1. Data Controller Information

2. Information We Collect

2.1 Information You Provide Directly

When you use our services or contact us, we may collect:

• Contact Information: Name, email address, phone number, company name, job title
• Project Information: Project details, specifications, drawings, technical documentation
• Business Information: Company registration details, billing address, VAT/tax numbers
• Communication Records: Emails, phone calls, meeting notes, service requests
• Payment Information: Billing details (processed securely through third-party payment processors)

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• Technical Data: IP address, browser type, device information, operating system
• Usage Data: Pages visited, time spent on site, navigation patterns, referral sources
• Cookies: Session cookies, preference cookies, analytics cookies (see Cookie Policy below)

2.3 Information from Third Parties

We may receive information about you from:

• Professional referrals and business partners
• Public business directories and professional networks
• Credit reference agencies (for commercial clients)

3. Legal Basis for Processing (GDPR/RODO)

We process your personal data under the following legal bases:

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 Service Delivery

• Providing cost estimation and quantity surveying services
• Project communication and collaboration
• Delivery of reports, estimates, and documentation
• Customer support and technical assistance

4.2 Business Operations

• Invoice generation and payment processing
• Account management and record keeping
• Quality assurance and service improvement
• Legal and regulatory compliance

4.3 Marketing and Communications

• Sending service updates to existing clients
• Marketing communications (with consent where required)
• Industry insights and technical updates
• Event invitations and networking opportunities

5. Data Sharing and Disclosure

5.1 Service Providers

We may share your data with trusted service providers who assist us:

• Cloud storage and computing services (with appropriate security measures)
• Email and communication platforms
• Payment processors (who process payments securely)
• Professional advisors (accountants, lawyers)

5.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal obligations or court orders
• Protect our rights, property, or safety
• Prevent fraud or illegal activities
• Respond to regulatory inquiries

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to this privacy policy.

5.4 No Third-Party Marketing

We never sell, rent, or share your personal data with third parties for their marketing purposes.

6. International Data Transfers

As we operate in multiple jurisdictions (UK, Poland, Australia), your data may be transferred internationally. We ensure appropriate safeguards are in place:

• EU/UK to Third Countries: Standard Contractual Clauses approved by EU Commission
• Adequacy Decisions: Transfers to countries with adequate data protection (e.g., UK-EU)
• Security Measures: Encryption and secure data transmission protocols

7. Data Retention

We retain your personal data for as long as necessary to:

• Active Clients: Duration of business relationship plus 7 years (for legal and tax purposes)
• Prospects: 2 years from last contact (unless you opt out of communications)
• Project Documentation: Minimum 7 years for professional liability purposes
• Marketing Lists: Until you unsubscribe or request deletion

8. Your Rights Under GDPR/RODO

You have the following rights regarding your personal data:

9. Data Security

We implement robust security measures to protect your data:

• Encryption: TLS/SSL encryption for data transmission
• Access Controls: Role-based access with strong authentication
• Secure Storage: Encrypted cloud storage with reputable providers
• Regular Audits: Security assessments and vulnerability testing
• Staff Training: Regular data protection training for all personnel
• Incident Response: Documented breach notification procedures

10. Cookie Policy

10.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience and analyze website performance.

10.2 Types of Cookies We Use

10.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling cookies may affect website functionality. For more information, visit www.aboutcookies.org.

11. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Material changes will be communicated via:

• Email notification to active clients
• Prominent notice on our website
• Updated "Last Modified" date at the top of this policy

13. Complaints and Supervisory Authority

If you have concerns about how we handle your personal data, please contact us first. You also have the right to lodge a complaint with your local data protection authority:

• UK: Information Commissioner's Office (ICO) - ico.org.uk
• Poland: Urząd Ochrony Danych Osobowych (UODO) - uodo.gov.pl
• EU: Your national data protection authority
• Australia: Office of the Australian Information Commissioner (OAIC) - oaic.gov.au

14. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or your personal data: