Built To Perfection

Privacy Policy

Last Updated: April 12, 2025

At Built To Perfection, we are committed to protecting your privacy and ensuring that your personal information is handled securely and transparently. This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you interact with our website (builttoperfection.co.uk), contact us, request a quote, or engage with our home improvement and renovation services. By using our website or services, you agree to the practices outlined in this policy.

If you have any questions about this Privacy Policy, please contact us at:

Built To Perfection
Cliffe, Rochester, Kent
Phone: 07875 490182
Email: Enquiries@builttoperfection.co.uk

1. Information We Collect

We collect personal information to provide our services, respond to inquiries, and improve your experience. The types of data we collect depend on how you interact with us. Below are the categories of information we may collect:

a. Information You Provide Directly

  • Contact Details: Name, email address, phone number, and postal address when you submit a quote request, contact form, or communicate with us via phone, email, or in person.
  • Project Details: Information about your renovation or home improvement project, such as service type (e.g., kitchen, bathroom, patio), project description, or uploaded photos, provided through our “Get A Quote” form or other communications.
  • Feedback and Correspondence: Testimonials, reviews, or any messages you send us, including inquiries or complaints.
  • Payment Information: If you engage our services, we may collect billing details (e.g., bank details or payment card information) for invoicing purposes. Note: We do not store payment card details on our website.

b. Information Collected Automatically

  • Website Usage Data: When you visit builttoperfection.co.uk, we may collect:
    • IP address, browser type, device type, operating system, and referring URLs.
    • Pages visited, time spent on the site, and actions taken (e.g., clicking links or submitting forms).
    • Cookies and similar technologies (see Section 6 for details).
  • Analytics Data: Aggregated data about website performance, such as the number of visitors or popular pages, collected via tools like Google Analytics.

c. Information from Third Parties

  • Marketing Platforms: If you interact with our advertisements or social media pages (e.g., Facebook, Instagram), we may receive basic demographic or engagement data from these platforms.
  • Publicly Available Information: In some cases, we may verify your address or contact details using publicly available sources (e.g., electoral roll) to ensure accuracy for project quotes or site visits.

We only collect information that is necessary to provide our services, fulfill legal obligations, or improve our website and customer experience.

2. How We Use Your Information

We use your personal information for the following purposes:

  • Service Delivery:
    • Process and respond to quote requests, inquiries, or bookings.
    • Schedule site visits, provide estimates, and carry out renovation or carpentry projects.
    • Communicate project updates, timelines, or changes.
  • Customer Support:
    • Answer questions, resolve issues, or handle complaints via phone, email, or in-person meetings.
  • Marketing and Promotions:
    • Send you updates about our services, promotions, or new offerings (only with your consent, where required).
    • Feature your testimonials or project photos in our portfolio or gallery (with your permission).
  • Website Improvement:
    • Analyze website usage to enhance functionality, content, and user experience.
    • Monitor traffic patterns and fix technical issues.
  • Legal and Compliance:
    • Comply with UK GDPR, Data Protection Act 2018, and other applicable laws.
    • Maintain records for tax, accounting, or dispute resolution purposes.
  • Business Operations:
    • Process payments or invoices for completed work.
    • Improve our service offerings based on customer feedback.

3. Legal Basis for Processing Your Data

Under the UK GDPR, we process your personal data based on one or more of the following legal grounds:

  • Contract: To fulfill a contract, such as providing a quote, scheduling a project, or completing renovation work.
  • Consent: Where you explicitly agree, such as opting into marketing emails or allowing us to use your project photos.
  • Legitimate Interests: For activities like website analytics, fraud prevention, or improving our services, provided these do not override your rights.
  • Legal Obligation: To comply with laws, such as tax reporting or responding to regulatory requests.

4. Sharing Your Information

We do not sell or rent your personal information. However, we may share your data with trusted parties under specific circumstances:

  • Service Providers:
    • Website hosting and IT providers to maintain builttoperfection.co.uk.
    • Email or CRM platforms to manage customer communications (e.g., Mailchimp for newsletters).
    • Analytics tools like Google Analytics to track website performance.
    • Payment processors to handle invoices or transactions securely.
  • Subcontractors or Suppliers:
    • If your project requires specialized work (e.g., plumbing, electrical), we may share relevant details with trusted subcontractors, but only with your agreement and for the purpose of completing the project.
  • Professional Advisors:
    • Accountants, legal advisors, or insurers to manage our business operations or resolve disputes, where necessary.
  • Legal Requirements:
    • If required by law, we may disclose your data to authorities (e.g., HMRC, police) or in response to a court order.
  • Business Transfers:
    • In the unlikely event of a business sale or merger, your data may be transferred to the new owner, but we will notify you in advance.

All third parties we share data with are required to protect your information in line with UK GDPR and our privacy standards.

