Privacy Policy

1Who We Are

For the purposes of UK data protection law, the data controller is:

RELM Interiors Limited
Registered in England and Wales
Company Number: 09747114
VAT Registration Number: GB 260807412
Registered Office:
50 Southdown Road
London
SW20 8PX
United Kingdom
Email: info@relminteriors.co.uk
Website: relminteriors.co.uk

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the details above.

2Personal Information We May Collect

Depending on your relationship with RELM, we may collect and process information including:

Contact information

Your name, address, email address, telephone number and other contact details.

Enquiry and project information

Information you provide when requesting information, a consultation, estimate or quotation, including:

• property address;
• details of the proposed project;
• photographs and videos;
• floor plans;
• architectural drawings;
• specifications;
• surveys;
• planning documents;
• correspondence; and
• other information relevant to assessing or carrying out the project.

Client and contractual information

Information required to prepare quotations, enter into contracts, manage projects, issue invoices, process payments and maintain business records.

Property and project records

During a project, we may create or retain photographs, videos, measurements, drawings, schedules, progress records, site reports, snagging records and other project documentation.

These records may incidentally contain personal information.

Communications

We may retain emails, telephone notes, messages and other communications between you and RELM.

Financial information

We may process information relating to quotations, invoices, payments and transactions.

We do not normally need to retain complete payment-card details ourselves where payments are handled through a bank or payment provider.

Professional and supplier information

If you are an architect, interior designer, consultant, subcontractor, supplier or other professional involved with RELM, we may hold your business contact information and information relating to the services you provide.

Website and technical information

When you use our website, certain technical information may be collected automatically, such as your IP address, browser or device information, pages visited and information generated through cookies or similar technologies.

Further information is provided in our Cookie Policy.

3How We Collect Personal Information

We may collect information:

• directly from you;
• through our website or enquiry forms;
• by telephone, email or other communications;
• during consultations and site visits;
• during the preparation and delivery of a project;
• from an authorised representative acting on your behalf;
• from architects, designers, engineers, surveyors or other professionals involved in your project;
• from suppliers and subcontractors;
• from publicly available sources where appropriate; and
• through website technologies such as cookies, where applicable.

Where we receive information about you from another source, we will handle it in accordance with applicable data protection law.

4How We Use Personal Information

We may use personal information to:

• respond to enquiries;
• understand proposed works;
• arrange consultations and site visits;
• prepare preliminary budgets, estimates and quotations;
• take steps requested by you before entering into a contract;
• enter into and administer contracts;
• design, coordinate and deliver projects;
• communicate about project decisions, variations and progress;
• procure products and services;
• coordinate subcontractors, consultants and suppliers;
• manage project programmes and site access;
• issue invoices and administer payments;
• maintain accounting, tax and business records;
• manage warranties, defects and snagging;
• respond to complaints or disputes;
• establish, exercise or defend legal claims;
• maintain appropriate project and business records;
• protect our business, clients, workforce and property;
• improve our services and business operations;
• maintain and improve our website;
• comply with legal and regulatory obligations; and
• send marketing communications where we are legally permitted to do so.

We will not use your personal information for purposes that are incompatible with the purposes for which it was collected unless permitted or required by law.

5Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, RELM may rely on the following bases.

Contract

We may process your information where this is necessary to:

• provide a quotation at your request;
• take steps before entering into a contract with you; or
• perform our contractual obligations to you.

Legal obligation

We may process information where necessary to comply with legal or regulatory obligations, including applicable tax, accounting, employment, health and safety and other legal requirements.

Legitimate interests

We may process information where this is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

• operating and managing RELM;
• maintaining project and business records;
• protecting our legal and commercial interests;
• preventing fraud or misuse;
• maintaining security;
• managing professional relationships;
• improving our services;
• handling disputes and legal claims; and
• understanding and improving our website and customer experience.

Where we rely on legitimate interests, we consider the necessity and proportionality of the processing and its impact on the individuals concerned.

Consent

Where consent is required by law, we will request it.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

6Marketing Communications

We may occasionally contact existing or prospective clients about RELM services where permitted by applicable law.

Where consent is required for electronic marketing, we will obtain it.

You can ask us to stop sending marketing communications at any time by contacting us or using an unsubscribe facility where one is provided.

We will not sell your personal information to third parties for their own marketing purposes.

7Sharing Personal Information

We do not sell personal information.

