Privacy Policy
Effective date: 13 Apr 2026
Who we are: BuildArc (“we”, “us”, “our”) provides Built Environment and Marketing consulting, tools and workshops.
- Legal entity name: BuildArc Ltd
- Email: info@buildarc.co
- Website: https://buildarc.co
- Data controller: BuildArc is the controller of your personal data for this website and our marketing.
1) What data we collect
We only collect what we need:
- Contact data: name, email address, company, role, and anything you include when contacting us.
- Marketing preferences: which updates you want (e.g., Workshops, Templates & Tools, Consulting).
- Assessment data (BIM Coordinator Priority Challenge): role, organisation side, experience level, prioritisation selections, reasons, timestamps, attempt counts, and derived coordination profile. Responses are stored using a randomly generated session identifier and are not linked to personal identity unless you voluntarily provide an email address.
- Website usage data: limited server logs required for site operation. We do not intentionally store IP address, device fingerprinting, or tracking data through the challenge.
- Transaction/contract data (if you buy or engage us): billing name, company, address, VAT number, purchase history, and related communications.
We do not intentionally collect special category data.
2) How we collect it
- Directly from you (forms, email sign-ups, enquiries, bookings and interactive tools such as the BIM Coordinator Priority Challenge)..
- Automatically via our website (limited server logs required for operation).
- From third-party tools you choose to use with us (e.g., meeting links, payment processors, form tools).
3) Why we use your data (lawful bases)
| Purpose | Examples | Lawful basis |
|---|---|---|
| Responding to enquiries | Contact forms, email threads | Legitimate interests (to run our business and reply) |
| Providing services / fulfilling a contract | Proposals, statements of work, delivery communications, support | Contract |
| Sending newsletters and updates | Email list, service/topic preferences | Consent (you can withdraw anytime) |
| Improving our site and services | Basic analytics, performance, anti-abuse | Legitimate interests |
| Challenge scoring and feedback | BIM Coordinator Priority Challenge profile generation | Legitimate interests |
| Product research and improvement | Product research and improvement | Legitimate interests |
| Legal/financial compliance | Invoices, tax records, record-keeping | Legal obligation |
4) BIM Coordinator Priority Challenge
We provide an interactive assessment called the BIM Coordinator Priority Challenge. When you participate, we collect scenario-based prioritisation decisions, selected reasons, optional free text responses, timestamps, and attempt counts. We also collect role, organisation side, and experience level selections.
Responses are stored using a randomly generated session identifier and are not linked to personal identity unless you voluntarily provide an email address.
We analyse response patterns to generate a coordination profile. This profiling is used to provide feedback and improve our tools. It does not produce legal or similarly significant effects.
Providing an email address is optional. If you choose to submit your email, we store it alongside your coordination profile, attempt count, and selected role information. This is processed only with your consent.
We may analyse challenge responses in anonymised and aggregated form to understand industry coordination practices, improve our tools, and publish non-identifiable insights.
5) Sharing your data (processors we use)
We use trusted providers to run our website and email:
- Website hosting & infrastructure: IONOS (UK/EU).
- Content management: WordPress and selected plugins (for forms, caching, security).
- Email marketing: MailerLite (manages our subscriber list, consent logs and campaigns).
- Analytics/other tools: Google Analytics (if enabled)
These providers act under our instructions as processors. We only share what’s necessary and we have appropriate contracts in place.
Anonymous BIM Coordinator Priority Challenge responses are not shared with third parties. Email addresses provided with consent are shared only with MailerLite for communications you request.
6) International transfers
Some providers may process data outside the UK/EEA. Where this happens, we rely on adequacy regulations or Standard Contractual Clauses (SCCs) plus supplementary measures to protect your data.
7) How long we keep data
- Enquiry emails: up to 24 months after last meaningful contact.
- Marketing subscribers: until you unsubscribe or your address bounces, with periodic cleansing.
- Contract/finance records: typically 6 years (UK HMRC requirements).
We may keep minimal suppression records to respect future opt-outs. - Anonymous challenge responses: retained for product improvement and anonymised analysis.
- Email-linked challenge responses: retained until you unsubscribe or request deletion.
- Aggregated anonymised insights: retained indefinitely as they do not identify individuals.
8) Your rights (UK GDPR / EU GDPR)
You have the right to:
- Access your data and get a copy.
- Rectify inaccurate or incomplete data.
- Erase your data (“right to be forgotten”) where applicable.
- Restrict or object to certain processing (including marketing).
- Data portability for information you provided to us.
- Withdraw consent at any time (does not affect prior lawful processing).
- Complain to the UK ICO or your local authority.
How to exercise: email info@buildarc.co.
UK regulator: Information Commissioner’s Office – ico.org.uk.
9) Marketing and newsletters
- We use double opt-in to confirm your email address and record consent.
- You can unsubscribe at any time via the link in any email or by contacting us.
- You can manage your preferences (e.g., updates about Workshops, Templates & Tools, or Consulting) via the link in our emails.
10) Cookies & analytics
We do not use cookies for the BIM Coordinator Priority Challenge. The challenge operates without local storage, tracking cookies, or browser fingerprinting.
The wider website may use minimal cookies required for core site functionality. If analytics tools are enabled, these will be disclosed in the cookie notice.
You can manage cookie preferences via your browser settings. Cookie Settings link. For details, see our Cookie Policy.
11) Security
We use HTTPS, access controls, and reputable providers. No method is 100% secure, but we continually review our measures and limit access to those who need it.
Challenge responses are stored using randomly generated session identifiers and are not linked to personal identity unless voluntarily provided.
12) Third-party links
Our website may link to external sites. Their privacy practices are their own—please review their policies.
13) Children
Our services are intended for professionals. We do not knowingly collect data from children under 16.
14) Changes to this policy
We may update this policy from time to time. We’ll post the new version here and update the Effective date.
15) Contact us
Questions or requests about your personal data:
Email: info@buildarc.co
Optional: Service-specific notes (edit or remove)
MailerLite (email marketing)
We use MailerLite to manage subscriptions, record consent and send emails. When you subscribe, your email address, IP, and preferences are processed by MailerLite for this purpose. You can unsubscribe at any time via the link in any message.
Contact forms / WordPress
When you submit a form on our site, we receive the details you provide. If a security or anti-spam plugin is active, your IP and basic device data may be processed to prevent abuse.
Payments / invoices
If you purchase services, limited personal data may be shared with our accounting or payment providers solely to process payments, issue invoices and meet legal obligations.