Stonebridge FM Consulting Ltd – Privacy Policy

Stonebridge FM Consulting Ltd is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, complete our FM Health Diagnostic, engage our consultancy services, or interact with us in any other way.

By using our services, you agree to the practices described in this policy.

1. Who We Are

Stonebridge FM Consulting Ltd
Registered in England and Wales No. 12840170
Email: hello@stonebridgefm.co.uk
Phone: 020 8058 8049

Stonebridge FM Consulting Ltd is the data controller for the purposes of the UK General Data Protection Regulation and Data Protection Act 2018.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

a. Information you provide directly

• Name
• Email address
• Phone number
• Job title
• Company name
• Information submitted through our FM Health Diagnostic
• Information provided through contact forms, email, or phone
• Any documents or data you share as part of consultancy work

b. Information collected automatically

• IP address
• Browser type and device information
• Usage data and interactions on our website
• UTM tracking parameters for marketing attribution
• Pages viewed and actions taken

c. Information from third parties

• Email subscription data via MailerLite
• Scheduling information via Calendly
• Embedded media interactions, for example Vimeo or YouTube
• Analytics platforms such as Google Analytics

3. How We Use Your Information

We use your personal data to:

• Provide the FM Health Diagnostic and deliver your personalised report
• Contact you regarding your assessment results
• Provide consultancy services, proposals, and project documentation
• Respond to enquiries and support requests
• Send newsletters or insights
• Improve our website, services, and ScoreApp tools
• Manage client relationships and deliver contracted work
• Maintain business records and compliance obligations
• Track the effectiveness of our marketing activity
• Protect against fraud, security risks, or misuse

We process your data based on one or more lawful grounds including legitimate interests, performance of a contract, consent, and legal obligations.

4. Sharing Your Data

We do not sell your personal information.

We may share information with trusted third parties who support our operations including:

• ScoreApp (for the FM Health Diagnostic)
• MailerLite (email newsletters and automation)
• Calendly (booking consultations)
• Vimeo or YouTube (embedded video hosting)
• Google Analytics
• Professional advisers such as accountants or legal counsel
• Cloud-hosted software providers used for project delivery

Each third party is required to protect your data and comply with UK GDPR.

5. How Long We Keep Your Data

We retain personal data only as long as necessary for the purpose for which it was collected. Typical retention periods include:

• Diagnostic leads and enquiries: up to 36 months
• Consultancy project data: up to 7 years for legal, tax, and audit purposes
• Email subscriptions: until you unsubscribe
• Financial records: 6 years minimum under HMRC rules

When data is no longer required, it is securely deleted or anonymised.

6. How We Protect Your Data

We take appropriate technical and organisational measures to safeguard your information, including:

• Password-protected systems
• Restricted access controls
• Encrypted storage where applicable
• Secure cloud environments
• Regular audit and review processes

These controls align with our internal Data Protection Policy.

7. Your Rights Under UK GDPR

You have the right to:

• Access your personal data
• Correct inaccurate information
• Request deletion of your data
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time, for example email preferences

Requests can be made to hello@stonebridgefm.co.uk. We respond within one month. If you are dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).

8. Cookies and Tracking

Our website uses cookies and tracking tools to:

• Improve user experience
• Analyse site performance
• Deliver personalised content
• Track marketing attribution through UTM codes

You can control or delete cookies through your browser settings.

9. Links to Other Websites

Our website and FM Health Diagnostic may contain links to third party websites. We are not responsible for their privacy practices.

10. Children’s Data

We do not knowingly collect personal data from individuals under the age of 16.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

12. Contact Us

If you have questions about this policy or your personal data, contact:

Data Protection Officer
Stonebridge FM Consulting Ltd
hello@stonebridgefm.co.uk
020 8058 8049