Privacy Policy

1. Who we are

This privacy policy explains how Embury Ltd ("Embury", "we", "us" or "our") collects, uses and protects personal information. Embury Ltd is a company registered in England and Wales (company number 14069917). Our business address is 66 Mortlake High Street, London SW14 8HR.

We are the "controller" of the personal information described in this policy. If you have any questions about this policy or how we handle your information, please contact us at info@emburyservices.co.uk or call 020 3100 1780.

2. Who this policy applies to

This policy applies to:

• visitors to our website;
• people who contact us or send an enquiry, including through our contact form or Design Studio planner;
• prospective, current and past clients;
• people living at or connected to properties where we carry out work;
• suppliers, subcontractors and other businesses we work with; and
• anyone who contacts us by phone, email, social media or in person.

3. Information we collect

Depending on how you interact with us, we may collect:

• Contact details: your name, email address, phone number and postal address.
• Property and project details: the property address or area, the type of work you are considering, your choices and preferences (including designs created in our Design Studio planner), timescales, budget range, and any information you provide about the property.
• Photos, plans and documents: images, drawings, plans or other files you upload or send to us.
• Project records: quotations, contracts, variations, correspondence, payment records, site notes, and photographs taken before, during and after works.
• Payment information: invoice and payment details needed to process payments. We do not store full card details on our website.
• Communications: records of emails, messages, calls and meetings.
• Technical information: basic information collected when you use our website, such as your IP address, browser type, device, pages visited and the date and time of your visit. This is mainly collected for security and to keep the website working properly.
• Supplier and subcontractor information: business contact details, qualifications, insurance and payment details.

We do not intentionally collect special category information (such as health information). Please do not send us this information unless it is relevant to your project (for example, accessibility needs), in which case we will only use it to plan and carry out the work.

4. How we collect information

We collect information:

• directly from you, when you complete a form, use our Design Studio planner, upload files, email, call or meet us;
• during our work, for example through site visits, surveys and site photographs;
• from people acting on your behalf, such as architects, designers, letting agents or family members;
• from third parties involved in a project, such as engineers, building control, suppliers and subcontractors; and
• automatically, when you use our website.

5. How and why we use your information

We use personal information to:

• respond to enquiries and provide information, consultations and quotations;
• review designs and choices you create in our Design Studio planner;
• plan, manage and carry out building, refurbishment and design work;
• communicate with you about your project;
• arrange site access and coordinate with suppliers, subcontractors and other professionals;
• process payments, keep accounts and meet tax obligations;
• keep records of work completed, including for quality, warranty and safety purposes;
• handle complaints, defects and disputes;
• keep our website and systems secure and prevent spam and misuse;
• improve our services and website; and
• comply with legal and regulatory obligations, including health and safety and building regulations.

6. Our lawful bases

Under UK data protection law, we rely on the following lawful bases:

• Contract: where we need to use your information to provide a quotation or carry out a contract with you, or take steps at your request before entering into a contract.
• Legal obligation: where we need to comply with the law, such as tax, accounting, health and safety and building requirements.
• Legitimate interests: where it is reasonably necessary for our business and does not override your rights, for example responding to general enquiries, keeping project records, protecting our website, improving our services, and dealing with claims.
• Consent: where we ask for your permission, for example before using photographs of your home that could identify you or your property in our marketing or portfolio. You can withdraw consent at any time.

7. Photographs and our portfolio

We take photographs of our work for project records, quality control, health and safety and evidence of work carried out.

We will only use photographs of your home in our marketing, website or social media with your permission. Where we do, we will avoid showing personal items, house numbers or anything that could identify you or your address, unless you have agreed otherwise. You can ask us to remove published images at any time.

8. Marketing

We will only send you marketing messages where you have agreed to receive them or where the law otherwise allows. You can unsubscribe or ask us to stop at any time by contacting us.

9. Who we share information with

We do not sell your personal information. We may share it, where necessary, with:

• subcontractors, tradespeople and suppliers involved in your project;
• architects, engineers, surveyors, designers and other professionals working on your project;
• building control, local authorities and other regulators where required;
• our IT, website hosting, email and software providers;
• Web3Forms (web3forms.com), the form service that receives what you send through our contact form and Design Studio planner and delivers it to us by email. Web3Forms processes this information only to deliver it to us, and may do so outside the UK (see section 10);
• Google Fonts (policies.google.com), which supplies the typefaces used on our website. When a page loads, your browser requests the fonts from Google's servers, so Google receives your IP address and basic browser information. Google may process this outside the UK (see section 10);
• Unsplash (unsplash.com), which hosts some of the photographs shown on our website. When a page loads, your browser requests these images from Unsplash's servers, so Unsplash receives your IP address and basic browser information. Unsplash may process this outside the UK (see section 10);
• our accountants, insurers, banks, legal and professional advisers;
• debt recovery providers, where payments are not made; and
• the police, courts or other authorities where we are legally required to do so.

Anyone we share information with is only allowed to use it for the purpose we have shared it, and must keep it secure.

10. International transfers

Some of our service providers may store or process information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or approved contractual protections.

11. How long we keep information

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

• Enquiries that do not lead to a project: up to 2 years from our last contact.
• Files uploaded through our website: deleted from our website systems shortly after they have been sent to us, and then kept with the enquiry or project record.
• Client and project records: up to 7 years after the project ends, or longer where needed for warranties, defects, insurance or legal claims (building claims can be brought for many years after works are completed).
• Financial and tax records: at least 6 years, as required by law.
• Supplier records: for as long as we work together, and then up to 7 years.

When information is no longer needed, we securely delete or destroy it.

12. How we protect your information

We use appropriate technical and organisational measures to protect personal information, including secure (HTTPS) connections on our website, restricted access to systems, secure handling of uploaded files, and spam and misuse protection on our forms. However, no method of sending information over the internet is completely secure, so please avoid sending highly sensitive information by email.

13. Cookies and similar technologies

Our website uses only the cookies and similar technologies needed for it to work properly and securely. Our Design Studio planner may store your design choices in your own browser so your progress is not lost if you refresh the page; this information stays on your device and you can clear it at any time through your browser settings.

We may use security and spam protection services on our forms, which may process limited technical information to check that submissions are genuine.

If we introduce analytics or other non-essential cookies in future, we will ask for your consent first and update this policy.

14. Links to other websites

Our website links to other websites and social media, including Instagram and LinkedIn, and our partner company. We are not responsible for how other websites handle your information; please read their privacy policies.

15. 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 inaccurate or incomplete information;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to us using your information, including for marketing;
• ask us to transfer your information to another organisation; and
• withdraw consent at any time, where we rely on consent.

Some of these rights only apply in certain circumstances. To make a request, contact us at info@emburyservices.co.uk. We will respond within one month and will not usually charge a fee.

16. Complaints

If you have a concern about how we handle your personal information, please contact us first so we can try to put it right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator: www.ico.org.uk, telephone 0303 123 1113.

17. Changes to this policy

We may update this policy from time to time. The latest version will always be available on our website, with the date it was last updated.

18. Contact us