Privacy Policy

Marketing information

We may collect:

• Your marketing preferences
• Records of your consent
• Information about how you respond to our emails or promotions

Website and technical information

When you use our website, we may collect:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages visited
• Time spent on the website
• Referring website or search engine
• Cookie identifiers and consent preferences
• Information about how you interact with the website

Some of this information is collected through cookies and similar technologies.

Photographs, videos and testimonials

Where you agree to take part in a customer case study, testimonial, photography session or video, we may collect and publish your name, image, voice, property images and comments in accordance with the permissions agreed with you.

3. How we collect your informationWe may collect information:

• Directly from you when you contact us
• Through website enquiry and brochure request forms
• During showroom visits, telephone calls, emails or home surveys
• When you request a quotation or place an order
• During the design, manufacture, installation and aftercare process
• When you subscribe to marketing communications
• Through cookies and website analytics tools
• Through social media platforms when you contact or interact with us
• From third parties involved in your project, where appropriate
• From publicly available sources in connection with legitimate business enquiries

4. How and why we use your information

We use personal information only where we have a valid reason under data protection law.

Responding to enquiries

We use your information to:

• Respond to questions
• Provide brochures and product information
• Arrange calls, showroom visits and home surveys
• Prepare quotations and recommendations

Our lawful basis is taking steps at your request before entering into a contract and our legitimate interest in responding to enquiries and developing our business.

Managing orders and installations

We use your information to:

• Prepare and manage contracts
• Design, manufacture and install your Urbanpod
• Arrange site visits and installation work
• Communicate project updates
• Process payments and invoices
• Provide warranty services and aftercare

Our lawful basis is the performance of our contract with you and compliance with our legal obligations.

Customer service

We use your information to answer questions, resolve complaints, manage warranties and maintain records of the products and services supplied to you.Our lawful basis is the performance of our contract and our legitimate interest in providing effective customer service.

Improving our website and services

• We may use website usage information to:
• Understand how visitors use the website
• Identify technical problems
• Improve website content and performance
• Measure the effectiveness of our advertising and marketing
• Protect the website against fraud, misuse and security threats

Our lawful basis is our legitimate interest in operating and protecting our website. Where consent is required for analytics, advertising or similar technologies, we rely on your consent.

Marketing

We may use your information to send you news, offers, event information, product updates and other marketing communications where:

• You have given us consent;
• You are an existing customer and the law allows us to contact you about similar products or services; or
• We have another lawful basis for contacting you.

You can unsubscribe at any time by using the unsubscribe link in an email or by contacting us.Withdrawing your consent will not affect the lawfulness of anything we did before you withdrew it.

Legal and administrative purposes

We may use your information to:

• Maintain accounting and tax records
• Establish, exercise or defend legal claims
• Meet health and safety requirements
• Prevent fraud or misuse
• Respond to requests from regulators, courts or public authorities
• Comply with other legal obligations

Our lawful basis is compliance with a legal obligation or our legitimate interest in protecting Urbanpods and its customers.

5. Cookies and similar technologies

Our website may use cookies, pixels, local storage and similar technologies.

Cookies may be used to:

• Make the website function correctly
• Remember your preferences
• Maintain website security
• Understand how visitors use the website
• Measure advertising performance
• Display embedded content, such as videos or maps
• Support social media features

Strictly necessary technologies may be used without consent where permitted by law.Where consent is required, analytics, advertising and other non-essential technologies will not be activated unless you choose to accept them.You can manage or withdraw your choices through the cookie settings available on our website.

6. Who we share information with

We may share personal information with trusted organisations that help us operate our business, including:

• Website hosting and website development providers
• Customer relationship management and enquiry management providers
• Email, telephone and communication providers
• Cloud storage and IT support providers
• Analytics and advertising providers
• Payment processors, banks and finance providers
• Accountants, auditors, insurers and professional advisers
• Delivery, installation and specialist subcontractors
• Product manufacturers and suppliers where needed for your project
• Planning, building control or other professional services where requested
• Government bodies, regulators, law enforcement agencies or courts where required by law
• A buyer, investor or adviser if Urbanpods undergoes a business sale, restructuring or acquisition

These organisations may only use the information for the agreed purpose and must protect it appropriately.We do not sell your personal information.

