Waite Design & Build (“we”, “us”, “our”) is committed to protecting your privacy. This policy explains what personal information we collect, how we use it, who we share it with, and the rights you have.
1. Information we collect
Information you give us
When you book a call, contact us, or work with us, we may collect:
your name, phone number, email address and postal address
your project’s postcode or address
details about your project, such as project type, planning status, approximate budget and your preferred time to be called
information you share during calls, home visits and design meetings, such as how you use your home, your preferences, and photographs or drawings of your property
details needed to deliver and invoice your project, such as payment records
Information from public sources
We send letters to homeowners whose planning applications appear on public planning registers held by local councils. From those registers, we collect the property address, the applicant’s name where published, and details of the approved or proposed works.
Information collected automatically
When you visit our website, we may collect technical information such as your IP address, browser type, device, and the pages you visit. This helps us keep the site secure and understand how it is used.
2. How and why we use your information
We only use your information where the law allows. The lawful bases we rely on are:
To respond to your enquiry and arrange calls and visits. Lawful basis: taking steps at your request before entering into a contract.
To design, price, build and manage your project, and to invoice and take payment. Lawful basis: performance of our contract with you.
To send letters to homeowners with planning applications. Lawful basis: our legitimate interests in telling homeowners about services relevant to their approved or proposed works. We keep these letters relevant, send them by post, and stop immediately if you ask us to.
To keep records for tax, accounting, guarantees and legal claims. Lawful basis: legal obligation and our legitimate interests.
To keep our website secure and improve it. Lawful basis: our legitimate interests.
To send you updates or marketing by email. Lawful basis: your consent, which you can withdraw at any time.
3. Who we share your information with
We only share your information where necessary, with:
trades, subcontractors and suppliers working on your project
structural engineers, architects, building control bodies and other professionals involved in your project
service providers who help us run our business, such as website hosting, email, cloud storage and accounting
our professional advisers, such as accountants, solicitors and insurers
regulators, courts or law enforcement where required by law
We never sell your personal information.
4. Transfers outside the UK
Some of our service providers may store information outside the UK. Where this happens, we make sure appropriate safeguards are in place, as required by UK data protection law.
5. How long we keep your information
Enquiries that don’t go ahead: up to 2 years after our last contact.
Client and project records: for as long as needed to honour guarantees and meet legal and tax obligations, typically up to 12 years after the project is completed.
Planning-register letter details: only for as long as needed for that outreach. If you ask us not to contact you, we keep a minimal record of your address so we can make sure we don’t write to you again.
6. Your rights
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 based on our legitimate interests
object at any time to direct marketing, including our letters. If you do, we will stop
ask for your information to be transferred to another organisation, where applicable
withdraw your consent at any time, where we rely on consent
To exercise any of these rights, or to stop receiving letters from us, contact us at [email]. We will respond within one month.
7. Keeping your information secure
We take appropriate technical and organisational measures to protect your information from loss, misuse and unauthorised access.
8. Cookies
Our website may use cookies and similar technologies to make it work properly and to understand how visitors use it. You can control cookies through your browser settings. Where non-essential cookies are used, we will ask for your consent.
9. Complaints
If you have concerns about how we use your 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) at ico.org.uk or on 0303 123 1113.
10. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page.
Effective date: 24 October 2026
