Privacy & cookies policy

1. Who we are

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

We are not required to appoint a Data Protection Officer. Questions about this policy or about your information go to the email address above.

2. What we collect

When you contact us

Our price request and contact forms ask for your name, company, email address, phone number, the type of project and a description of the work. The contact form also asks for the site location or postcode. If you email or call us, we keep your contact details, what you tell us and any drawings, specifications or other documents you send.

Please don't send sensitive personal information, such as health details, through the forms. We don't need it to price your work.

When we work with you

If you are a contact at a client, main contractor, developer, consultant, supplier or subcontractor, we hold your name, job title, company, work contact details and our correspondence with you, along with the project records that go with the work: quotes, orders, contracts, programmes, site records and invoices.

When you visit this website

Like any website, the server that hosts this site records technical details of each visit: your IP address, browser and device type, the pages requested, the page you came from, and the date and time. This website does not use analytics or tracking tools.

Information from other sources

We sometimes receive business contact details from other people: your colleagues, main contractors and consultants on a project, tender invitations, and public sources such as company websites and Companies House.

3. How we use it

We only use your information where UK data protection law allows it. For each purpose, this is the information we use and the lawful basis we rely on.

Where we rely on legitimate interests, we have weighed them against your rights and use your information only in ways you would reasonably expect. You can object at any time (see Your rights).

You don't have to give us your information, but we can't reply to an enquiry without contact details, or carry out work without the information the contract needs. We don't make decisions about you by automated means, and we never sell your information.

4. Who we share it with

We share personal information only where we need to, with:

• service providers who host this website and our email, store our files and provide our IT and accounting systems. They act on our instructions under contract and may not use the information for their own purposes;
• clients, main contractors, consultants and subcontractors on the same project, where it is needed to deliver the work, such as the names and numbers of site contacts;
• our professional advisers, insurers and bank;
• HMRC, regulators, the police and the courts, where the law requires it;
• a buyer or successor if all or part of our business is sold or restructured, who must protect it in the same way.

Two services supply files to this website directly: Google Fonts provides the typefaces and unpkg.com provides the script that runs the page animations. When your browser fetches these files, Google and unpkg receive your IP address and browser details, as with any file requested from another server. Neither sets cookies. Our Google reviews are copied to this website by our own server, so showing them does not send your details to Google.

5. Transfers outside the UK

Some of our service providers, including Google, may process information outside the UK. Where they do, the transfer is protected by UK adequacy regulations (for example the UK–US data bridge for certified US companies) or by contract terms approved for UK transfers, such as the International Data Transfer Agreement. You can ask us for details.

6. How long we keep it

• Enquiries that don't lead to work, including website form submissions: up to two years after our last contact, then deleted.
• Project and contract records: normally 12 years after the work is completed, the period in which claims about construction work can usually be made.
• Accounting and tax records: six years from the end of the financial year they relate to.
• Website server logs: a short period set by our hosting provider, normally a few weeks.

We may keep information for longer if the law requires it or we need it for a legal claim. Once it is no longer needed, we delete it or make it anonymous.

7. Cookies

Cookies are small files a website stores on your device. This website does not use cookies for analytics, advertising or tracking, and it sets no cookies for ordinary visitors. That is why you are not asked to accept any.

If you sign in to manage the website, WordPress sets cookies that keep you signed in. These are strictly necessary for that purpose and only affect the people who run the site.

You can block or delete cookies in your browser settings at any time. If we add other cookies in future, we will update this section first and, where the law requires, ask for your consent before setting them.

8. Keeping it secure

We limit access to personal information to the people who need it, use reputable providers with appropriate security, and run this website over an encrypted (HTTPS) connection. No way of sending information over the internet is completely secure, but once we receive your information we take appropriate steps to protect it against loss, misuse and unauthorised access.

9. 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;
• receive information you gave us in a format you can reuse elsewhere (data portability);
• withdraw your consent, where we rely on it.

Some of these rights apply only in certain circumstances. To use any of them, email info@civio.co.uk or write to our registered office. There is no charge. We may ask you to confirm your identity, and we will reply within one month, or tell you within that month if a complex request needs longer.

10. Complaints

If you are unhappy with how we have handled your information, please tell us first, by email to info@civio.co.uk or by post to our registered office. We will acknowledge your complaint within 30 days, look into it and tell you the outcome.

You also have the right to complain to the UK regulator, the Information Commission (ICO), online at ico.org.uk/make-a-complaint or by phone on 0303 123 1113.

11. Links to other websites

This website links to other sites, such as our Google reviews, LinkedIn and Companies House. We are not responsible for how those sites handle your information, so please read their own privacy policies.

12. Changes to this policy

We review this policy regularly. Any changes will be posted on this page, and the date at the top will show when it was last updated.