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Privacy Policy

Fortiva Projects Ltd is a company registered in England and Wales.

Company number: 17157995. Registered office: Union House , 111 New Union Street, Coventry, CV1 2NT.

enquiries@fortivaprojects.co.uk

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1. Who We Are

 

Fortiva Projects Ltd ("Fortiva", "we", "us") is a technology infrastructure project management company registered in England and Wales (Company No. 17157995). Our registered address is 111 New Union Street, Coventry, CV1 2NT. We are the data controller for the personal data we collect and process. If you have any questions about how we handle your personal data, please contact us at enquiries@fortivaprojects.co.uk.

 

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2. What Personal Data We Collect

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We may collect and process the following categories of personal data:

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From clients and prospective clients:

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  • Name, job title, and employer

  • Contact details: email address, phone number, business address

  • Financial information: billing address, invoice details, payment records

  • Project-related communications and documentation

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From individuals we meet in the course of delivering projects:

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  • Name and contact details of site contacts, contractors, and third-party suppliers

  • Details necessary to coordinate access, scheduling, and project delivery

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From website visitors (if applicable):

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  • IP address and browser information (via standard web server logs)

  • Enquiry details submitted via contact forms

 

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3. How We Collect Personal Data

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We collect personal data:

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  • Directly from you when you enquire about or engage our services

  • In the course of delivering a project (e.g., site visits, email correspondence)

  • From publicly available sources (e.g., LinkedIn, company websites)

  • From third parties such as referrers or introducers

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4. Why We Use Your Personal Data (Legal Bases)

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We only process personal data where we have a valid legal basis to do so. The legal bases we rely on are:

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Performance of a contract:

Where we are engaged by you or your organisation, we process your data to deliver our services, manage the project, and administer our business relationship with you.

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Legitimate interests:

We may process data for our legitimate business interests, including managing supplier and contractor relationships, issuing invoices, pursuing unpaid debts, maintaining project records, and communicating with clients about relevant services. We ensure these interests are balanced against your rights.

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Legal obligation:

We may process data where required to comply with a legal obligation, such as financial record-keeping requirements under UK tax law.

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Consent:

Where we send marketing communications, we will only do so with your consent (where required). You may withdraw consent at any time by emailing enquiries@fortivaprojects.co.uk.

 

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5. What We Do with Your Personal Data

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We use your personal data to:

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  • Provide, manage, and deliver our project management services

  • Communicate with you about your project, including scheduling, updates, and reporting

  • Issue invoices, process payments, and manage accounts

  • Maintain records of our work for legal, financial, and quality purposes

  • Respond to enquiries and manage our business relationships

  • Comply with legal and regulatory obligations

 

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6. Who We Share Your Data With

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We do not sell your personal data. We may share it in the following circumstances:

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  • Sub-contractors and suppliers engaged to assist in delivering your project, on a need-to-know basis

  • Professional advisers (e.g., accountants, solicitors) bound by confidentiality

  • HM Revenue & Customs or other regulatory authorities where required by law

  • Technology service providers (e.g., cloud storage, email, accounting software) who process data on our behalf under appropriate data processing agreements​

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We require all third parties who handle your data to maintain appropriate security measures and to process it only for specified purposes.

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7. How Long We Keep Your Data

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We retain personal data for as long as necessary to fulfil the purposes set out in this policy and to comply with legal obligations. As a guide:

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  • Client and project records: 7 years from the end of the engagement (in line with HMRC requirements)

  • Enquiry or proposal records where no engagement followed: up to 2 years

  • Contractor and supplier contact details: for the duration of the working relationship and up to 3 years thereafter

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We periodically review the data we hold and securely delete data that is no longer required.

 

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8. Your Rights

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Under UK data protection law, you have the following rights:

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  • Right of access: to request a copy of the personal data we hold about you

  • Right to rectification: to ask us to correct inaccurate or incomplete data

  • Right to erasure: to request deletion of your data in certain circumstances

  • Right to restrict processing: to ask us to limit how we use your data

  • Right to data portability: to receive your data in a structured, commonly used format

  • Right to object: to object to processing based on legitimate interests

  • Rights related to automated decision-making: we do not carry out automated decision-making or profiling that produces legal or similarly significant effects

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To exercise any of these rights, please contact us at enquiries@fortivaprojects.co.uk. We will respond within one calendar month. If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO) at www.ico.org.uk.

 

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9. Security

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We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include:

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  • Use of password-protected and encrypted systems

  • Limited access to personal data on a need-to-know basis

  • Regular review of our data handling practices

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No method of transmission or storage is 100% secure. If you have concerns about the security of your data, please contact us at enquiries@fortivaprojects.co.uk.

 

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10. Contact Us

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If you have any questions about this Privacy Policy, wish to exercise your rights, or have a concern about how we handle your data, please contact:

 

Fortiva Projects Ltd

enquiries@fortivaprojects.co.uk

 

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11. Changes to This Policy

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We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Where changes are material, we will notify clients directly. The current version will always be available on request from enquiries@fortivaprojects.co.uk.

This policy does not form part of any contract. It is provided for information purposes only.

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