Privacy Policy

This policy explains how Habgood Manual Solutions collects, uses and protects personal information, and the rights you have over it.

Who we are

Habgood Manual Solutions produces O&M manuals and other handover documentation for construction projects in the UK. It is a trading name of Habgood Construction Ltd, a company registered in England and Wales (company number 11225017) whose registered office is at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. In this policy, "we", "us" and "our" mean Habgood Construction Ltd trading as Habgood Manual Solutions.

We are the controller of the personal information described in this policy. That means we decide how and why it is used, and we are responsible for looking after it.

If you have a question about this policy or about your information, contact David Habgood by email at david@habgoodmanualsolutions.co.uk or by phone on 07967 136674.

What information we collect

We collect only what we need to answer enquiries, quote for work and deliver it.

• Enquiries: when you use the contact form on our website, email us or phone us, we collect your name, email address, phone number and whatever you tell us about your project.
• Client and project contacts: when we work with you, we hold the names, job titles and work contact details of the people we deal with at your organisation and at the contractors, subcontractors and suppliers on the project.
• Project documents: the documents we are given to compile a manual, such as test certificates, commissioning sheets, warranties and drawings, sometimes contain names and signatures. We include these documents as supplied and do not use the personal information in them for anything else.
• Business records: quotations, invoices and payment records.
• Website technical data: our website host automatically records technical details of each visit, such as IP address, browser type and the pages requested.

We do not ask for sensitive personal information, such as health details, and we do not need it. Please do not send it to us.

How we use your information

UK data protection law requires a lawful basis for each use of personal information. Here is what we do and the basis we rely on.

• Replying to enquiries and preparing quotations, using your enquiry details. Lawful basis: steps taken at your request before a contract, and our legitimate interest in responding to people who contact us.
• Delivering the documents we are engaged to produce, using client and project contacts and project documents. Lawful basis: performance of our contract with the client, and our legitimate interest in working with the people named by the project team.
• Invoicing, keeping accounts and meeting tax rules, using business records. Lawful basis: legal obligation, and performance of our contract.
• Keeping the website secure and working, using website technical data. Lawful basis: our legitimate interest in running a safe, reliable website.

We do not sell personal information, use it for automated decision-making, or send marketing emails to people who have not asked for them.

Who we share it with

We share personal information only where the work or the law requires it.

• Our website host: the website is built and hosted on Webflow. Webflow stores the enquiries sent through our contact form and forwards them to us by email. It acts on our instructions as our processor.
• Other service providers: our email, file storage and accounting providers hold information on our behalf so that we can run the business.
• The project team: the manuals and documents we produce are delivered to our client and may be passed to the building owner and its facilities management team. Any names or signatures in the source documents go with them.
• Authorities: we disclose information when the law requires it, for example to HMRC.

Transfers outside the UK

Webflow, Inc. is based in the United States, so enquiry details are transferred outside the UK. That transfer is covered by Webflow's Data Processing Addendum (webflow.com/legal/dpa), which includes the UK International Data Transfer Addendum. Where any other service provider stores information outside the UK, we make sure appropriate safeguards are in place.

How long we keep it

We keep personal information only for as long as we need it.

• Enquiries that do not lead to work: 12 months from our last contact with you.
• Client and project records, including the documents we produced: 6 years after the project ends, for accounting, tax and legal reasons.
• Website technical data: for the period set by our website host.

After that we delete the information or remove anything that identifies you.

Cookies

Our website sets one cookie, and it is needed for the site to run securely. We do not use analytics, advertising or social media cookies.

The cookie is called _cfuvid. It is set by Cloudflare, part of our website host's network, to help tell real visitors from automated traffic, and it expires when you close your browser. You can block or delete cookies in your browser settings.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you
• ask us to correct information that is wrong or incomplete
• ask us to delete your information
• ask us to restrict how we use it
• object to our use of it where we rely on legitimate interests
• ask us to send your information to you or to another organisation in a portable format
• withdraw consent, where we rely on consent

To use any of these rights, email david@habgoodmanualsolutions.co.uk. We will reply within one month. There is normally no charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We will update this policy when the way we handle personal information changes, and we will show the date of the latest version at the top of this page.