5. Data Storage and Security

We take data security seriously and implement appropriate measures to protect your information:

  • Storage:
    • Personal data is stored on secure servers in the UK or EU, with backups encrypted and access restricted.
    • Paper records (e.g., contracts or site notes) are kept in locked filing systems at our office (17 Chancery Road, Cliffe, Rochester, Kent, ME3 7TL).
  • Security Measures:
    • Encryption for website data transmission (SSL/TLS).
    • Firewalls, antivirus software, and regular software updates for our systems.
    • Staff training on data protection and confidentiality.
    • Limited access to personal data, granted only to authorized personnel.
  • Retention:
    • We keep personal data only as long as necessary:
      • Quote requests: 1 year, unless you proceed with a project.
      • Project records: 7 years for tax and warranty purposes.
      • Marketing consents: Until you unsubscribe or withdraw consent.
      • Website analytics: Anonymized and retained indefinitely.
    • After retention periods, data is securely deleted or anonymized.

Despite our efforts, no system is 100% secure. If a data breach occurs, we will notify you and the Information Commissioner’s Office (ICO) within 72 hours, as required by law.

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance functionality and analyze performance. Cookies are small text files stored on your device.

Types of Cookies We Use:

  • Essential Cookies: Necessary for the website to function (e.g., remembering form inputs or session data).
  • Analytics Cookies: Track visitor behavior (e.g., Google Analytics) to improve the site.
  • Marketing Cookies: Used for targeted ads or social media integration, if applicable (e.g., Facebook Pixel, with your consent).

Managing Cookies:

  • You can accept or decline non-essential cookies via our cookie banner when you first visit the site.
  • Adjust cookie settings in your browser (e.g., Chrome, Firefox) to block or delete cookies.
  • Note: Disabling essential cookies may affect website functionality.

For more details, see our Cookie Policy (available upon request).

7. Your Data Protection Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Access: Request a copy of the data we hold about you.
  • Rectification: Ask us to correct inaccurate or incomplete information.
  • Erasure: Request deletion of your data where applicable (e.g., if no longer needed).
  • Restriction: Ask us to limit how we use your data in certain cases.
  • Portability: Receive your data in a machine-readable format or have it transferred to another provider.
  • Objection: Object to processing based on legitimate interests, including marketing.
  • Automated Decision-Making: We do not use automated decisions that significantly affect you.

To exercise these rights, contact us at Enquiries@builttoperfection.co.uk or 07875 490182. We will respond within 30 days, free of charge, unless the request is complex or excessive. We may need to verify your identity before processing.

If you’re unhappy with how we handle your data, you can complain to the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Phone: 0303 123 1113

8. Third-Party Links

Our website may include links to external sites, such as social media pages or partner websites (e.g., suppliers). These sites have their own privacy policies, and we are not responsible for their practices. Please review their policies before sharing personal information.

9. Marketing Communications

We may send you marketing emails or texts about our services, promotions, or project inspiration, but only if:

  • You explicitly opt in (e.g., checking a box on our quote form).
  • You are an existing customer, and we believe it’s relevant (e.g., a discount on a future project).

To stop receiving marketing messages:

We will remove you from our marketing list promptly, though you may still receive transactional emails (e.g., project updates or invoices).

10. Children’s Privacy

Our website and services are not intended for individuals under 16. We do not knowingly collect personal data from children. If we learn that a child’s data has been collected, we will delete it immediately. If you believe this has happened, please contact us.

11. International Data Transfers

As a UK-based business, most of our data processing occurs in the UK or EU. However, some third-party tools (e.g., Google Analytics, Mailchimp) may store data outside the UK. In such cases:

  • We ensure these providers comply with UK GDPR via Standard Contractual Clauses or other safeguards.
  • Data transfers are minimized and encrypted.

If you request a project outside the UK (e.g., a holiday home renovation), we will discuss data transfer implications with you directly.

12. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, legal requirements, or customer feedback. If significant changes occur (e.g., new data uses), we will:

  • Post the updated policy on builttoperfection.co.uk.
  • Notify you via email or a website banner (for material changes).

Please check this page periodically. The “Last Updated” date at the top indicates the latest version.

13. Contact Us

For questions, concerns, or to exercise your data rights, please reach out:

Built To Perfection
Attn: Matt Frickey
Cliffe, Rochester, Kent
Phone: 07875 490182
Email: Enquiries@builttoperfection.co.uk

We aim to respond within 48 hours during business hours (Monday–Friday, 9 AM–5 PM).

14. Additional Information for Quote Requests

When you submit a quote request via our “Get A Quote” form, we collect specific details to provide an accurate estimate:

  • Required Fields: Name, email, phone, service type (e.g., kitchen, patio), and project description.
  • Optional: Photos or additional notes to clarify your needs.
  • Use: This data is used solely to prepare your quote, arrange a site visit (if needed), or follow up. It is not shared beyond what’s necessary for the quote process.
  • Storage: Quote data is kept for 1 year unless you proceed with a project, in which case it’s retained as part of the project record (see Section 5).

If you upload photos, please avoid including sensitive information (e.g., faces, personal documents) unless necessary for the project.

15. Our Commitment to You

At Built To Perfection, we value your trust. Our tagline, “Built To Perfection – For all your indoor & outdoor renovations,” reflects our dedication to quality—not just in our work but in how we handle your personal information. We strive to be transparent, responsive, and respectful of your privacy at every step.

Thank you for choosing Built To Perfection.