Privacy, Data Handling and GDPR Policy

Introduction

Building Control Partnership Ltd (“BCP”, “we”, “our” or “us”) is committed to protecting personal data and handling information lawfully, fairly, securely and transparently in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and all other applicable legislation.

This Policy explains how we collect, use, store, disclose and retain personal information in connection with our professional building control and regulatory activities.

Who Are We

Building Control Partnership Ltd is a Registered Building Control Approver providing statutory and professional building control services throughout England and Wales.

In carrying out our duties, BCP acts in both a professional consultancy capacity and in a statutory regulatory capacity under relevant building control legislation.

The Types of Data We May Collect

We may collect and process the following categories of information:

• Names, addresses, telephone numbers and email addresses
• Property ownership and development information
• Architectural, engineering and construction information
• Planning and development documentation
• Contractor, consultant and agent details
• Payment and invoicing information
• Records of inspections, compliance and enforcement matters
• Communications and correspondence
• Identification and authority documentation where required

How Data is Obtained

• Information may be obtained directly from:
• Property owners
• Applicants
• Developers
• Agents and representatives
• Architects, surveyors and contractors
• Local Authorities                                                                                     
• Statutory bodies
• Public records and registers

Where a person provides information relating to another identifiable individual, BCP will reasonably rely upon the submitting party confirming they have lawful authority and consent where required to provide that information.

Agents, Joint Owners and Third Parties

Many applications involve multiple parties including spouses, partners, joint owners, developers, tenants, freeholders, leaseholders, consultants and appointed agents.

Where an application, instruction or declaration is submitted by one party on behalf of others, the submitting party warrants and confirms that:

• they are authorised to act on behalf of all relevant parties;
• all relevant parties have been informed of the submission and proposed data use;
• they have authority to provide the personal data supplied; and
• they consent, or have obtained all necessary consents, for BCP to process such information for legal, regulatory and professional purposes.

BCP reserves the right to request evidence of such authority where appropriate.

Purpose for Processing Data

BCP processes data for legitimate legal, contractual, regulatory and professional purposes including:

• Carrying out building control functions
• Assessing compliance with Building Regulations
• Registering and administering Initial Notices
• Undertaking consultations with statutory authorities
• Maintaining inspection and compliance records
• Professional risk management and audit purposes
• Legal proceedings or dispute resolution
• Financial administration and debt recovery
• Health and safety obligations
• Regulatory compliance with the Building Safety Regulator and other authorities

Disclosure of Information

Information may be disclosed where necessary to:

• Local Authorities
• The Building Safety Regulator
• Fire and Rescue Authorities
• Statutory consultees
• Professional advisers
• Insurers
• Legal representatives
• IT and secure data hosting providers
• Courts, tribunals or regulatory bodies

BCP does not sell personal data.

Initial and Other Notices and Public Registers

For clarity, Initial Notices submitted under building control legislation are formally notified to the relevant Local Authority.

Local Authorities are legally required to maintain Public Registers containing certain information relating to building control matters. These registers are publicly accessible and may be searchable online.

As a result, property owners, developers and related parties may receive unsolicited marketing or contact from third parties using information obtained from publicly available registers or associated construction activity.

BCP does not sell or commercially distribute client data for marketing purposes.

Data Storage and Security

BCP maintains physical, electronic and organisational safeguards designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Data may be stored:

• electronically on secure systems and cloud services;
• within professional software platforms;
• in physical paper files and archives.

Data Retention

Information is retained for periods considered necessary to satisfy:

• statutory obligations;
• professional and insurance requirements;
• limitation periods for legal claims;
• regulatory audit obligations; and
• legitimate business purposes.

Certain project records may require long-term retention.

Your Rights

Individuals may have rights including:

• access to personal data;
• correction of inaccurate data;
• restriction of processing in certain circumstances;
• objection to certain processing activities;
• data portability where applicable;
• complaint to the Information Commissioner’s Office (ICO).

Certain rights may be limited where data is processed for statutory or regulatory purposes.

Contact

Any questions regarding this Policy or data protection matters should be directed by the Contact Form of this website to the Date Manager.

Policy Review

This Policy may be amended periodically to reflect operational, legal or regulatory changes.