How we use and protect your information.

Who is responsible for your information?

The data controller is SpaceGraft. The public contact for privacy matters is hello@spacegraft.co.uk.

Visits by appointment only.

Enquiries and project information

When you contact SpaceGraft or complete our project enquiry questionnaire, we may collect information including your name, contact details, project address, postcode, information about your property and proposed project, approximate budget and timescale, and any photographs, plans, sketches or other documents you choose to provide.

Most questions are optional, and attaching files is entirely your choice. Please do not include sensitive personal information unless it is genuinely necessary and we have asked for it.

Why do we use it?

We use this information to understand your requirements, assess whether we can assist with your project, communicate with you, arrange surveys or appointments, prepare estimates or quotations and manage any subsequent project. We also use it to:

• take steps requested before entering into a contract;
• provide aftercare once a project is complete;
• meet legal, regulatory, tax and record-keeping obligations;
• protect the website, our communications and our legitimate interests.

Depending on the context, the lawful basis is taking steps at your request before a contract, performing a contract, complying with a legal obligation, or a legitimate interest that does not override your rights. We do not use enquiry information for unrelated advertising.

Jotform

We use Jotform to provide our online project enquiry questionnaire. Information and files submitted through the questionnaire are processed using Jotform. Our Jotform account is configured to use UK/European data storage, including Jotform’s European GDPR data centre.

We restrict access to enquiry information to people who require it to deal with your enquiry or project.

Other providers

The enquiry form on the contact page is delivered by Formspree, business email is Microsoft Exchange Online and the website is hosted by Netlify. We review the applicable settings, terms, security and retention controls as part of operating those services. We may also share information with professional advisers, regulators or project specialists where this is necessary and lawful.

We do not sell personal information. If a provider processes information outside the United Kingdom, we use an applicable lawful transfer mechanism and proportionate safeguards.

How long we keep enquiry information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Where an enquiry does not proceed, information is normally kept for 24 months from the last substantive interaction and is then deleted or anonymised, and we periodically review and delete information that is no longer required. Where you become a customer, relevant information may be retained for longer where necessary for the performance of our contract with you, accounting and tax requirements, guarantees and warranties, Building Regulations or other regulatory matters, resolving disputes or establishing, exercising or defending legal claims.

Who can access it?

The data controller is accountable for SpaceGraft’s handling of personal information. Authorised customer-coordination and project-administration staff may access information where necessary for their roles. Access to the shared public mailbox is through separate secure named accounts rather than a shared password.

Your rights

Depending on the circumstances, you may have rights in relation to your personal information, including the right to request access to it, ask us to correct inaccurate information, request deletion or restriction of processing, and object to certain uses of your information.

To make a privacy request, contact hello@spacegraft.co.uk. You may also complain to the Information Commissioner’s Office.

Information about data-protection rights and complaints is available from the Information Commissioner’s Office.

Changes to this notice

We will update this notice when the real processing arrangement changes. Material changes will be reviewed before publication; a build or deployment date will not be presented as a legal review date.