Privacy Policy
Last updated: 3 November 2026
This policy explains how we collect and use your personal data, and the choices you have. It covers buildbos.co.uk, the BuildBOS Fit Check, BuildBOS accounts and our related services.
Who we are
BuildBOS is run by STONE Developments Bedfordshire Ltd. We are a company registered in England and Wales, number 13501935.
Registered address: 17 Dew Pond Road, Flitwick, MK45 1RT.
Email: [email protected]
We decide how the personal data in this policy is used, which makes us the data controller.
What we use your data for
| What we use it for | Data we use | Lawful basis |
|---|---|---|
| Reviewing your Fit Check and deciding whether a call is right for you | Name, email, mobile, business name and your answers | Legitimate interests: responding to your enquiry |
| Arranging and holding calls | Contact details, booking details and what you tell us | Legitimate interests: responding to you |
| Providing BuildBOS, including onboarding and support | Account details, business details and how you use the service | Contract |
| Taking payment and keeping accounts | Name, billing details and payment records | Contract and legal obligation |
| Sending customers emails about similar services | Name, email address and what you bought or asked about | Soft opt-in under the email marketing rules, and legitimate interests |
| Protecting our forms from bots and spam | IP address, browser details and email or phone checks | Legitimate interests: keeping our service secure |
| Running and improving our website | IP address, browser, pages visited and cookies | Consent for non-essential cookies, otherwise legitimate interests |
We do not collect special category data on purpose. Please do not send us health or similarly sensitive details.
Data our customers put into BuildBOS
BuildBOS customers use it to hold details of their own leads, clients and suppliers. For that data, the customer is the data controller and we act as their data processor, under the data processing terms in our customer agreement. If you are one of their clients, please contact that business first about your data.
Do you have to give us your data?
No. But we can't review your Fit Check or reply to you without your contact details, and we need certain details to provide a service you buy. Some financial records are also required by law.
Marketing emails
Ticking the box on the Fit Check lets us contact you about your enquiry. It does not sign you up to marketing. We only send marketing emails where you have consented, or where you are a customer and the soft opt-in applies.
You can stop marketing at any time. Click unsubscribe in any email, or email [email protected].
Your right to object
You can object to us using your data for direct marketing at any time. If you do, we will stop.
You can also object to any use based on legitimate interests. We will then stop unless we have strong legitimate reasons to continue, or we need the data for a legal claim.
Who we share your data with
We do not sell your data. We share it with service providers who help us run our business, and only as far as they need it.
| Provider | What they do for us |
|---|---|
| HighLevel | Customer records, website, forms, booking and email sending |
| Cloudflare | Bot protection on our forms |
| Microsoft | Email, calendar and documents |
| Zoom | Video calls |
| Stripe | Card payments |
| Xero | Accounting |
| ManyChat | Social media messaging |
| Website fonts | |
| Claude, from Anthropic | AI assistance with content and administration |
We also share data with our professional advisers where needed. We will disclose it if the law, a court or a regulator requires us to.
Transfers outside the UK
Some of our providers are based in, or use systems in, the United States and other countries. Where this happens, we rely on UK adequacy regulations or approved safeguards such as the UK International Data Transfer Agreement. You can ask us for details or a copy.
How long we keep your data
| Data | How long we keep it |
|---|---|
| Fit Checks and enquiries from people who did not become customers | 2 years after our last contact |
| Marketing contacts | Until you unsubscribe or withdraw consent |
| Unsubscribe records | As long as needed to make sure we don't email you again |
| Customer and service records | 6 years after our work ends |
| Financial records | 6 years after the end of the financial year they relate to |
We may keep data for longer if we need it for a legal claim.
Cookies
Cookies are small files stored on your device. Some are essential to make our website and forms work. We only use non-essential cookies, such as those for analytics or advertising, where the law allows it and we have your consent where required.
Decisions made automatically
We do not make decisions about you by automated means that have a legal or similarly significant effect. Some Fit Check answers show an automatic message saying now may not be the right time. You can email us if you would like a person to look at it.
Your rights
You have the right to:
- ask for a copy of your data
- correct data that is wrong
- ask us to delete your data
- ask us to restrict how we use it
- object to how we use it
- ask us to transfer data you gave us, where this applies
- withdraw consent at any time, where we rely on it
Email [email protected] to use any of these rights. There is usually no charge, and we usually reply within one month. We may need to confirm your identity.
How to complain
If you are unhappy with how we have used your data, please tell us first. Email [email protected]. We will acknowledge your complaint within 30 days and respond without undue delay.
You can also complain to the Information Commissioner's Office (ICO) at any time:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint
Children
Our services are for people aged 18 or over. If you believe we hold a child's data, please contact us and we will delete it.
Security
We use reasonable technical and organisational measures to protect your data. No system is completely secure, so we cannot guarantee it.
Other websites
Our website and emails may link to other websites. This policy does not cover them, so please check their own privacy policies.
Changes to this policy
We may update this policy from time to time. We will post the new version here with a new date, and we will tell you directly about any significant change.