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Privacy Policy
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1. Who We Are

Contract Administrator (referred to as “we”, “us”, or “our”) provides professional construction management, project surveying, and refurbishment services, specialising in commercial buildings, data centres, warehouses, and related projects.

Our registered office is: Grosvenor House, 11 St. Pauls Square, Birmingham, West Midlands, United Kingdom, B3 1RB

Email: info@contractadministrator.info

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller of your personal information.

2. Information We Collect

We collect and process the following types of personal data:

• Identity and Contact Data: Name, job title, email address, telephone number, and postal address.
• Correspondence Data: Messages, enquiries, or feedback you send via our contact form or other communications.
• Technical Data: IP address, browser type, device information, and website usage data (e.g., pages visited, time spent) collected automatically through cookies or similar technologies.
• Service-Related Data: Information about your construction projects or requirements when you engage our services (this may include business contact details of your team members).

We do not knowingly collect sensitive personal data (special category data) or data from children under 18. We do not sell your personal data to third parties.

3. How We Collect Your Information

• Directly from you: When you fill out our contact form, email us, call us, or otherwise communicate with us.
• Automatically: Via website technologies (cookies, server logs) when you browse our site.
• From third parties: Occasionally from professional referrers or publicly available sources (e.g., business directories), where lawful.

4. How We Use Your Information (Purposes and Lawful Bases)

We only process your personal data where we have a lawful basis. The main bases we rely on are:

Purpose

Lawful Basis

Examples

Responding to enquiries and providing quotes

Legitimate interests / Contract (pre-contractual steps)

Replying to contact form submissions

Delivering our construction management, surveying, and refurbishment services

Contract / Legitimate interests

Project oversight, client communications

Improving our website and services

Legitimate interests

Analytics and site optimisation

Marketing (e.g., newsletters about services)

Consent (or legitimate interests where permitted)

Updates on industry insights (you can opt out anytime)

Complying with legal obligations

Legal obligation

Record-keeping for tax, health & safety, or regulatory compliance

Preventing fraud and ensuring site security

Legitimate interests

Monitoring for misuse

5. Cookies and Similar Technologies

Our website may use cookies and similar technologies for functionality, analytics, and performance. A separate Cookie Policy (or banner consent mechanism) will detail the specific cookies used. You can manage preferences through your browser settings. We also use a third-party translation service that may collect data about your activity — you can review and accept/decline this in the site interface.

6. Sharing Your Information

We may share your personal data with:

• Trusted service providers (e.g., website hosting, email providers, IT support, accountants, insurers) who process data on our behalf under strict agreements.
• Professional advisers (legal, accounting) where necessary.
• Regulators or law enforcement where required by law (e.g., building regulations, tax authorities).
• Subcontractors/suppliers only as needed to deliver a specific project you have engaged us for, and with appropriate safeguards.

We do not share data for third-party marketing purposes.

7. International Transfers

We primarily process data within the UK/EEA. If any transfer occurs outside these areas, we ensure appropriate safeguards (e.g., Standard Contractual Clauses) are in place.

8. Data Security

We implement reasonable technical and organisational measures to protect your data against unauthorised access, loss, or misuse. However, no internet transmission is completely secure.

9. Data Retention

We keep your personal data only as long as necessary for the purposes outlined, or as required by law (typically 6–7 years for contractual/financial records in the construction sector). After this period, we securely delete or anonymise it.

10. Your Rights (UK GDPR)

You have the following rights regarding your personal data:

• Access — request a copy of the data we hold about you.
• Rectification — correct inaccurate or incomplete data.
• Erasure (“right to be forgotten”) — request deletion (subject to legal obligations).
• Restriction — limit how we process your data.
• Objection — object to processing based on legitimate interests or for marketing.
• Portability — receive your data in a structured, machine-readable format.
• Withdraw consent — where processing is based on consent.

To exercise these rights, email us at info@contractadministrator.info. We will respond within one month (or longer if legally permitted). You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

11. Updates to This Policy

We may update this Privacy Policy periodically. Changes will be posted here with an updated “Last Updated” date. We encourage you to review it regularly.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: Email: info@contractadministrator.info Address: Grosvenor House, 11 St. Pauls Square, Birmingham, West Midlands, B3 1RB