1. Controller and contact
Hampden Stone Limited is the controller of the personal information described in this policy. We are registered in England and Wales under company number 12772905 and our address is 55 Birley Moor Avenue, Sheffield, England, S12 3AR.
Privacy questions and rights requests can be sent to support@hampdenstone.com or made by calling 0330 088 2373.
2. Information we may collect
- Identity and contact details, such as name, organisation, postal address, email and telephone number.
- Project details, including property address, photographs, drawings, access information, budgets, preferences and correspondence.
- Contract and transaction information, including quotations, invoices, payments and account records.
- Technical website information, such as IP address, browser type, device data, pages requested and security logs, where generated by our hosting provider.
- Information about suppliers, subcontractors, professional advisers and client representatives.
- Marketing preferences and records of consent where consent is the relevant basis.
Please avoid sending special-category or highly sensitive personal information unless it is genuinely necessary and we have agreed a secure method.
3. How we collect it
We collect information directly from you through forms, email, telephone, meetings, site visits and contract documents. We may also receive information from your representative, a property professional, a supplier, a publicly available register or another person involved in the project.
Our hosting and security providers may automatically create limited technical logs when you visit the website.
4. Purposes and lawful bases
| Purpose | Typical lawful basis |
|---|---|
| Responding to enquiries and preparing proposals | Steps at your request before a contract; legitimate interests |
| Delivering and managing contracted work | Performance of a contract |
| Payments, accounts, tax records and legal compliance | Legal obligation; performance of a contract |
| Site safety, quality, complaints and legal claims | Legitimate interests; legal obligation; legal claims |
| Supplier and business relationship management | Legitimate interests; performance of a contract |
| Website security and service improvement | Legitimate interests |
| Optional marketing or publication of identifiable project material | Consent where required; otherwise legitimate interests after balancing |
Where we rely on legitimate interests, those interests include operating and protecting our business, responding efficiently, managing projects, maintaining records and resolving disputes. You may object in the circumstances explained below.
5. Sharing information
We share personal information only where reasonably necessary. Recipients may include subcontractors and suppliers involved in your project; appointed designers, consultants and professional advisers; payment, accounting, IT, hosting and communication providers; public authorities and regulators; and insurers or legal advisers if a claim or dispute arises.
Recipients act under their own legal duties or appropriate contractual safeguards. We do not sell personal information.
6. International transfers
Some technology providers or project participants may process information outside the UK. Where UK data protection law requires it, we use an adequacy regulation, approved contractual safeguards or another lawful transfer mechanism and apply proportionate security measures.
If a project involves an EU-based client or participant, information may also be exchanged across borders as necessary to handle the enquiry or contract.
7. Retention
We keep information only for as long as reasonably necessary for the relevant purpose, including legal, accounting, warranty, complaint and claims requirements. Typical periods are:
- Unsuccessful general enquiries: normally up to 24 months after the last meaningful contact.
- Contract, project, invoice and payment records: normally at least 6 years after the relevant contract or accounting period, and longer where legal obligations or claims require it.
- Supplier and subcontractor records: normally for the relationship and up to 6 years afterwards.
- Website security logs: according to the hosting provider’s proportionate operational and security schedule.
- Consent records: for as long as needed to demonstrate the permission and any withdrawal.
We may retain a minimal suppression record where needed to respect an opt-out.
8. Security
We use proportionate organisational and technical measures designed to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Access is limited to people who need the information for a legitimate task. No internet transmission or storage method can be guaranteed completely secure.
9. Your rights
Depending on the circumstances, you may have rights to access your information; correct inaccurate information; request erasure; restrict processing; object to processing based on legitimate interests or direct marketing; receive certain information in a portable form; and withdraw consent at any time where processing relies on consent.
These rights are subject to legal conditions and exemptions. We may need to verify your identity. We normally respond within one month, but the period can be extended for a complex request as permitted by law.
10. Project photographs and website storage
We may create photographs for project records, progress, safety or quality purposes where appropriate. We do not publish identifiable project imagery for marketing without an appropriate permission and consideration of privacy, security and third-party rights.
This website uses limited browser storage for the first-visit loading experience and to remember that you have dismissed the essential-storage notice. We do not currently use advertising cookies or third-party analytics. See our Cookie Policy.
11. Complaints and changes
Please contact us first so we can try to resolve a privacy concern. You also have the right to complain to the UK Information Commissioner’s Office. Guidance is available at ico.org.uk/make-a-complaint.
We may update this policy when our services, providers or legal obligations change. The current version and date appear on this page.