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Privacy Policy

1. Who we are

This Privacy Policy explains how VMM CONSTRUCTION (“we”, “us” and “our”) collects, uses, stores and shares personal data.

We are the data controller for the personal data covered by this Privacy Policy.

Company name: VMM CONSTRUCTION LTD
Company number: 16556152
Registered office: William Harvey House, Whitlock Drive, London, England, SW19 6SQ  
Email: info@vmmconstruction.co.uk

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us using the details above.
 

2. What this Privacy Policy covers

This Privacy Policy applies when you:

  • visit our website;

  • contact us by phone, email, form, social media or message;

  • request a quote, estimate, survey or site visit;

  • instruct us to carry out works;

  • deal with us as a client, supplier, subcontractor, consultant or other business contact.

 

3. The personal data we collect

Depending on how you interact with us, we may collect and process the following personal data:

Identity and contact details

  • name;

  • home address;

  • project address;

  • email address;

  • phone number.

Enquiry and project information

  • details of your enquiry;

  • information about the services or works you require;

  • notes from calls, meetings, surveys and site visits;

  • drawings, plans, specifications and design information;

  • photographs, videos and measurements relating to your property or project;

  • records of correspondence and project communications.

Quote, contract and transaction data

  • quotations, estimates and pricing information;

  • contract details;

  • invoices, payment records and related financial information.

Website and technical data

  • IP address;

  • browser type and version;

  • device and operating system information;

  • pages visited and usage information;

  • cookie and consent preferences.

Marketing and communications data

  • your preferences for receiving marketing from us;

  • records of consent, opt-in and opt-out choices.

Supplier, subcontractor and recruitment data

Where relevant, we may also collect:

  • business contact details;

  • insurance details;

  • qualifications and compliance information;

  • bank details;

  • references and onboarding information.

4. How we collect personal data

We collect personal data:

  • directly from you when you contact us, complete a form, request a quote, call us or email us;

  • when we carry out site visits, inspections, surveys or meetings;

  • during the course of pricing, planning, managing and delivering works;

  • from architects, designers, structural engineers, consultants or representatives involved in your project;

  • through cookies and similar technologies on our website;

  • from publicly available sources where relevant to a legitimate business enquiry or project.

The ICO says privacy information should explain what personal data is collected, why it is used, who it is shared with, the retention period and the rights individuals have.

 

5. How we use personal data

We use personal data for the following purposes:

To respond to enquiries

We use your data to respond to messages, discuss your requirements, arrange surveys or site visits, and decide whether we can assist with your project.

To prepare estimates and quotations

We use your data to assess the proposed works, prepare budgets, estimates and quotations, and discuss scope, programme and options.

To manage and deliver projects

We use your data to plan, coordinate, manage and carry out the works, including communication, scheduling, procurement, quality control, snagging, handover and aftercare.

To manage our business and accounts

We use your data for record-keeping, invoicing, payment processing, bookkeeping, audit, insurance, legal and debt recovery purposes.

To improve our website and services

We may use technical and usage data to maintain website performance, understand how visitors use the site, improve user experience and develop our services.

To send marketing communications

Where lawful, we may send occasional updates about our services, completed projects or related business communications. You can opt out at any time.

To manage suppliers, subcontractors and recruitment

Where relevant, we use personal data to assess suitability, carry out onboarding, manage compliance and maintain business relationships.

 

6. Our lawful bases for processing

Under the UK GDPR, we must have a lawful basis for processing personal data. The ICO requires organisations to explain the lawful basis or bases they rely on.

We rely on the following lawful bases, depending on the circumstances:

Contract

Where processing is necessary to perform a contract with you, or to take steps at your request before entering into a contract.

This includes:

  • responding to requests for quotes;

  • preparing estimates;

  • delivering agreed works;

  • managing payments and project administration.

Legal obligation

Where processing is necessary to comply with legal or regulatory obligations.

This includes:

  • tax and accounting records;

  • health and safety obligations;

  • insurance requirements;

  • responding to lawful requests from authorities.

Legitimate interests

Where processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and interests.

This includes:

  • running and growing our business;

  • responding to enquiries efficiently;

  • maintaining project records;

  • managing suppliers and subcontractors;

  • improving our website and services;

  • protecting our legal position;

  • recovering sums owed.

Consent

Where consent is required, we will rely on consent.

This may include:

  • certain marketing communications;

  • certain cookies and similar technologies used on the website.

Where we rely on consent, you can withdraw it at any time.

7. Special category data
We do not generally seek or require special category personal data. If this changes in a particular case, we will only process such data where we have a valid lawful basis and an additional condition for processing under data protection law. The ICO makes clear that special category data requires both.