We may share information where reasonably necessary with organisations or individuals involved in operating our business or delivering your project, including:

• employees and authorised members of the RELM team;
• subcontractors and specialist trades;
• architects and interior designers;
• structural engineers;
• surveyors and other professional consultants;
• suppliers and manufacturers;
• delivery and logistics providers;
• Building Control bodies and relevant authorities;
• planning authorities where applicable;
• freeholders or managing agents where required;
• insurers and insurance advisers;
• accountants and other professional advisers;
• legal advisers;
• banks and payment providers;
• IT, communications, website and cloud-service providers; and
• regulatory, governmental, law-enforcement or judicial bodies where required or permitted by law.

We aim to disclose only information reasonably necessary for the relevant purpose.

Where third parties process personal information on our behalf, we require appropriate data protection arrangements where required by law.

8Project Photographs and Videos

RELM may take photographs or videos during projects for purposes including:

• recording existing conditions;
• documenting progress;
• quality control;
• project administration;
• evidential records;
• resolving technical issues;
• documenting completed work; and
• maintaining internal project records.

We may also wish to use photographs of completed projects for our portfolio, website, social media or other marketing materials.

Where photographs relate to a private home, we will take reasonable steps to respect the Client’s privacy and avoid unnecessarily displaying personal information, individuals, private documents or security-sensitive information.

Where additional permission is appropriate for identifiable or privacy-sensitive marketing material, we will obtain it before publication.

9Data Security

We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration, disclosure or misuse.

Access to personal information is restricted to people who reasonably require it for legitimate business purposes.

No method of electronic transmission or storage is completely secure, but we take appropriate steps having regard to the nature of the information we process.

10How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and for legitimate legal, contractual, accounting and business requirements.

Retention periods vary depending on the type of information and the circumstances.

For example, we may retain project and contractual records after completion where reasonably necessary for:

• warranty and defect matters;
• legal and contractual records;
• insurance purposes;
• tax and accounting obligations;
• responding to disputes or claims; and
• maintaining an appropriate history of work undertaken.

Where information is no longer reasonably required, we will delete it, anonymise it or securely dispose of it where appropriate.

11International Transfers

Some technology, cloud, communications or other service providers used by RELM may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate lawful transfer mechanism or safeguard is in place where required by UK data protection law.

12Cookies and Similar Technologies

Our website may use cookies and similar technologies.

Some cookies may be necessary for the website to function. Others may be used for analytics, preferences or other purposes.

Where consent is legally required for a cookie or similar technology, it will not be used until the appropriate consent has been obtained.

Further information about the cookies actually used on our website, their purposes and available controls will be provided in our separate Cookie Policy.

13Your Data Protection Rights

Depending on the circumstances and the lawful basis upon which we process your information, you may have rights including:

• the right to be informed about how your information is used;
• the right to request access to your personal information;
• the right to request correction of inaccurate or incomplete information;
• the right to request deletion of your information in certain circumstances;
• the right to request restriction of processing in certain circumstances;
• the right to object to certain processing;
• the right to data portability in certain circumstances; and
• rights relating to certain automated decision-making.

Where processing is based on consent, you also have the right to withdraw that consent.

These rights are not absolute in every circumstance and may be subject to exemptions or limitations under applicable law.

To exercise a data protection right, contact:

info@relminteriors.co.uk

We may need to verify your identity before acting upon a request.

14Automated Decision-Making

RELM does not currently use personal information to make solely automated decisions which produce legal or similarly significant effects on individuals.

If this changes, we will update this Privacy Policy and provide any information required by law.

15Providing Personal Information

In some circumstances, we need certain personal information to provide a quotation, enter into a contract or perform our services.

You are not generally required to provide information simply because you visit our website.

However, if information necessary to assess or carry out a project is not provided, we may be unable to provide a quotation, enter into the Contract or properly perform the relevant services.

16Third-Party Websites

Our website may contain links to websites operated by third parties.

RELM is not responsible for the privacy practices of independently operated third-party websites.

We recommend reviewing the privacy information provided by the relevant third party before providing personal information to them.

17Complaints About Personal Information

If you have concerns about how RELM has handled your personal information, please contact us first so that we have an opportunity to investigate.

RELM Interiors Limited
50 Southdown Road
London
SW20 8PX
United Kingdom
Email: info@relminteriors.co.uk

You also have the right to complain to the UK data protection supervisory authority, the Information Commissioner’s Office (ICO).

Further information about your rights and making a complaint is available from the ICO.

18Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, services or legal requirements.

The current version will be published on our website together with its latest revision date.

Where a change materially affects how we use personal information, we will take appropriate steps to bring that change to the attention of affected individuals where required.

19Contact Us

For questions about this Privacy Policy, requests concerning your personal information or other privacy enquiries, please contact:

RELM Interiors Limited
Registered in England and Wales
Company Number: 09747114
Registered Office:
50 Southdown Road
London
SW20 8PX
United Kingdom
Email: info@relminteriors.co.uk
Website: relminteriors.co.uk