Privacy Policy — Samrai Associates Limited

This Privacy Policy explains how Samrai Associates Limited ("we", "us", "our") collects, uses, stores and protects your personal data when you use our website at samraiassociateslimited.site and when you engage us for services. This policy is compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Samrai Associates Limited is a company registered in England and Wales. Our registered office is at 98 High Street, Weston Favell, Northampton, England, NN3 3JX. We act as the Data Controller for the personal data we process.

If you have any questions about this policy or how we handle your data, please contact us at: info@samraiassociateslimited.site

2. What Data We Collect

We collect personal data that you provide to us directly, including:

Your name and contact details (email address, telephone number, postal address)
Information about your project, including property details, drawings and briefs
Communications you send to us via our contact form or email
Payment information (processed by our payment providers — we do not store card details)

We may also collect limited technical data when you visit our website, such as your IP address, browser type, pages visited and time spent on the site. This is collected through standard web server logs and, where applicable, analytics tools.

3. How We Use Your Data

We use your personal data to:

Respond to enquiries and provide quotations
Deliver the services you have commissioned
Process invoices and payments
Communicate with you about your project
Comply with our legal obligations
Improve our website and services

4. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

Contract: Processing necessary to perform a contract with you or to take steps at your request before entering into a contract.
Legitimate Interests: Processing necessary for our legitimate business interests, such as responding to enquiries and improving our services, where those interests are not overridden by your rights.
Legal Obligation: Processing necessary to comply with a legal obligation, such as accounting and tax requirements.
Consent: Where you have given us your explicit consent, such as to receive marketing communications.

5. Data Sharing

We do not sell, rent or trade your personal data to third parties. We may share your data with:

Trusted service providers who assist us in delivering our services (e.g. cloud storage, email services), who are bound by confidentiality obligations
Professional advisers such as accountants or solicitors, where required
Regulatory authorities or law enforcement, where required by law

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting or reporting requirements. For client project data, we typically retain records for six years after the completion of a project, in line with standard UK commercial and tax requirements. Contact form enquiries that do not result in a project are retained for 12 months.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

Right of access: You can request a copy of the personal data we hold about you.
Right to rectification: You can request that we correct inaccurate data.
Right to erasure: You can request that we delete your personal data in certain circumstances.
Right to restriction: You can request that we restrict the processing of your data in certain circumstances.
Right to data portability: You can request your data in a machine-readable format.
Right to object: You can object to our processing of your data for certain purposes.
Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at info@samraiassociateslimited.site. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or destruction. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

9. International Transfers

Where we use service providers based outside the UK or European Economic Area, we ensure that appropriate safeguards are in place to protect your personal data in accordance with UK GDPR requirements.

10. Cookies

Our website may use essential cookies to ensure it functions correctly. We do not currently use cookies for tracking or advertising purposes. If this changes, we will update this policy and seek your consent where required.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be available on this page, with the date of last revision noted at the top. Continued use of our website or services after a policy update constitutes your acceptance of the revised policy.

12. Contact Us

If you have any questions, concerns or requests relating to this Privacy Policy or our handling of your personal data, please contact:

Samrai Associates Limited
98 High Street, Weston Favell
Northampton, England, NN3 3JX
Email: info@samraiassociateslimited.site
Tel: +44 7455 907 262