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Privacy Policy for RecordsForBuildings.com

Who We Are and What This Is

Healthy Buildings International Ltd and db Management Systems Ltd understand that your privacy is important to you and that you care about how your personal data is used and shared online.

We respect and value the privacy of everyone who visits this website, RecordsForBuildings.com (“Our Site”) and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. You will be required to read and accept this policy. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately and contact us or your employer requesting removal of your details.

Privacy Policy

In this Policy the following terms shall have the following meanings:

  • Account” means an account required to access and/or use certain areas and features of Our Site;
  • Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 13, below;
  • Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;
  • Personal Data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site or Mobile Data Capture Device. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”)
  • We/Us/Our” means Healthy Buildings International Ltd
    Healthy Buildings International Ltd, a limited company registered in England under company number 2203384, whose registered address is Parkside, Spencers Wood, Berkshire RG7 1AE, UK.

  1. Our Site is operated by Healthy Buildings International Ltd, a limited company registered in England under company number 2203384, whose registered address is Parkside, Spencers Wood, Berkshire RG7 1AE, UK, Healthy Buildings International Ltd. and db Management Systems Ltd , a limited company registered in England under company number 06540641, whose registered address is Permanent House, 1 Dundas Street, Huddersfield, England, HD1 2EX.
  2. Our servers are maintained and hosted by eUKhost Ltd, a company registered in England and Wales under registration number 5616528 whose registered office address is Suite 2, 7 Commercial Street, Morley, Leeds, West Yorkshire, LS27 8HX, United Kingdom.
  3. Our VAT number is GB 614518944.
This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.
  1. As a data subject, you have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:
    1. The right to be informed about Our collection and use of personal data;
    2. The right of access to the personal data We hold about you (see section 12);
    3. The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 14);
    4. The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 14);
    5. The right to restrict (i.e. prevent) the processing of your personal data;
    6. The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
    7. The right to object to Us using your personal data for particular purposes; and
    8. Rights with respect to automated decision making and profiling.

  2. If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 14 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
  3. For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.
Depending upon your use of Our Site, We may collect some or all of the following personal data (please also see section 13 on Our use of Cookies and similar technologies ):
  1. name;
  2. business/company name;
  3. job title;
  4. contact information such as email addresses and telephone numbers;
  5. demographic information such as address and post code;
  6. IP address;
  7. web browser type and version;
  8. your activity on Our Site; and
  9. GPS Location whilst using mobile Data Collector application.
  1. All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPR at all times. For more details on security see section 7, below.
  2. Our use of your personal data will always have a lawful basis, either because it is necessary for Our performance of a contract with you, because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. Specifically, We may use your data for the following purposes:
    1. Providing and managing your Account;
    2. Providing and managing your access to Our Site;
    3. Personalising and tailoring your experience on Our Site;
    4. Replying to emails from you;
    5. Supplying you with reports via email e.g. Action Reminders, Reading History Reports etc
    6. Recording who carried out a Monitoring Task, e.g. Taking a legionella sample, or water temperature reading, we record who entered the reading and also the GPS location of the device recording the reading.

  3. You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it. We will remove your name, address and contact details from our systems, but we must record in a secure location your identity to meet other UK Health and Safety legislation.
  4. We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):
    1. We are required by Health and Safety Leglislation to keep a permanent copy of who carried out monitoring and sampling visits - these records will be kept indefinatly e.g. who was the engineer that carried out monitoring of a site and when.;
    2. We are required by Health and Safety Legislation to record what Documents and Records you view whilst using our site - these records will be kept indefinatly. e.g. did you view the asbestos information for a location before carrying out building work.
  1. We only keep your personal data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have your permission to keep it.
  2. Your data will only be stored in the UK.
  3. Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.
  4. Steps We take to secure and protect your data include:
    1. All information is encrypted whist it is transferred to and from our servers.
    2. All physical access to our servers is strictly controlled by our hosting company e-UK Host Ltd.
    3. All access to our Site is controlled via username and strong password.
  1. Subject to section 8.2 , We will not share any of your data with any third parties for any purposes.
  2. In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal obligations, a court order, or a governmental authority.
  1. We may, from time to time, expand or reduce Our business and this may involve the sale and/or the transfer of control of all or part of Our business. Any personal data that you have provided will, where it is relevant to any part of Our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Us.
  2. In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes.
We do not use your data for direct marketing purposes so we do not give opt-out controls for this. Our site only sends non-personal emails to you, for example reports, reminders etc.
  1. You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
  2. You may restrict Our use of Cookies. For more information, see section 13 Our Use of Cookies.
You have the right to ask for a copy of any of your personal data held by Us. Under the GDPR, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details using the contact details below in section 14.
  1. Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use a single Cookie to facilitate Access Control of Our site. We have carefully chosen this Cookie and have taken steps to ensure that your privacy and personal data is protected and respected at all times.
  2. The Cookie used by and on Our Site is used in accordance with current Cookie Law.
  3. Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below in section 13.4. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below in section 13.4, but please be aware that Our Site will not work properly if you do so and your login attempts will fail. We have taken great care to ensure that your privacy is not at risk by allowing it.
  4. The following first party Cookies may be placed on your computer or device:

    Name of CookiePurpose of CookieStrictly Necessary
    PHPSESSIDAccess Control/ Session informationYes
    ManageMonitoringAssetsScreen layoutYes
    ManageMonitoringFormDesignerScreen layoutYes
    ManageMonitoringLogBookManagementScreen layoutYes
    ManageMonitoringSchemeManagementScreen layoutYes

  5. In addition to the controls that We provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third party Cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
  6. You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
  7. It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy.
If you have any questions about Our Site or this Privacy Policy, please contact Us by email at info@hbi.co.uk, by telephone on (0118) 988 9999, or by post at Healthy Buildings International Ltd, Parkside, Spencers Wood, Berkshire RG7 1AE, UK. Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 12, above).
We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be required to accept the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.