Privacy policy

1. Introduction

MKSB CO Ltd (“MKSB”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, submit an enquiry, request a quotation or engage with us in connection with building control consultancy and project support services.

We aim to handle your information transparently, securely and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

2. About MKSB CO Ltd and our building control arrangements

MKSB CO Ltd provides building control consultancy and project support services. We work alongside Midlands Building Control & Consultancy Ltd to support clients throughout the building control process.

MKSB CO Ltd is not itself a Registered Building Control Approver (RBCA). Where a project requires the formal building control functions of a registered building control approver, those functions are undertaken by Midlands Building Control & Consultancy Ltd, where appointed and legally entitled to do so, under its applicable registration, policies, procedures and regulatory obligations.

MKSB’s role is to provide consultancy, project support and coordination as agreed with the client. Our involvement does not mean that MKSB holds or borrows the registration of Midlands Building Control & Consultancy Ltd, nor does it make MKSB the statutory building control body responsible for the project.

The organisation responsible for formal building control functions will be identified as appropriate to the arrangements for the individual project.

In connection with these services, relevant project and personal information may need to be shared between MKSB CO Ltd and Midlands Building Control & Consultancy Ltd. The information shared will depend on the nature of the project and the services being provided.

The parties’ respective responsibilities for handling personal information will depend on the actual arrangements in place. Where necessary, those responsibilities will be documented and communicated to the relevant individuals.

3. What personal information do we collect?

We may collect and process the following categories of personal information:

Contact information

• Name and job title.
• Email address and telephone number.
• Correspondence and preferred contact details.

Project information

• Property address and project location.
• Description of proposed building works.
• Project drawings, plans and relevant supporting documents.
• Information about project progress, inspections and completion requirements.
• Names and contact details of relevant clients, designers, contractors and other project professionals.

Business and administrative information

• Quotation requests and details of services requested.
• Fee, invoice and payment-related records, where applicable.
• Records of communications, agreements and instructions.
• Information reasonably necessary to manage our business relationship and contractual obligations.

Website and technical information

Depending on the website’s configuration, we may collect technical information such as your IP address, browser type, device information, pages visited and cookie preferences.

We do not intentionally request sensitive personal information through our website. Please avoid submitting sensitive information unless it is necessary for your enquiry and we have explained how it will be handled.

4. How do we collect your information?

We may collect personal information when you:

• Complete a contact or request-a-quote form.
• Email or telephone us.
• Provide project drawings or other documentation.
• Enter into an agreement for our services.
• Communicate with us during a project.
• Visit or interact with our website.

We may also receive relevant information from Midlands Building Control & Consultancy Ltd, or from other project professionals, where this is necessary for the services being provided and the information may lawfully be shared.

Where information is obtained from another source, we will provide the required privacy information where applicable.

5. How do we use your personal information?

We may use your information to:

• Respond to enquiries and requests for quotations.
• Assess the nature and scope of a proposed project.
• Provide consultancy and project support services.
• Coordinate relevant information with Midlands Building Control & Consultancy Ltd and other authorised project professionals.
• Help manage project communications and administrative arrangements.
• Maintain records of instructions, quotations and services provided.
• Process invoices and manage payments.
• Meet applicable legal, regulatory and accounting obligations.
• Protect our business, establish or defend legal claims, and address disputes where necessary.
• Operate, maintain and improve our website.

We will only use personal information for purposes that are lawful and appropriate to the circumstances.

6. Our lawful bases for processing

Under applicable data protection law, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely on:

Contract: Where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you.

Legitimate interests: Where processing is necessary for our legitimate business interests, such as responding to business enquiries, managing project communications, maintaining records and coordinating services, provided those interests are not overridden by your rights and interests.

Legal obligation: Where processing is necessary to comply with applicable legal or regulatory requirements.

Consent: Where you have given consent for a particular purpose, such as certain non-essential cookies or optional marketing communications.

The lawful basis used will depend on the particular activity. Where we rely on consent, you may withdraw it at any time.

7. Sharing your information

We do not sell your personal information.

We may share relevant information where necessary with:

• Midlands Building Control & Consultancy Ltd, where required for the agreed working arrangements and building control-related services.
• Relevant registered building control professionals and inspectors involved in a project.
• Architects, designers, builders, contractors and other authorised project professionals.
• Website hosting, email, IT, document storage and other service providers acting on our behalf.
• Accountants, legal advisers, insurers or other professional advisers where appropriate.
• Local authorities, regulators, courts or other public bodies where required or permitted by law.

We aim to share only the information reasonably necessary for the relevant purpose.

Where another organisation receives information, its role and responsibilities will depend on the circumstances. It may act as a separate data controller or, where appropriate, as a processor acting on documented instructions.

8. How long do we keep your information?

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, contractual and regulatory requirements.

Retention periods may vary depending on the type of information and the nature of the project. For example:

• Enquiry information may be retained for a reasonable period to respond and follow up.
• Client and project records may be retained for the duration of the relationship and for an appropriate period afterwards.
• Financial and accounting records may be retained for the period required by applicable law.
• Information relevant to complaints, disputes or legal claims may be retained for as long as reasonably necessary to address those matters.

When information is no longer required, we will take appropriate steps to delete it or securely dispose of it, subject to any applicable legal retention requirements.

9. How do we protect your information?

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.

These measures may include access controls, appropriate account security, secure document handling and limiting access to information to those who need it for legitimate purposes.

No method of electronic transmission or storage is completely secure. Although we take reasonable steps to protect your information, we cannot guarantee absolute security.

10. Cookies and website analytics

Our website may use cookies and similar technologies to support its operation, remember preferences, understand website usage or provide other functionality.

Strictly necessary cookies may be used where required to operate the website. Non-essential cookies, including certain analytics or marketing cookies, will be used only in accordance with applicable requirements, including obtaining consent where required.

You may be able to manage your preferences through our website’s cookie settings and your browser settings.

The specific cookies used will depend on the website platform, embedded services and analytics tools installed. We will provide further details about these technologies where applicable.

11. Your data protection rights

Subject to applicable law and any relevant exemptions, you may have the right to:

• Access the personal information we hold about you.
• Rectify inaccurate or incomplete information.
• Erase personal information in certain circumstances.
• Restrict how we process your information in certain circumstances.
• Object to processing based on legitimate interests or to certain other processing.
• Data portability, where the legal conditions apply.
• Withdraw consent where processing is based on consent.

To exercise a right, please contact us using the details in Section 15. We may need to verify your identity before responding.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about how your personal information is being handled.

ICO website: https://ico.org.uk/

12. International transfers

We do not intend to transfer personal information outside the United Kingdom unless this is necessary for our services or the operation of our website.

If any of our service providers or systems involve an international transfer, we will take the steps required by applicable data protection law to ensure that the transfer is lawful and that appropriate safeguards are in place.

13. Third-party websites and services

Our website may contain links to third-party websites or use embedded services provided by other organisations.

We are not responsible for the privacy practices of third-party websites. We recommend reviewing their privacy policies before providing them with personal information.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, website, business arrangements or legal obligations.

The latest version will be published on our website with its updated revision date. We encourage visitors and clients to review it periodically.

15. Contact us

If you have any questions about this Privacy Policy, how your personal information is used or how to exercise your data protection rights, please contact:

MKSB CO Ltd
Registered business address: 18 Hold Avenue, Cottam, Preston, PR4 0SW
Email: mksb.admin@gmail.com
Company registration number: 17257467

We will review your enquiry and respond within the timeframe required by applicable data protection law.