Privacy Policy

Last updated: 31 October 2026.

Who we are

Build Quote Clarity Ltd is responsible for the personal information described in this notice. We provide practical building-cost and quotation guidance for homeowners.

Contact us about your information at hello@buildquoteclarity.co.uk, or write to our registered office: 203 Kirkham House, 5 Whiffler Road, Norwich, NR3 2AG. Our company number is 17531505, registered in England and Wales.

Information we collect and where it comes from

We collect information you provide when you enquire, correspond with us or book a service. This can include your name, email address, project postcode or address, planning status, questionnaire answers, project description, drawings, specifications, builder quotations and other relevant documents. We also keep booking details, invoices, payment references and your marketing choices.

Project documents may contain information about builders, designers or other people. We receive that information from you or from project advisers you authorise to work with us. Please share only relevant material and remove unnecessary personal information. We do not need identity documents, health information or payment-card details through our enquiry form.

Our website and hosting services can also process technical information, such as IP addresses, request times and browser information, to deliver and protect the site. This is separate from the information you type into the form.

Why we use information

Responding to enquiries and providing a service: we use contact and project details to assess suitability, answer questions, agree the work and deliver it. For information about our prospective or actual customer, our lawful basis is taking steps at your request before a contract, or performing our contract.
Information about other people in project documents: we rely on our legitimate interests in understanding and reviewing the project information supplied, while considering the rights of the people concerned.
Business administration, security, complaints and legal claims: we rely on our legitimate interests in operating a reliable business, protecting information and resolving concerns.
Required financial records: we retain and use records to meet legal accounting and tax obligations.
Optional email tips and offers: we rely on your consent. Sending an enquiry does not subscribe you. You can withdraw consent by replying to an email or contacting us at the address above. This does not affect your enquiry or service.

We may be unable to assess or complete work without the contact and project information relevant to that work. You can use the initial three-question recommendation without entering contact details. It is a starting guide; we confirm suitability before accepting a booking.

Where information is kept and who may receive it

Enquiries are received through our Porkbun-hosted business email and forwarded to a Gmail inbox used for this business. Project documents and correspondence may be kept in those inboxes, on the computer used for the business, and in Google Drive or Microsoft OneDrive.

Website and email services: Porkbun and its relevant hosting, delivery and security providers help operate the website and business mailbox. The enquiry form uses WPForms Lite. In the current configuration, form submissions are delivered by email, are not saved as entries in the WordPress database, and are not backed up to WPForms through Lite Connect, which is disabled. This does not mean that no copies exist in email, email-delivery systems or hosting/security records.
Email and document storage: Google provides Gmail and, where used for project storage, Google Drive. Microsoft provides OneDrive where it is used for project storage.
Independent estimating support: we may engage independent estimators to support the agreed work. They receive only the relevant parts of your project. We explain their involvement when agreeing the service and require appropriate confidentiality and information-handling arrangements.
AI support: OpenAI processes material submitted to ChatGPT as described below.
Professional advice and legal requirements: relevant information may be shared with our accountant, insurer, legal advisers or public authorities where necessary.

Access is limited to the information needed for the relevant task. We do not sell enquiry contact lists or provide customer details to builders for unrelated marketing. An estimator’s involvement in BQC work does not authorise use of the information for another business. If Madison Construction is quoting for or carrying out a project, we will not accept it as an independent Build Quote Clarity instruction.

These services have their own privacy information: Porkbun, Google, Microsoft, WPForms and OpenAI. Their roles depend on the service and terms that apply; a provider may also process some information for its own security, account administration or legal obligations.

How we use ChatGPT

We may use ChatGPT to help organise project information, identify points for checking and draft explanations. We review its output and remain responsible for the service. AI does not select your builder, approve a project or make a final decision about your booking.

Our approach is to remove unnecessary names, contact details, signatures and identifying project-address information before using AI, and to work with anonymised extracts wherever possible. Removing a name alone may not anonymise a document, so the remaining context also needs checking. Identifiable client documents are not submitted until suitable account terms, settings and data safeguards have been checked for that use.

We use ChatGPT’s model-improvement opt-out when working with project material. This setting is separate from OpenAI’s processing, retention and security arrangements, which depend on the service and terms used. We do not provide feedback on conversations containing client material where doing so could submit that content for model improvement. Contact us if you have questions about AI support for your project; we will explain the proposed use before proceeding.

Information processed outside the UK

Our technology providers operate internationally. Information may be processed in the United States and other countries where their facilities or authorised providers operate. We do not promise that all project information remains in the UK.

Porkbun’s published Data Processing Addendum includes an International Data Transfer Agreement for applicable UK transfers. Google’s transfer information, Microsoft’s privacy statement and OpenAI’s Europe privacy policy describe their use of adequacy arrangements and contractual safeguards where applicable. The mechanism relevant to a particular service depends on the recipient, account and terms. We check the applicable arrangement before making a restricted transfer and can explain or provide information about the relevant safeguard on request.

How long information is kept

We use the following criteria rather than applying one period to every document:

Enquiries that do not become bookings: we keep records while assessing and responding to the enquiry and dealing with relevant follow-up. We review them when that purpose ends and delete information that has no continuing business or legal purpose.
Booked projects: we keep the information needed to complete the work and handle corrections or complaints. After completion, we assess the record type, relevant accounting duties, applicable claim periods and insurance requirements, and remove material no longer needed.
Financial records: we keep the records required by the accounting and tax rules applying to the company, measured from the relevant accounting period or transaction as those rules require.
Marketing records: we keep subscription details while the subscription is active and justified. Following an unsubscribe, we retain only the minimal record needed to respect that choice or demonstrate the relevant consent and withdrawal.
Complaints or legal claims: relevant records may be kept longer while a matter remains unresolved or preservation is required.

Deletion includes the working copies we control in email, on the computer and in cloud storage. Copies in provider backups are also subject to the provider’s applicable deletion and backup processes. You can ask us how these criteria apply to your information.

Cookies and similar browser storage

WordPress can use cookies to operate administrator logins and remember display settings. It can also use session storage to remember whether your browser supports emoji display. These are different from information entered into an enquiry.

The standard WPForms Lite form does not use the user cookies described for WPForms’ paid features. Hosting and security services also process technical information needed to deliver and protect the site.

Our current analytics setup has not been connected to Google Analytics or Jetpack Stats. We will update this notice before enabling new visitor-analytics or advertising technology and obtain consent where required. Browser settings let you manage cookies and site storage; blocking essential functions can affect how a site works.

Your rights and choices

Depending on the circumstances, you can ask to access or correct your information, request erasure or restricted use, or receive a portable copy of information. You can withdraw consent for uses that rely on it, without changing the lawfulness of earlier use.

You can object to processing based on legitimate interests. You can also stop direct marketing at any time.

Contact us at the email address above. Some rights have legal conditions; for example, records required by law may need to be retained. We normally respond within one month, subject to lawful extensions or pauses where applicable. We may need to check identity proportionately.

Questions, complaints and updates

Please contact us if you have a concern about your information. You can also complain to the Information Commissioner’s Office, the UK data-protection regulator.

We update this notice when our practices change, including when introducing new payment, storage, estimating or AI arrangements.