7. International data transfers

Some of our service providers may process or store personal information outside the United Kingdom.Where information is transferred internationally, we take appropriate steps to protect it. These may include:

• Transferring information to a country covered by UK adequacy regulations
• Using the UK International Data Transfer Agreement
• Using the UK Addendum to approved contractual clauses
• Applying other safeguards permitted by data protection law

You can contact us for further information about the safeguards used for international transfers.

8. How long we keep your information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected.Our expected retention periods are:

• General enquiries and brochure requests: up to 12 months after our last meaningful contact
• Unsuccessful quotations: up to 12 months after the quotation expires or our last contact
• Customer, contract and installation records: normally seven years after the end of the customer relationship
• Financial and accounting records: normally six years after the end of the relevant financial year
• Warranty and aftercare records: for the duration of the warranty and for a reasonable period afterwards
• Marketing information: until you unsubscribe, withdraw consent or we determine that the information is no longer accurate or useful
• Marketing suppression records: for as long as necessary to ensure we respect your decision not to receive marketing
• Website security logs: normally up to 12 months
• Cookie and consent records: for as long as required to demonstrate and manage your preferences
• Photography, videos and testimonials: for the period agreed with you or until the material is no longer required, subject to any contractual arrangements

We may retain information for longer where required by law, to resolve a dispute or to establish, exercise or defend a legal claim.

9. How we protect your information

We use appropriate technical and organisational measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Misuse
• Alteration
• Disclosure
• Destruction

Access to personal information is restricted to employees, contractors and service providers who require it for legitimate business purposes.Although we take reasonable steps to protect information, no website or internet transmission can be guaranteed to be completely secure.

10. Your data protection rights

Depending on the circumstances, you may have the right to:

• Ask for access to the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your information
• Ask us to restrict how your information is used
• Object to certain uses of your information
• Ask us to transfer information to you or another organisation
• Withdraw consent where we rely on consent
• Complain about how we use your information

These rights are not absolute and may be subject to legal conditions or exemptions.

Your right to object

You have the right to object at any time to our use of your personal information for direct marketing.

You may also object where we rely on legitimate interests. We will stop using your information unless we have compelling legitimate grounds to continue or the information is required for legal claims.

To exercise your rights, contact us using the details at the beginning of this Privacy Policy. We may need to ask for information to confirm your identity before responding.

We normally respond to valid requests within one month.

11. Complaints

Please contact us first if you have concerns about how we have used your personal information. We will investigate and try to resolve your concern.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk

12. Third-party websites

Our website may include links to websites, social media platforms or services operated by other organisations.

We are not responsible for the privacy practices of those organisations. You should read their privacy information before providing personal information or using their services.

13. Children’s information

Our website and services are not intended for children, and we do not knowingly collect personal information from children through the website.

If you believe a child has provided us with personal information, please contact us so we can investigate and take appropriate action.

14. Automated decision-making

We do not make decisions that have legal or similarly significant effects on individuals solely through automated processing.

We may use website analytics and advertising tools to group website visitors or measure their interests, subject to their cookie choices, but these activities are not used to make significant automated decisions about them.

15. Changes to this Privacy Policy

We may update this Privacy Policy when our services, website technologies or legal obligations change.

The latest version will be published on this page, and the date at the top will show when it was last updated. We recommend checking this page occasionally for changes.

A consent-management platform such as Usercentrics can keep the technical cookie and provider information updated as the website changes. However, Urbanpods will still need to confirm that the sections covering customer records, contractors, marketing and retention accurately reflect its business practices.