Privacy Policy

Last updated: 28 July 2026

1. Introduction

SiteVera respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation, use our services, work with us as a supplier or apply for a position with us.

This policy applies to [INSERT WEBSITE ADDRESS] and personal information collected through our business activities.

2. Who we are

SiteVera is the trading name of:

Legal name: [INSERT LEGAL NAME]
Company number: [INSERT OR REMOVE]
Registered address: [INSERT ADDRESS]
Email: [INSERT EMAIL]
Telephone: [INSERT NUMBER]

For UK data-protection purposes, we are the data controller responsible for deciding how and why your personal information is used.

3. Information we collect

Depending on how you interact with us, we may collect:

  • Your name, job title and organisation

  • Your postal address, email address and telephone number

  • Information submitted through our contact forms

  • Details of services you are interested in

  • Site addresses and property information

  • Survey requests, quotations and instructions

  • Contracts, correspondence, complaints and feedback

  • Billing, payment and transaction information

  • Website usage, IP address, browser and device information

  • Cookie and marketing preferences

  • CVs, employment history and recruitment information

Please do not send sensitive personal information through our general website forms unless specifically requested.

4. How we collect information

We may collect personal information:

  • Directly from you

  • When you contact us or complete a website form

  • When you request a quotation or site survey

  • When you become a client, supplier or subcontractor

  • Through cookies, website analytics and server logs

  • From your employer or organisation

  • From publicly available business sources

  • When you apply for employment with us

5. How we use your information

We only use personal information where we have a lawful reason to do so.

Enquiries and quotations

We use your information to respond to enquiries, arrange site surveys and prepare quotations.

Our lawful bases are taking steps at your request before entering into a contract and our legitimate interest in responding to prospective clients.

Providing our services

We use information to deliver our services, manage contracts, communicate with clients and monitor service performance.

Our lawful bases are the performance of a contract and our legitimate interest in operating and managing our services.

Payments and business records

We use information to issue invoices, process payments and maintain accounting and tax records.

Our lawful bases are contract, legitimate interests and compliance with legal obligations.

Website operation and security

We use technical information to operate our website, investigate problems, maintain security and prevent misuse.

Our lawful basis is our legitimate interest in maintaining a secure and effective website.

Website analytics

Where we use optional analytics tools, we process information to understand how visitors use our website and improve its performance.

Our lawful basis is your consent. Optional analytics will not be activated unless you provide consent through our cookie controls.

Marketing

We may use your information to send relevant information about SiteVera’s services where you have requested it or where business-to-business marketing is permitted.

Our lawful basis will be consent or our legitimate interest in promoting relevant services to business contacts.

You can opt out of marketing at any time.

Recruitment

We use applicant information to assess applications, conduct interviews and manage recruitment.

Our lawful bases may include taking steps before entering into an employment contract, legitimate interests and compliance with legal obligations.

Legal and regulatory requirements

We may use information to establish or defend legal claims, meet insurance requirements, respond to regulators or comply with the law.

6. Cookies

Our website may use cookies and similar technologies.

Strictly necessary cookies help the website function and do not normally require consent. Optional cookies, including analytics and advertising cookies, will only be used where you have provided consent.

You can accept, reject or change your optional cookie preferences using our website’s cookie controls.

Further details should be provided in our separate Cookie Policy.

7. Sharing your information

Where necessary, we may share personal information with:

  • Website hosting and IT-support providers

  • Email, document-storage and customer-management providers

  • Accountants, insurers and professional advisers

  • Payment and accounting providers

  • Approved suppliers and subcontractors

  • Analytics providers where you have consented

  • Government departments, regulators, courts or law-enforcement bodies

  • A purchaser or adviser involved in a business sale or restructuring

We require providers acting on our behalf to protect personal information and use it only for authorised purposes.

We do not sell personal information.

8. International transfers

Some technology providers may process information outside the United Kingdom.

Where information is transferred internationally, we will ensure that an appropriate legal safeguard is in place. This may include a UK adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses or another recognised safeguard.

9. How long we keep information

We keep personal information only for as long as reasonably necessary.

Our usual retention periods are:

  • General enquiries and unsuccessful quotations: up to 24 months

  • Client and service records: normally seven years after the relationship ends

  • Financial and accounting records: normally six years after the relevant financial year

  • Website security logs: normally up to 12 months

  • Marketing information: until you unsubscribe or it is no longer required

  • Unsuccessful job applications: normally six months after recruitment ends

Information may be kept longer where required by law, insurance conditions, contractual obligations or an existing legal claim.

10. Information security

We use appropriate technical and organisational measures to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.

These measures may include:

  • Access controls

  • Secure systems

  • Staff responsibilities and procedures

  • Contractual protections

  • Secure backups

  • Security-incident response arrangements

No internet transmission or electronic-storage system can be guaranteed to be completely secure.

11. Your rights

Depending on the circumstances, you may have the right to:

  • Be informed about how your information is used

  • Request access to your information

  • Correct inaccurate or incomplete information

  • Request erasure in certain circumstances

  • Restrict how your information is used

  • Object to processing based on legitimate interests

  • Object to direct marketing at any time

  • Request the transfer of certain information

  • Withdraw consent where processing is based on consent

  • Complain to the Information Commissioner’s Office

These rights are not absolute and may depend on our lawful basis and the circumstances.

To exercise your rights, contact [INSERT PRIVACY EMAIL]. We may need to confirm your identity before completing a request.

12. Direct marketing

You have the right to object to the use of your information for direct marketing at any time.

You can unsubscribe by:

  • Clicking the unsubscribe link in a marketing email

  • Contacting us at [INSERT PRIVACY EMAIL]

  • Updating your communication preferences where available

We may retain a minimal suppression record to ensure that your request is respected.

13. Automated decision-making

SiteVera does not use personal information to make solely automated decisions that have legal or similarly significant effects.

14. Children’s information

Our website is intended for organisations and business users and is not directed at children.

Although SiteVera may provide services at schools and colleges, we do not intentionally collect personal information from children through this website.

15. Third-party websites

Our website may contain links to websites operated by other organisations.

SiteVera is not responsible for the privacy practices or content of third-party websites. You should review their privacy information before submitting personal details.

16. Complaints

If you are concerned about how we use your information, please contact us first so we can investigate.

You can also complain to the Information Commissioner’s Office:

Website: www.ico.org.uk
Telephone: 0303 123 1113

17. Changes to this policy

We may update this Privacy Policy to reflect changes to our website, services or legal responsibilities.

The latest version will be published on this page with the updated date displayed at the top.

18. Contact us

For questions about this policy or how SiteVera uses personal information, contact:

Privacy contact: [INSERT NAME OR ROLE]
Email: [INSERT PRIVACY EMAIL]
Address: [INSERT POSTAL ADDRESS]
Telephone: [INSERT TELEPHONE NUMBER]