Privacy Policy

Important status

This policy is a working draft for local review. It is not approved for production. Ecobuild must complete its data map, retention schedule, processor list and legal review before launch.

1. Who we are

Ecobuild is the controller of personal information collected through this website and through the management of enquiries, quotations and building work.

The final policy must provide Ecobuild’s full legal name, company number, registered office, privacy contact and confirmed ICO registration position.

2. Information we collect

Depending on the enquiry or project, Ecobuild may collect names and contact details; customer type and authority to act for the property; property address and postcode; service, urgency and project details; photographs and documents; appointment, quotation, variation, contract and payment records; communications and complaints; and security or audit information.

Free-text descriptions and photographs may contain personal information. Customers should avoid sending unrelated information about other people.

3. How we use information

Ecobuild uses personal information to assess and respond to enquiries, arrange appointments, prepare and administer quotations and contracts, allocate employees and subcontracted teams, coordinate project delivery and variations, respond to complaints, protect the service and meet applicable legal or record-keeping obligations.

Photographs are used to help understand and manage the enquiry or work. They are stored privately and are not published as customer projects without separate permission.

4. Lawful bases

The likely lawful bases include taking steps at the customer’s request before entering a contract, performing a contract, complying with legal obligations and Ecobuild’s legitimate interests in operating and protecting the service.

Consent will be used only where it is genuinely required and can be withdrawn. The final policy must map each purpose to its confirmed lawful basis.

5. Who receives information

Relevant information may be shared with Ecobuild staff, subcontracted teams assigned to assess or deliver the work, service providers acting on Ecobuild’s instructions, professional advisers, insurers, regulators or authorities where required, and parties authorised by the customer.

The final data map must determine whether each subcontractor acts as Ecobuild’s processor, an independent controller or both in different circumstances. Ecobuild does not sell personal information or distribute enquiries to unrelated companies for marketing.

6. Photographs and documents

Photographs and project documents are used only where needed for assessment, quotation, delivery, record-keeping or a legal requirement. The final process must confirm file validation, scanning and deletion arrangements before uploads are used in production.

7. International transfers

The final policy must identify whether any provider stores or accesses personal information outside the UK and explain the safeguards relied upon.

8. Retention

Ecobuild will not keep identifiable personal information longer than necessary for the purpose for which it was collected and any applicable legal, tax, insurance, contractual or dispute period.

Specific periods or meaningful criteria remain to be confirmed for enquiries, quotations, contracts, financial records, photographs, communications, complaints and audit events.

9. Security

Ecobuild uses access controls, authenticated staff accounts, private storage and other proportionate measures to protect personal information. No system can be guaranteed completely secure. This wording must be checked against the production configuration before publication.

10. Individual rights

Depending on the circumstances, individuals may have rights to access, correct, erase, restrict or object to processing, and to receive certain information in a portable form. They may also complain to the Information Commissioner’s Office.

The final policy must provide Ecobuild’s confirmed privacy contact details and explain any rights that depend on the lawful basis used.

11. Cookies and similar technologies

The public website does not currently use advertising or optional analytics cookies. The embedded map and any future third-party tools must be tested and described accurately before production. Where required, an appropriate choice mechanism must be provided before optional technologies are set.

12. Changes and effective date

The approved policy must display an effective date and explain how material changes will be communicated. Continued website use will not be presented as blanket consent to new processing.