Privacy Notice

Controller: LLOYD-ROSE DIGITAL SOLUTIONS LTD trading as Arkwright Builds, registered in England and Wales, company number 17290088. Registered office: 31 Locking Road, Weston-super-Mare, England, BS23 3BZ.

This notice explains how we use personal information when you visit Arkwright Builds, submit a project or software request, communicate with us, receive a proposal, become a client, use a client workspace or support service, or otherwise deal with us.

Information we use

• Identity, business and contact details such as your name, role, organisation, email, telephone number and business address.
• Project and commercial information such as briefs, current systems, requirements, proposals, contracts, invoices, payment status, project records, files, approvals and support requests.
• Communications and meeting information, including messages, notes and records needed to manage the relationship.
• Account, authentication, security and technical information such as session identifiers, access events, IP-derived security records, device/browser information and audit logs.
• Marketing preferences only where you have separately chosen to receive marketing.

Please do not put passwords, full payment-card details or unnecessary sensitive personal information into public project forms. Payment-card information is handled by the relevant payment provider where card payment is offered.

Why we use it and our lawful bases

• Steps before a contract: to review an enquiry, diagnose a requirement, prepare a scope or proposal and respond to a request you have made.
• Contract: to provide agreed services, software, support, billing, project delivery and client access.
• Legitimate interests: to run and secure the business, prevent misuse, maintain records, improve services, manage business relationships and keep an audit trail, where those interests are not overridden by your rights.
• Legal obligation: for accounting, tax, company, regulatory and other records we are required to keep or disclose.
• Consent: only where consent is the appropriate basis, such as optional direct marketing or non-essential browser storage. You can withdraw consent at any time.

Where information comes from

Most information comes directly from you or your organisation. It can also come from systems you ask us to connect, service providers involved in the work, publicly available business sources, or another Lloyd-Rose group service where you have asked for the request to be routed between services.

Who we share it with

We share personal information only where reasonably necessary with providers that help us host, secure, communicate, take or reconcile payments, deliver or integrate the service, and with professional advisers or public authorities where required. Where a separate product or group company becomes responsible for your information, that role will be identified in the applicable service or contract information.

Some providers may process information outside the UK. Where UK data protection law requires a transfer safeguard, we use the applicable adequacy decision, contractual safeguard or other lawful transfer mechanism available for that service.

Automation and AI-assisted tools

Arkwright Builds uses deterministic automation and may use AI-assisted tools to help route work, prepare material or support delivery. A public brief may be scored or routed to help prioritise review. We do not use a solely automated decision to bind you to a bespoke contract, set the final bespoke price, or remove a legal right. Material commercial commitments remain subject to the applicable controlled workflow.

Retention

We keep information only for as long as it is reasonably needed for the purpose, security, disputes and legal duties. Unsuccessful enquiries and proposals are normally reviewed for deletion or anonymisation after 18 months. Contract and project records are normally retained for up to 6 years after the relationship ends where needed for contractual, accounting or legal purposes. Security and diagnostic logs are normally reviewed within 12 months unless an incident or legal reason requires longer. Project files can be retained for a shorter or longer period where the contract, support requirement or legal position requires it. Deletion is controlled rather than performed blindly by an automated housekeeping process.

Your rights

Depending on the circumstances and lawful basis, you may have rights to access your personal information, correct it, ask for erasure or restriction, object to processing, receive portable information, and withdraw consent where consent is used. Some rights are subject to legal exemptions and retention duties.

To make a request or raise a privacy concern, email arkwright@arkwrightbuilds.com or write to the registered office above. We may need proportionate information to verify identity before disclosing or changing records.

Complaints

Please contact us first so we can investigate. You also have the right to complain to the Information Commissioner’s Office if you remain dissatisfied. The ICO can be contacted through ico.org.uk.

Privacy and cookie choices

The first-visit privacy popup provides a layered explanation of browser storage and lets you accept, reject or manage optional categories. Your choice is stored for up to one year and can be changed at any time from the footer. Rejecting optional storage does not prevent access to the public website. See the Cookie and browser storage notice for the current cookie list and category details.

Changes to this notice

We update this notice when the way we use information materially changes. The version date shown on this page identifies the current notice.