8. Who we share personal data with
We may share personal data where reasonably necessary with:
our employees, managers and authorised personnel;
site managers and project managers;
subcontractors, trades and suppliers;
architects, designers, structural engineers and consultants involved in the project;
accountants, insurers, solicitors and other professional advisers;
software providers, website hosts, email providers, cloud storage providers and IT support providers;
payment processors and finance providers;
regulators, courts, HMRC, law enforcement bodies and other authorities where required by law or to protect our legal interests.
We do not sell personal data.
Where third-party service providers process personal data on our behalf, we require them to do so appropriately and securely.

9. International transfers
We primarily store and process personal data in the UK. If any of our service providers transfer personal data outside the UK, we will take reasonable steps to ensure appropriate safeguards are in place.

10. How long we keep personal data
The ICO says privacy information should include retention periods, or if fixed periods are not possible, the criteria used to decide how long information is kept.
We keep personal data only for as long as reasonably necessary for the purposes set out in this Privacy Policy, including to meet legal, accounting, tax, insurance and dispute-resolution requirements.
As a general guide:
enquiry records that do not lead to work may be kept for up to 24 months;
estimate and quotation records may be kept for up to 6 years;
project, contract, invoice and payment records may be kept for up to 6 years after completion, and longer where reasonably necessary for tax, insurance, warranty or legal claim purposes;
marketing records may be kept until you unsubscribe or ask us to stop;
website analytics and cookie-related records will be kept in line with the settings and retention periods of the relevant tools.
We may retain data for longer where reasonably necessary to establish, exercise or defend legal claims.

11. Your rights
The ICO states that privacy information should tell people which rights they have in relation to their personal data.
Subject to the conditions and limits set by law, you may have the right to:
request access to your personal data;
request correction of inaccurate or incomplete personal data;
request erasure of your personal data;
request restriction of processing;
object to processing based on legitimate interests;
withdraw consent where consent is the basis for processing;
request transfer of your data in certain circumstances;
complain to the Information Commissioner’s Office.
To exercise any of these rights, please contact us using the details in section 1.
We may need to verify your identity before responding.

12. Complaints
If you have concerns about how we use your personal data, please contact us first and we will try to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office (ICO), which is the UK regulator for data protection matters. The ICO says privacy notices should tell individuals how they can complain.

13. Cookies and similar technologies
Our website may use cookies and similar technologies to make the site work properly, remember preferences, measure website performance and improve user experience.
The ICO states that the rules on cookies and similar technologies are covered by PECR, and that if you use cookies or similar technologies you must comply with both PECR and the UK GDPR. Non-essential cookies require valid consent and users must be able to enable or disable them easily.
We may use the following categories of cookies:
Strictly necessary cookies
These are required for the website to function properly and cannot usually be switched off.
Analytics cookies
These help us understand how visitors use the website so we can improve performance and usability.
Functionality cookies
These remember choices or settings to improve your experience.
Marketing cookies
These may be used to support advertising, remarketing or social media features where applicable.
Where required, we will ask for consent before placing non-essential cookies on your device.
You can manage cookie preferences through our cookie banner or your browser settings.
If your website uses specific tools, list them here, for example:
Google Analytics
Meta Pixel
Google Maps embeds
reCAPTCHA
live chat tools
Only include tools that are actually in use.

14. Marketing communications
Where lawful, we may send occasional marketing communications about our services, completed works, business updates or related content.
If we rely on consent for marketing, you can withdraw that consent at any time.
You can opt out of marketing communications at any time by:
clicking the unsubscribe link in an email;
replying to the message asking us to stop;
contacting us directly.
We may keep a record of your opt-out request so that we can respect it.

15. Security
We take reasonable technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, disclosure or alteration.
Access to personal data is limited to those who need it for legitimate business purposes.
While no method of transmission or storage is completely secure, we take data security seriously and work to keep appropriate safeguards in place.

16. Third-party links
Our website may contain links to third-party websites or services. This Privacy Policy does not apply to those third-party websites, and we recommend reviewing their own privacy policies.

17. Children
Our website and services are intended for adults and business contacts. We do not knowingly collect personal data from children.

18. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
Any updated version will be posted on this page with a revised “Last updated” date.

Optional extra section for builders using project photos and testimonials
Add this only if true.
19. Project photography, testimonials and portfolio use
We may use photographs of completed works, project descriptions, testimonials and related material for our website, portfolio, social media and marketing.
Where such material includes identifiable personal data, we will only use it where we have an appropriate lawful basis and, where needed, your consent.
If you would like us to stop using a testimonial or identifiable image, please contact us.

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