PRIVACY POLICY

Last updated: September 2026

Who we are

Projects One Limited ("Projects One", "we", "us") is committed to protecting and respecting your privacy. This policy explains how we collect and use personal information, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Projects One Limited is the data controller for the personal information described in this policy. We are registered in England and Wales under company number 09436227.

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Address: 61–63 Church Street, Caversham, Reading, RG4 8AX

Email: info@projects-one.co.uk
Telephone: 0118 946 4100

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Information we collect

We collect the information you provide through the contact and enquiry forms on this site. This may include your name, company, email address, telephone number, project location and the details of your enquiry. We also collect any documents you choose to upload, such as drawings or specifications.

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Drawings, plans and photographs can sometimes contain personal information about other people, such as names on floor plans or people visible in images. Please remove any such details that we do not need before sending them to us.

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We may also receive information about you from other people involved in a project, such as a colleague, architect, project manager or managing agent, and we may use publicly available business information.

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Fields marked as required on our forms are needed so that we can respond to your enquiry. If you do not provide them, we may be unable to respond properly or prepare a quotation.

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How we use your information and our legal basis

We use personal information only where the law allows us to:

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• To respond to your enquiry and prepare a quotation or proposal: to take steps at your request before entering into a contract.

• To deliver our services and manage an agreed project: performance of a contract.

• To keep business records, follow up on quotations and manage relationships with prospective and existing clients: our legitimate interests.

• To meet our tax, accounting, health and safety and other legal obligations: legal obligation.

• To establish, exercise or defend legal claims: our legitimate interests.

• To send marketing communications: your consent.

Where we rely on legitimate interests, those interests are running and developing our business, keeping accurate records of enquiries and projects, following up on quotations we have provided, and protecting our legal position. We rely on them only where our use of your information is proportionate and does not override your rights.

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We do not use automated decision-making or profiling that produces legal or similarly significant effects for you.

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Marketing

We send marketing communications only where you have given separate consent (unticked by default on our form). Every marketing email includes an unsubscribe link, and you can withdraw your consent at any time by contacting us. If you unsubscribe, we will keep a minimal record of your email address so that we do not contact you again.

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Sharing your information

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

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• members of our team;

• trusted subcontractors and suppliers involved in preparing a quotation or delivering your project, under appropriate confidentiality arrangements;

• our website hosting provider (Wix.com), which processes enquiry form submissions and uploaded documents on our behalf;

• our email, cloud storage and IT service providers Microsoft 365 / Google Workspace

• professional advisers, such as our accountants, lawyers and insurers;

• regulators, law enforcement or other public authorities where we are required by law to share it.

Our service providers may use your information only on our instructions, and they must keep it secure.

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International transfers

Some of our service providers, including our website hosting provider, may process personal information outside the UK, for example in the European Economic Area, Israel or the United States. Where this happens, we make sure appropriate safeguards are in place as required by UK data protection law, such as UK adequacy regulations or approved contractual protections. Please contact us if you would like more information about these safeguards.

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Retention

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

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• Enquiries and quotations that do not lead to a project: [two years] from our last contact with you.

• Project and contract records: for the duration of the project and [six years] afterwards, or longer where required by law or in connection with defects, warranties or legal claims.

• Accounting and financial records: at least six years, as required for tax purposes.

• Marketing consent records: until you withdraw consent, after which we keep a minimal suppression record.

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

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Security

We use appropriate technical and organisational measures to protect your personal information against loss, misuse and unauthorised access.

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Cookies and analytics

Our website uses cookies. Strictly necessary cookies are needed for the site to function and are placed automatically. We ask for your consent before placing any cookies that are not strictly necessary, such as analytics cookies. You can change your preferences at any time using the Cookie Settings link at the bottom of every page. 

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Your rights

Depending on the circumstances, you have the right to:

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• access the personal information we hold about you;

• have inaccurate information corrected;

• have your information deleted;

• restrict how we use your information;

• object to our use of your information, including for direct marketing;

• receive certain information in a portable format, or have it transferred to another organisation;

• withdraw your consent at any time, where we rely on consent (this does not affect anything we did before you withdrew it).

Some of these rights apply only in certain circumstances and are subject to legal conditions and exemptions. To exercise any of them, contact us at info@projects-one.co.uk or call 0118 946 4100. We will usually respond within one month, and there is normally no charge.

Complaints

If you have concerns about how we use your personal information, please contact us first so that we can try to resolve them. You also have the right to complain to the Information Commissioner's Office (ICO) at www.ico.org.uk/make-a-complaint or by calling 0303 123 1113.

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Changes to this policy

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

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Contact

If you have any questions about this policy or how we handle your information, contact us at info@projects-one.co.uk, 0118 946 4100, or 61–63 Church Street, Caversham, Reading, RG4 8AX.