Privacy Policy

1. Who we are

Prima Systems (South East) Ltd ("Prima Systems", "we", "us") is a specialist glazing contractor providing architectural glazing, fire-rated glazing and refurbishment and retrofit services across Kent, London and the South East.

Our registered office is The Kent Barn, St Radigund's Abbey, Abbey Road, Dover, Kent, CT15 7DL. We are the data controller for the personal information described in this policy, and we are registered with the Information Commissioner's Office (ICO).

This policy explains what personal information we collect, why we collect it, how we use it and the choices you have. It applies to information collected through this website, by email and phone, and in the course of our commercial work.

2. The information we collect

Information you give us

When you contact us, request a quotation, book a condition survey or apply for a role, we collect the details you provide, which may include:

your name, job title and the organisation you represent;
contact details such as your email address, telephone number and postal or site address;
details of your project or enquiry, including drawings, specifications and tender documents you upload or send to us;
for recruitment, your CV, covering letter, qualifications, work history and referee details;
records of our correspondence with you.

Information we collect automatically

When you use this website we collect limited technical information such as your IP address, browser type, the pages you visit and the date and time of your visit. See Cookies and analytics below and our separate Cookie Policy.

Information from other sources

In the course of a project we may receive your details from a main contractor, client, architect or consultant who has engaged us, or from publicly available sources such as Companies House or your organisation's website.

3. How we use your information

We use personal information to:

respond to enquiries and provide quotations, budgets and condition survey reports;
plan, deliver, supervise and hand over glazing contracts, including arranging site access and liaising with residents, occupants and other trades;
manage our relationships with clients, main contractors, consultants and suppliers, including invoicing and payment;
meet our legal, health and safety, certification and insurance obligations, including keeping records required by schemes such as PAS 2030, FENSA and CHAS;
assess job applications and manage recruitment;
run, secure and improve this website;
tell you about our services where you have asked us to or where we have a legitimate business reason to do so — you can opt out at any time.

We do not sell personal information, and we do not use it for automated decision-making or profiling.

4. Our lawful basis

Under UK data protection law we must have a lawful basis for using your information. We rely on:

Contract — where we need your information to prepare a quotation you have asked for, or to perform a contract with you or your organisation.
Legitimate interests — to run our business effectively, respond to enquiries, maintain relationships with clients and contractors, and keep our website and premises secure. We balance these interests against your rights.
Legal obligation — where we must keep records for tax, health and safety, building regulations or certification purposes.
Consent — where you tick a box to agree to us storing your details when you submit a web form, or where you ask to receive updates from us. You can withdraw consent at any time.

We share personal information only where necessary and with appropriate safeguards, with:

Project partners — main contractors, clients, architects, consultants and sub-contractors involved in delivering your project.
Suppliers and service providers who help us run the business, such as our IT, email and website hosting providers, accountancy software and insurers. They act on our instructions and are not permitted to use your information for their own purposes.
Certification and accreditation bodies where required to evidence compliant installations (for example PAS 2030, TrustMark and FENSA registrations).
Regulators, courts and law enforcement where we are required to by law.

This website uses services provided by Google (Google Maps on our Contact page and Google Fonts) and Font Awesome. When your browser loads these, the provider receives your IP address. Their privacy policies apply to that processing. Where a provider processes information outside the UK, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

6. How long we keep it

We keep personal information only for as long as we need it for the purposes above, and then delete or anonymise it. As a guide:

Enquiries and quotations that do not lead to a contract — up to 2 years from our last contact, so we can respond if the project comes back.
Contract and project records — for the duration of the contract and up to 12 years afterwards, reflecting the limitation periods that apply to construction contracts and the lifespan of installation warranties and certifications.
Financial records — 6 years after the end of the financial year to which they relate, as required by HMRC.
Recruitment applications — 6 months after the vacancy is filled for unsuccessful candidates, unless you ask us to keep your details on file for future roles.
Website logs and analytics — as described in our Cookie Policy.

7. How we keep it secure

We take appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access. These include access controls and password policies, encrypted connections to this website (HTTPS), secure cloud-based email and file storage, and staff training. We hold Cyber Essentials certification, a UK government-backed standard for protecting against common cyber attacks.

No method of transmission over the internet is completely secure, so we cannot guarantee absolute security. If you have any concerns about the security of information you have sent us, please contact us.

8. Your rights

You have rights over your personal information, including the right to:

access a copy of the information we hold about you;
rectify information that is inaccurate or incomplete;
erase your information in certain circumstances;
restrict or object to our processing, including objecting to direct marketing at any time;
data portability — receive information you provided to us in a structured, machine-readable format;
withdraw consent where consent is the basis for our processing.

To exercise any of these rights, email enquiries@primasystems.co.uk or write to us at the address above. We will respond within one month. We may ask you to confirm your identity before acting on a request.

If you are unhappy with how we have handled your information, you have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve your concern first.

9. Cookies and analytics

This website uses a small number of cookies to work properly and, where enabled, to understand how the site is used so we can improve it. Details of each cookie, how long it lasts and how to control cookies in your browser are set out in our Cookie Policy.

10. Links to other websites

Our website contains links to other websites, including those of accreditation bodies, partners such as Diversity and Inclusion in Construction, and social networks. We are not responsible for the privacy practices or content of those sites and encourage you to read their privacy policies.

11. Changes to this policy

We review this policy regularly and will publish any changes on this page, updating the "last updated" date at the top. Where a change is significant we will take reasonable steps to bring it to your attention.

12. How to contact us

If you have any questions about this policy or how we handle your information, please contact us:

Email: enquiries@primasystems.co.uk
Telephone: 01304 842999
Post: Prima Systems (South East) Ltd, The Kent Barn, St Radigund's Abbey, Abbey Road, Dover, Kent, CT15 7DL