1. Who We Are
Projex Flow Systems ("we", "us", "our") is the data controller for the personal information collected through this website, www.projexflowsystems.co.uk.
If you have any questions about how we handle your personal data, please contact us at: info@projexflowsystems.co.uk
2. What Data We Collect
We may collect and process the following categories of personal data:
- Identity data — your name and company name
- Contact data — your email address, telephone number and postal address
- Project data — information about your construction project, including uploaded plans and documents
- Communication data — records of correspondence and enquiries sent to us
- Technical data — your IP address, browser type and version, time zone, browser plug-in types and versions, operating system, and other technology on the devices you use to access this website
- Usage data — information about how you use our website (if you have consented to analytics cookies)
We do not knowingly collect sensitive personal data (special category data) as defined under UK GDPR.
3. How We Collect Your Data
We collect data through:
- Our quote request form (when you submit project details and documents)
- Our contact form
- Direct correspondence by email or telephone
- Cookies and similar tracking technologies (where you have given consent — see our Cookie Policy)
4. Purpose and Legal Basis for Processing
| Purpose | Legal Basis (UK GDPR Article 6) |
|---|---|
| Responding to your enquiry or quote request | Legitimate interests / performance of a contract (Art. 6(1)(b) and (f)) |
| Sending a quote or proposal | Performance of a contract (Art. 6(1)(b)) |
| Maintaining business records | Compliance with legal obligations (Art. 6(1)(c)) |
| Analytics and website improvement | Consent (Art. 6(1)(a)) — only after cookie consent is given |
| Direct marketing | Consent (Art. 6(1)(a)) |
5. How Long We Keep Your Data
We retain personal data only for as long as necessary to fulfil the purpose for which it was collected:
- Quote and project enquiries — 3 years from the date of last contact, or longer if a contract is entered into
- Contractual records — 7 years (in line with UK statutory requirements)
- Cookie/consent records — 13 months
After these periods, data is securely deleted or anonymised.
6. Who We Share Your Data With
We do not sell your personal data. We may share it with:
- IT and hosting providers — who support the operation of this website and our systems, under strict data processing agreements
- Professional advisers — such as accountants or lawyers, where legally required
- Regulatory authorities — if required to do so by law or court order
All third parties are required to respect the security of your personal data and process it only in accordance with our instructions and applicable data protection law.
7. International Transfers
We do not routinely transfer personal data outside the United Kingdom. Where any transfer does occur, we ensure adequate safeguards are in place as required by Chapter V of UK GDPR.
8. Your Rights Under UK GDPR
Under UK data protection law, you have the following rights:
- Right of access — to obtain a copy of the personal data we hold about you
- Right to rectification — to have inaccurate data corrected
- Right to erasure — to request deletion of your data in certain circumstances
- Right to restrict processing — to ask us to pause processing of your data in certain circumstances
- Right to data portability — to receive your data in a structured, machine-readable format
- Right to object — to processing based on legitimate interests or for direct marketing
- Rights related to automated decision-making — we do not make solely automated decisions about you
To exercise any of these rights, please contact us at info@projexflowsystems.co.uk. We will respond within one calendar month.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO): www.ico.org.uk | 0303 123 1113.
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or disclosure. Uploaded documents are stored securely and access is restricted to authorised personnel only.
Data is transmitted over encrypted connections (HTTPS/TLS). However, no internet transmission is completely secure, and we cannot guarantee absolute security.
10. Cookies
We use cookies on this website. For full details, including how to manage your preferences, please read our Cookie Policy.
11. Links to Third-Party Websites
This website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites and encourage you to read their privacy policies.
12. Changes to This Policy
We may update this Privacy Policy from time to time. The effective date at the top of this page will be updated when material changes are made. We encourage you to review this policy periodically.
13. Contact Us
For any questions or concerns about this Privacy Policy or how we handle your personal data:
Projex Flow SystemsEmail: info@projexflowsystems.co.uk