Privacy policy

1. Data Controller

ROMARIO BUILD & SUPPLY LIMITED, company number 15552314 ("we", "us", "our"), is the data controller responsible for personal information collected through this website and through direct client communications. Romario Build is our public trading name.

For data protection questions or rights requests, email projects@romariobuild.co.uk. Our non-residential registered-office address will be added to this website before the main domain is launched.

2. Personal Data We Collect

When you submit an online project enquiry or callback request, we collect:

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  Contact Information: Your name, company / organisation name (for commercial enquiries), email address, and telephone number.
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  Project Details: Building type, project location, specified trade services, preferred callback notes, and project scope descriptions.
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  Technical Telemetry: Standard web server access logs (including truncated IP address, browser user-agent, and request timestamps) processed strictly for security, rate limiting, and fraud prevention.

3. Lawful Bases for Processing

We process personal data in accordance with UK GDPR Article 6(1):

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  Legitimate Interests (Art. 6(1)(f)): Evaluating enquiries, reviewing project requirements, preparing cost estimates, and providing requested trade consultation.
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  Performance of a Contract (Art. 6(1)(b)): Executing agreed refurbishment, decorating, plastering, ceilings, or flooring contracts and managing site works.
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  Legal Obligation (Art. 6(1)(c)): Maintaining statutory accounting, VAT, tax records, and health & safety documentation as required by UK law.

4. Data Retention Schedule

In accordance with our internal Data Retention and Disposal Policy:

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  Unconverted Enquiries: Project enquiries and callback requests that do not proceed to contract are permanently deleted 12 months after the last communication.
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  Contract & Project Records: Project specifications, variations, and contract agreements are retained for 6 years following project completion in line with simple contract statutory limitation periods (Limitation Act 1980).
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  Financial & Invoicing Records: Retained for 6 years following the end of the relevant financial year as mandated by HMRC.
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  Server Security Logs: Retained on a rolling 30 to 90 day window and automatically overwritten.

5. Third-Party Service Providers

We do not sell, rent, or trade your personal data. We disclose information only to vetted service providers operating under written data processing terms:

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  Website & Function Hosting: Secure cloud infrastructure for website delivery and encrypted form submission processing.
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  Transactional Email Delivery: Authenticated email relay services used to deliver enquiry notifications directly to our management team.
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  Typography: Google Fonts (Archivo) is referenced for interface typography without behavioural tracking cookies.

6. Cookies and Tracking

This website does not use advertising cookies, marketing pixels, cross-site trackers, or non-essential analytics. Our hosting provider may use strictly necessary security technology to protect the website. We will reassess consent requirements before adding analytics or marketing tools.

7. Your Statutory Rights

Under the UK GDPR, you have the right to request:

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  Access: A copy of the personal information we hold about you (Subject Access Request).
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  Rectification: Correction of inaccurate or incomplete personal records.
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  Erasure: Deletion of your data where no overriding statutory retention obligation applies.
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  Restriction & Objection: Restriction of processing or objection to processing based on legitimate interests.

To exercise any of these rights, email projects@romariobuild.co.uk. We normally respond to valid requests within one calendar month, subject to the extensions and exceptions permitted by law.

You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner's Office (ICO), at ico.org.uk or by calling 0303 123 1113.

8. Policy Updates

This policy was last reviewed on 30 September 2026 and is reviewed annually.