lawful basis for each way we use personal information. The table below sets out our purposes and the basis we rely on.

Where we rely on legitimate interests, we have balanced our interests against your rights and freedoms, and we only use your information in ways you would reasonably expect. You can ask us for more detail about this assessment.

5. Documents and photographs you send us

Our quote form lets you attach drawings, documents and photographs, including photographs taken on your phone. Files are kept on our website host in private storage that is not open to the public. Our team receives a secure download link for each file and copies the files to our business document storage so that they can review them.

• Only send the files we need to understand the work. Where possible, avoid photographs that show people or personal belongings.
• Uploaded files are only available to our team and to the qualified specialists who need them to carry out the services you request.
• If your enquiry does not go ahead, we delete the files within the period set out in the retention table below.

6. What happens when you send a quote request

When you send our quote form, the following happens:

• Your details and files are saved on our website host, Hostinger, in a UK data centre. The storage is private and is not part of the public website.
• We receive an email at our own mailbox, info@regulabuild.co.uk, sent through our email service provider, Brevo. It contains the details you entered and a download link for each file. The links stop working after 30 days.
• We send you an automatic email through Brevo confirming that your enquiry has been received. It gives your enquiry reference and the names of the files we received. It does not include the files themselves, your description or your other details. We then reply to the contact details you gave us.
• If you start a request but do not finish it, anything you have uploaded is deleted after 24 hours.
• The details and files held on our website host are deleted automatically 12 months after you send the form. You can ask us to delete them sooner.
• To limit misuse of the form, we count the requests made from each internet connection. The count is kept under a coded version of the connection's IP address, not the address itself, and is deleted within a few hours. In the same way, we count the receipt emails sent to each email address, under a coded version of the address.

7. Who we share your information with

We share personal information only where it is needed for the purposes above:

• Service providers who act for us, who may only use the information to provide their service to us: Hostinger, our website host, which stores the website, the quote form records and uploaded files; Brevo, our email service provider, which sends us a notification email for each quote request and sends you a receipt email; Google, which provides our business email and document storage and, only if you accept analytics cookies, our website analytics; RayTechWave, which built and maintains the website and may need to access the website host, including enquiry records, to do so; WhatsApp if you contact us that way; and our accounting and IT support providers.
• Qualified specialists we appoint to carry out parts of your work, such as energy assessors, testing engineers, surveyors, electrical and gas engineers, and fire and health and safety assessors. RegulaBuild remains your point of contact and manages the work. Where professional, scheme or legal rules require a specialist to keep their own records or to be named on an official certificate or register, they are responsible for those records.
• Building control bodies, certification schemes and official registers where results must be submitted or lodged. Energy Performance Certificates are added to the government's EPC register, which the public can search by address.
• People you ask us to send information to, such as your architect, lender, letting agent or solicitor.
• Our professional advisers, such as lawyers and accountants.
• Regulators, courts and law enforcement where we are legally required to share information.
• A buyer or successor if our business, or part of it, is sold or reorganised.

We do not sell your personal information.

8. Transfers outside the UK

Our website host stores the website, the quote form records and uploaded files in a UK data centre. Some of our other service providers store or access information outside the UK. Google and WhatsApp are based in the United States, and our email service provider, Brevo, is based in France.

Where information is transferred outside the UK, we make sure it is protected by an approved safeguard, such as UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, or the International Data Transfer Addendum to the EU standard contractual clauses. Contact us if you would like more information.

9. How long we keep your information

We keep personal information only for as long as we need it. At the end of the period we delete it or make it anonymous.

10. How we protect your information

We use appropriate technical and organisational measures to protect personal information, including:

• encrypted connections (HTTPS) on our website and forms
• access limited to the people who need it for their work
• multi-factor authentication on our business email and administrator accounts
• regular backups and secure deletion when information is no longer needed

No method of transmission or storage is completely secure. If we become aware of a breach that is likely to affect you, we will act quickly to contain it and tell you where the law requires it.

11. Your rights

You have the right to:

• access the personal information we hold about you
• correct information that is inaccurate or incomplete
• erase your information in certain circumstances
• restrict how we use your information in certain circumstances
• object to our use of your information where we rely on legitimate interests, and to direct marketing at any time
• data portability, meaning you can receive information you gave us in a commonly used format, where we rely on consent or contract and process it by automated means
• withdraw consent at any time where we rely on consent, for example for analytics cookies

To use any of these rights, contact us using the details above. There is normally no charge. We will respond within one month, or tell you within that month if we need longer because your request is complex. We may ask you to confirm your identity before we act.

Some rights are limited. For example, we may need to keep project records to meet legal obligations or to defend a claim, even if you ask us to delete them. If so, we will explain why.

12. Complaints

If you are unhappy with how we have handled your personal information, please tell us first so that we can try to put it right. You can complain by email, telephone or post using the details above.

We will acknowledge your complaint within 30 days of receiving it, look into it properly, keep you informed of progress and tell you the outcome without undue delay.

You also have the right to complain to the Information Commission, the UK regulator for data protection, through its website.

13. Automated decisions and the website assistant

We do not make decisions about you using only automated processing.

Our website assistant gives automated answers based on the information published on this website. It does not decide anything about you or your project, and its answers are not professional advice. The assistant runs in your browser: what you type is not sent to us or to anyone else, and it is not kept once you leave the page. Please do not share sensitive personal information in the assistant.

14. Children

Our website and services are intended for adults. We do not knowingly collect personal information from children.

15. Cookies

We use cookies and similar technologies on our website. Our Cookie Policy explains what they do and how to change your choices.

16. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. If we make significant changes, we will highlight them on our website.