Last updated: 4 October 2026

This policy explains how Go Building Manuals Ltd ("we", "us") collects and uses personal information when you visit this website, ask us for a quote, or work with us on a project. We are committed to handling your information fairly and in line with UK data protection law (the UK GDPR and the Data Protection Act 2018).

1. Who we are

Go Building Manuals Ltd is a company registered in England and Wales (company number 17424954). Our address is The Coach House, Greensforge, Kingswinford, England, DY6 0AH. We are the controller of the personal information described in this policy.

If you have any questions about this policy or your information, email [email protected].

2. Information we collect

Enquiries and quote requests: your name, company, email address, phone number and the project details you give us through our contact or quote forms, by email or by phone.
Free guide downloads: your name, email address, company and reason for request when you download one of our guides. We use these to send you the guide and may follow up about your project.
Clients and project contacts: names, job titles, business contact details and correspondence for the people we work with on a project, including client, contractor and subcontractor contacts.
Client portal users: your name, email address, login details and a record of when you sign in and which documents you view or download. We keep this to protect the documents and to show our clients an audit trail.
Subcontractor upload links: the contact details for the person a link is issued to, and the files uploaded. Uploaded O&M documents may include names and contact details of people involved in the work.
Website usage: if you agree to analytics cookies, we use Google Analytics to see how visitors use the site, such as pages viewed, how you arrived and approximate location. Our website host and security provider also keep technical logs, including IP addresses, to keep the site secure.

We do not ask for special category information (such as health information), and we ask you not to send it to us.

3. How we use your information and our legal basis

To reply to enquiries and prepare quotes: because you have asked us to (steps before entering into a contract) and our legitimate interest in responding to business enquiries.
To deliver our services: to perform our contract with our client, and our legitimate interest in managing projects with the client's project team.
To run the client portal and upload links securely: our legitimate interest in protecting our clients' documents and keeping a record of access.
To keep accounts and business records: to meet our legal obligations, for example tax and company law.
To understand how our website is used: only with your consent, which you can withdraw at any time.

We do not sell your personal information, and we will not add you to a marketing mailing list without your agreement.

4. Who we share information with

We only share what is needed, with:

Our client and their project team: building manuals, health and safety files and related documents are prepared for our client and shared with the people they choose.
Our partner company Go Manuals Ltd: where they supply M&E O&M manuals for your project.
Service providers who act on our behalf: such as our website hosting, security and file storage providers, our email provider, our accounting software provider and, only with your consent, Google Analytics. They may only use your information to provide their service to us.
Professional advisers and authorities: for example our accountants, or where the law requires us to share information.

5. Transfers outside the UK

Some of our service providers may store or access information outside the UK, for example in the European Economic Area or the United States. Where this happens, we rely on the protections UK law requires, such as UK adequacy regulations or the UK's approved data transfer agreements.

6. How long we keep information

Enquiries and quotes that do not go ahead: up to 2 years.
Project records, manuals and related correspondence: for the length of the project and 6 years afterwards, or longer if our client asks us to keep their building information available for them.
Accounting records: 6 years from the end of the financial year they relate to.
Client portal access and download records: for as long as the client's portal is active, and then for up to 2 years.
Website analytics data: no longer than 14 months.

7. Your rights

You have the right to:

ask for a copy of the personal information we hold about you
ask us to correct information that is wrong or incomplete
ask us to delete your information, or to restrict how we use it
object to us using your information on the basis of our legitimate interests
ask us to transfer information you gave us to another organisation
withdraw your consent at any time, where we rely on consent, such as for analytics cookies

To use any of these rights, email [email protected]. We will reply within one month. Some rights have limits, for example where we must keep records by law, and we will explain if that applies.

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. We will acknowledge your complaint within 30 days. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

8. Cookies

We use a small number of essential cookies, which the site needs to work. They remember your cookie choices, keep the client portal signed in and protect the site from misuse. These cannot be switched off.

With your consent, we also use Google Analytics cookies (named _ga and _ga_…) to understand how the site is used. These are not set unless you accept analytics in our cookie banner. You can change your choice at any time using the cookie icon at the bottom of the page. Our Cookie Policy lists every cookie the site uses.

9. Keeping information secure

We use secure, encrypted connections for this website, the client portal and file uploads. Access to project documents is limited to people who need it, and portal access is logged. No system is completely secure, but we take appropriate steps to protect your information.

10. Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.

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