Privacy Policy

Effective Date:

      September 14, 2026

Last Updated: September 14, 2026

Ground Up Logistics Limited ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you visit our website  https://grounduplogisticslimited.co.uk or engage our professional construction consulting and project management services.

We act as the Data Controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We may collect and process the following personal information depending on how you interact with us:

      • Identity & Contact Data: Name, job title, company name, email address, telephone number, and postal address for client site visits or billing.

      • Project & Commercial Data: Site locations, planning application references, architectural drawings, tender details, and contract documents provided to us to execute our services.

      • Financial & Transaction Data: Bank details, VAT information, payment card details, and invoice history.

      • Technical Data: IP address, browser type, operating system, and standard website usage analytics collected automatically when you browse our site.

      • Communication Data: Records of any correspondence, general enquiries, or feedback sent to us via email, web forms, or phone calls.

2. How We Collect Your Personal Data

We collect data through:

      • Direct Interactions: When you fill in contact forms, request a consultation, request a project quote, or correspond with us directly by phone or email.

      • Service Execution: Information supplied during the onboarding process or over the course of delivering programming, planning advisory, or project management services.

      • Automated Technologies: Technical data gathered via basic log files and website analytics cookies as you navigate our website.

3. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases to process your personal data:

      • Contractual Obligation: Necessary to enter into or perform a contract with you e.g., executing precision programming, RIBA stage planning advice, or project advocacy.

      • Legitimate Interests: Necessary for our legitimate business interests e.g., maintaining business relations, responding to website enquiries, improving our consultancy services, preventing fraud, and ensuring network security, provided these interests do not override your rights.

      • Legal Obligation: Necessary to comply with statutory and regulatory obligations e.g., HMRC tax records, insurance requirements, and health & safety compliance.

      • Consent: Where you have explicitly consented e.g., subscribing to optional marketing communications. You may withdraw consent at any time.

4. How We Use Your Information

We use the collected information to:

      • Provide expert construction management, project scheduling, and planning advisory services.

      • Prepare tenders, critical path analyses, baseline schedules, and contractual reports.

      • Process invoices, track payments, and maintain statutory accounting records.

      • Respond to customer enquiries, consultation requests, and project specifications.

      • Comply with legal, regulatory, and professional standards in the UK construction sector.

5. Sharing Your Personal Data

We do not sell, rent, or trade your personal information. We may share your data with trusted third parties only when necessary for our business operations, including:

      • Sub-consultants & Contractors: Qualified third-party professionals involved directly in executing your project (with your prior agreement).

      • Service Providers: IT support, website hosting, cloud storage, software vendors e.g., Microsoft, Asta Powerproject, and accounting service providers.

      • Professional Advisers: Legal counsel, accountants, auditors, and insurance underwriters.

      • Regulatory & Government Bodies: HMRC, law enforcement, or local planning authorities when legally mandated.

All third-party service providers are bound by strict confidentiality and security obligations under contract.

6. International Data Transfers

Where external software platforms or services transfer personal data outside the UK or the European Economic Area (EEA), we ensure appropriate safeguards are implemented in accordance with UK data protection laws (e.g., standard contractual clauses or International Data Transfer Agreements).

7. Data Retention

We keep your personal information only for as long as necessary to fulfill the purposes for which it was collected, including satisfying legal, accounting, reporting, or professional indemnity insurance requirements.

      • Client & Project Records: Retained for a minimum of 6 to 12 years following project completion in alignment with statutory limitation periods for breach of contract and latent defects.

      • General Enquiries: Retained for up to 2 years after our last communication if no contractual relationship is established.

      • Financial Records: Retained for 6 years plus the current financial year in line with UK tax regulations.

8. Data Security

We implement appropriate technical, organizational, and physical security measures to protect your personal data from accidental loss, unauthorized access, disclosure, or alteration. Access to your personal data is limited to personnel and third parties who have a business need-to-know.

9. Your Legal Rights

Under UK data protection laws, you have rights regarding your personal data, including:

      • Right of Access: Request a copy of the personal data we hold about you (a Data Subject Access Request).

      • Right to Rectification: Request correction of inaccurate or incomplete data.

      • Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data where there is no legal requirement for us to retain it.

      • Right to Restrict Processing: Request the suspension of processing your personal data in certain scenarios.

      • Right to Data Portability: Request the transfer of your data to you or a third party in a structured format.

      • Right to Object: Object to processing based on legitimate interests or direct marketing.

To exercise any of these rights, please contact us at simonh@grounduplogisticslimited.co.uk.

10. Cookies & Tracking

Our website uses standard cookies and analytics tools to enhance site navigation, measure traffic, and improve user experience. You can adjust your browser settings to refuse some or all cookies. Blocking essential cookies may impair certain features of the site.

11. Third-Party Links

Our website may contain links to external third-party websites or services. We do not control these websites and are not responsible for their privacy statements. We encourage you to read the privacy notice of every website you visit.

12. Contact Details & Complaints

If you have questions about this policy or how we handle your personal data, please contact:

Ground Up Logistics Limited

Registered Office Address: Rushmead, Rye Road, Brookland, Romney Marsh, Kent, TN29 9TA

Company Registration Number: 16882811

Email: simonh@grounduplogisticslimited.co.uk

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues: