NEW CONCEPTPrivacy Policy
This policy explains what personal data New Concept Installation Ltd ("we", "us") collects when you use this website or contact us, why we collect it, and what rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contents
1. Who we are
New Concept Installation Ltd is the data controller for personal data collected through this website. We are a private limited company registered in England and Wales under company number 17170389, with our registered office at Suite 206, Britannia House, 11 Glenthorne Road, London W6 0LH.
Data protection contact: gustavo@newconceptinstallation.co.uk or +44 7706 983883. We have not appointed a Data Protection Officer because we are not required to, but this contact handles all privacy questions.
2. What we collect and why
2.1 The quote request form
When you send a quote request we collect only what we need to reply and price the job:
- Name (required) so we know who to address.
- Email address (required) so we can reply.
- Company name, phone number, service type and project details (all optional) so we can prepare an accurate quote.
- Your consent tick, plus the date and time of the submission.
Our form provider also records the IP address, browser type (user agent) and the page the form was sent from as part of receiving the submission and blocking spam. We do not use this technical data for anything else.
We use this data to respond to your enquiry, prepare and send a quote, and, if you go ahead, to carry out and invoice the work. We do not use your details for marketing, we do not add you to a newsletter, and we do not sell or share your data for advertising.
2.2 Phone and email contact
If you phone or email us directly we keep your contact details and the content of the correspondence for the purposes above.
2.3 Website visits
We do not run analytics or advertising trackers on this site. Our hosting provider keeps standard server logs (IP address, time, pages requested, browser type) for security and to keep the site running. The embedded Vimeo video is only loaded if you choose to play it; see our cookie policy.
2.4 Customers and business partners
If you become a customer or subcontracting partner we also process job addresses, site contact details, invoices and payment records, and correspondence about the work, so that we can perform the contract and meet our accounting and tax obligations.
3. Our lawful bases
| Activity | Lawful basis (UK GDPR Article 6) |
|---|---|
| Replying to your enquiry and preparing a quote | Taking steps at your request before entering a contract (Art. 6(1)(b)), and our legitimate interest in responding to enquiries (Art. 6(1)(f)) |
| Carrying out and invoicing the work | Performance of a contract (Art. 6(1)(b)) |
| Keeping accounting and tax records | Legal obligation (Art. 6(1)(c)), including HMRC record-keeping rules |
| Server logs and spam prevention | Legitimate interest in keeping the site secure (Art. 6(1)(f)) |
| Loading the Vimeo video | Your consent, given by clicking play (Art. 6(1)(a) and PECR regulation 6) |
The consent box on the form confirms you have read this notice. It is not a marketing consent, and we do not rely on it as the lawful basis for replying to you.
4. Who we share data with
We use a small number of service providers (processors) who handle data on our instructions:
| Provider | Purpose | Notes |
|---|---|---|
| Splitforms (splitforms.com) | Receives quote form submissions and forwards them to our email | Stores the submitted fields, IP address, user agent and referring page. Uses Supabase / Amazon Web Services infrastructure. Has a Data Processing Agreement at splitforms.com/dpa. |
| Our website hosting provider | Serves the site and keeps server logs | TODO: name the provider once chosen (e.g. Netlify, Inc. or Cloudflare, Inc.) |
| Our email provider | Sending and receiving email | TODO: name the provider (e.g. Google Workspace, Microsoft 365) |
| Vimeo, Inc. | Streams the showcase video if you choose to play it | Vimeo acts as its own controller for data it collects from the player. See vimeo.com/privacy. |
| Accountants, insurers and professional advisers | Accounting, insurance claims and legal advice | Only where needed |
We may also disclose data if the law requires it, for example to HMRC, a court, or the police. If we ever sell the business, customer records would transfer to the buyer under the same protections.
When we work as a subcontractor for another company, that company is usually the controller of the end-client's data and we process it on their instructions.
5. International transfers
Some of our providers store data outside the UK, including in the United States. Where that happens we rely on the UK adequacy regulations (for example the UK Extension to the EU-US Data Privacy Framework) or the UK International Data Transfer Agreement / Addendum, which are the safeguards recognised by UK law. You can ask us for more detail about the safeguard used for a particular provider.
6. How long we keep data
- Enquiries that do not lead to a job: deleted 12 months after our last contact.
- Customer and job records, quotes and invoices: kept for 6 years after the end of the financial year of the last transaction, which is the period required for tax records and the limitation period for contract claims in England and Wales.
- Form provider copy: Splitforms keeps submissions for 30 days on its free plan and up to 365 days on paid plans, after which it deletes them.
- Server logs: retained by the hosting provider for its standard period, typically 30 days or less.
7. Your rights
Under UK GDPR you can ask us to:
- give you a copy of the personal data we hold about you (right of access);
- correct inaccurate data;
- delete your data where we no longer need it;
- restrict how we use it, or object to processing based on legitimate interests;
- provide your data in a portable format where processing is based on contract or consent;
- withdraw consent at any time where consent is the basis (this does not affect processing already carried out).
To exercise any right, email gustavo@newconceptinstallation.co.uk. We will respond within one month and will not charge a fee unless the request is clearly unfounded or excessive. We may ask you to confirm your identity first.
We do not make automated decisions about you and we do not profile you.
8. Security
This site is served over HTTPS. Form submissions are encrypted in transit. Access to our email and records is limited to the people who need it to deal with your enquiry or job. No online system is completely secure, so if you have a concern please contact us.
9. Children
This site is aimed at adults and businesses. We do not knowingly collect personal data from anyone under 18. If you believe a child has sent us data, contact us and we will delete it.
10. Changes and complaints
We may update this policy from time to time. The date at the top shows when it was last changed. Material changes will be flagged on the home page.
If you are unhappy with how we handle your data, please contact us first so we can try to fix it. You also have the right to complain to the UK supervisory authority, the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, helpline 0303 123 1113.