Privacy Policy

A legal disclaimer

Effective Date: January 13, 2026
FormX ("we", "us", or "our") is a construction project management company based in the United Kingdom. We are committed to protecting your privacy and ensuring that your personal data is handled in a way that is fair, transparent, and compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
As the data controller, FormX determines the purposes and means of processing personal data. Our registered address is First Central 200, 6th Floor 2 Lakeside Drive, London, NW10 7FQ. If you have any questions about this privacy policy or our data practices, please contact us at hello@formx-projectmanagment.co.uk or by post to the address above.
This privacy policy explains how we collect, use, store, share, and protect your personal information when you visit our website (formx.co.uk), use our services, or interact with us. It also outlines your rights under UK data protection laws.

1. What Type of Information Do We Collect?

We collect personal data that you provide to us directly, as well as data collected automatically through our website and services. This may include:

Personal identifiers: Name, email address, phone number, postal address, and company details.
Project-related data: Details about construction projects, such as site addresses, timelines, budget information, and contact details for clients, subcontractors, or suppliers.
Financial and billing data: Payment details (e.g., bank account numbers, VAT numbers), invoices, and transaction history.
Technical data: IP address, browser type, device information, and usage data (e.g., pages visited, time spent on site).
Communication data: Feedback, inquiries, or comments submitted via contact forms or emails.
Special categories (if applicable): We do not typically collect sensitive data (e.g., health or biometric information), but if required for project safety assessments, we will seek explicit consent.

We only collect data that is necessary for our services and do not collect data from children under 16 without parental consent.

2. How Do We Collect Information?

We collect personal data in the following ways:

Directly from you: When you fill out contact forms on our website, register for services, submit project inquiries, provide feedback, or communicate with us via email or phone.
Automatically: Through cookies, web beacons, and analytics tools when you visit our site (see Section 6 for details).
From third parties: Occasionally from business partners (e.g., subcontractors or suppliers) during project collaborations, or from public sources for verification purposes.

When you engage in transactions (e.g., requesting a quote or signing a contract), we collect details like your name, address, and payment information as part of the process.

3. Why Do We Collect Such Personal Information?

We process your personal data for legitimate business purposes, always with a lawful basis under UK GDPR. The main purposes and legal bases are:

Purpose

To provide and manage construction project services (e.g., scheduling, coordination, reporting)
To communicate with clients, subcontractors, and suppliers (e.g., updates, quotes, invoices)
To process payments and handle billing
To improve our services (e.g., analyzing usage data for site enhancements)
To send marketing communications (e.g., newsletters about industry updates)
To comply with legal obligations (e.g., health and safety regulations, tax reporting)
To prevent fraud or resolve disputes

Legal Basis

Contract performance (Art. 6(1)(b))
Contract performance and legitimate interests (Art. 6(1)(b) & (f))
Contract performance (Art. 6(1)(b))
Legitimate interests (Art. 6(1)(f))
Consent (Art. 6(1)(a)) – you can opt out at any time
Legal obligation (Art. 6(1)(c))
Legitimate interests (Art. 6(1)(f))

We will only process special category data (if any) with your explicit consent or where required by law (e.g., for occupational health and safety under the Construction (Design and Management) Regulations 2015).

4. How Do We Store, Use, Share, and Disclose Your Personal Information?

Storage: Your data is stored securely on servers hosted in the UK or EEA, using encryption and access controls. Our website is built on the Wix.com platform, which stores data on secure servers behind a firewall. Payment data is handled via PCI-DSS compliant gateways (e.g., Stripe or similar).
Use: We use your data only for the purposes outlined in Section 3. We retain it only as long as necessary (e.g., 7 years for financial records per UK tax laws; project data for the duration of the project plus 2 years).
Sharing: We may share data with:
- Trusted third-party service providers (e.g., cloud hosting like Wix, payment processors, email tools like Mailchimp) who are contractually bound by UK GDPR.
- Subcontractors, suppliers, or partners involved in your project (e.g., architects or material suppliers), only on a need-to-know basis.
- Legal authorities if required by law (e.g., HMRC for audits or HSE for safety reports).
We do not sell your data. International transfers (if any) are protected by UK adequacy decisions or standard contractual clauses.
Security: We implement appropriate technical and organizational measures (e.g., firewalls, SSL encryption) to protect against unauthorized access, but no system is 100% secure.

5. How Do We Communicate with You?

We may contact you via email, phone, post, or text for:

Service-related matters (e.g., project updates, invoices).
Marketing (e.g., promotions for new services) – only with your consent.
Surveys or feedback requests.

You can opt out of marketing communications at any time by clicking "unsubscribe" in emails or contacting us. We do not use automated decision-making that significantly affects you.

6. How Do We Use Cookies and Other Tracking Tools?

Our website uses cookies and similar technologies to enhance functionality and analyze usage. These include:

Essential cookies: For site security and basic functions.
Analytics cookies (e.g., Google Analytics): To track visitor behavior anonymously.
Marketing cookies: For personalized ads (with consent).

You can manage cookies via your browser settings. For details, see our Cookie Policy. Third-party tools may have their own policies.

7. Your Rights and How to Withdraw Consent

Under UK GDPR, you have the right to:

Access: Request a copy of your data.
Rectification: Correct inaccurate data.
Erasure: Request deletion (subject to legal retention).
Restriction: Limit processing in certain cases.
Portability: Receive your data in a structured format.
Object: To processing based on legitimate interests or for marketing.
Withdraw consent: At any time, without affecting prior processing.

To exercise these rights, contact us at hello@formx-projectmanagment.co.uk. We respond within one month. If unsatisfied, you can complain to the Information Commissioner's Office (ICO) at www.ico.org.uk.

8. Privacy Policy Updates

We may update this policy to reflect changes in our practices or laws. Significant changes will be notified via email or on our website. Check back periodically; the effective date is at the top.

9. Questions and Contact Information

If you have questions, need to access/amend/delete your data, or withdraw consent, contact:

Email: hello@formx-projectmanagment.co.uk
Post: First Central 200, 6th Floor 2 Lakeside Drive, London, NW10 7FQ

For legal advice on this policy, consult a qualified professional. This policy is for informational purposes and does not constitute legal advice.