Last updated: October 21, 2025
This Privacy Policy explains how RZA Structures Ltd (“RZA Structures”, “we”, “us”, “our”) collects and uses your personal data when you visit our website or contact us regarding our structural engineering services. It also sets out your rights under UK data protection law.
Who we are (Data Controller)
RZA Structures Ltd, a company incorporated in England & Wales with registered number 16754971, whose registered office is at North Colchester Business Centre, 340 The Crescent, Colchester, Essex, England, CO4 9AD.
Email: info@rzastructures.co.uk
Website: https://rzastructures.co.uk/
What data we collect
We only collect the data we need to respond to enquiries, provide proposals, perform our services and manage our business. This typically includes:
- Contact details: name, email address, phone number, organisation, postal address.
- Project information: site address, drawings, photographs, surveys, design requirements and correspondence related to your project.
- Communications: emails, contact-form submissions, meeting notes and call records relevant to your enquiry or project.
- Website usage data: IP address, pages viewed, time/date, referrers and similar analytics (via cookies or similar technologies). See “Cookies & analytics”.
- Supplier details: where you supply goods/services to us (business contact details, invoicing details).
How we get your data
- Directly from you (email, phone, contact forms, meetings).
- From project stakeholders you introduce (e.g. architects, contractors, solicitors, managing agents) or publicly available sources relevant to the project (e.g. Land Registry extracts you provide, planning portals).
- Automatically through our website (usage data and cookies).
Lawful bases for processing
We process personal data only where we have a lawful basis under the UK GDPR:
- Contract: to provide quotes, enter into and perform our appointment, manage projects, and administer invoices.
- Legitimate interests: to run and protect our business (e.g. project records, insurance, quality management, IT security, reasonable marketing to existing/previous clients/contacts), provided these interests are not overridden by your rights.
- Legal obligation: to comply with tax, accounting, anti-fraud and regulatory requirements.
- Consent: for optional updates or marketing communications where required (you can withdraw consent at any time).
How we use your data
- Responding to enquiries and providing proposals.
- Delivering structural/civil engineering services and managing our appointments.
- Coordinating with your appointed consultants, contractors and other stakeholders.
- Managing quality, risk and insurance (including professional indemnity records).
- Running and improving our website and services, including usage analytics.
- Meeting legal, regulatory and accounting obligations.
- Sending service-related updates and, where permitted, occasional news about our services (you can opt out at any time).
Sharing your data
We only share personal data where necessary, with appropriate safeguards:
- Service providers: website hosting/maintenance, email and document storage, IT security/backup, and analytics providers (data is limited to what is required for their services).
- Project stakeholders: consultants, surveyors, contractors and specialists engaged on your project, as reasonably required.
- Professional advisors and insurers: accountants, legal advisors, brokers/insurers (e.g. for PI cover, claims handling, audits).
- Authorities and regulators: HMRC, courts, the police or other authorities where legally required.
- Business transfers: in the context of a merger or restructuring, subject to confidentiality and continuity safeguards.
International transfers
Some trusted providers may store or access data from outside the UK/EEA (for example, cloud email or backups). Where this occurs, we implement appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or the EU Standard Contractual Clauses with UK addendum, and apply technical/organisational measures to protect your data.
Retention
- General enquiries: typically up to 24 months after last contact.
- Project files and related communications: typically kept for up to 15 years after project completion to support our professional obligations, insurance and potential latent defect claims.
- Financial records: at least 6 years after the end of the financial year (longer if required by law or insurance).
We may retain data longer where necessary to establish, exercise or defend legal claims.
Cookies & analytics
Our website may use essential cookies (to make the site work) and optional analytics cookies (to understand how our site is used and improve it). If analytics are enabled, they may capture IP address, device/browser details and page interactions. You can manage cookies via your browser settings and, where provided, our cookie banner/preferences tool. Disabling non-essential cookies should not materially affect your ability to use the site.
Your rights
Subject to conditions and exemptions under the UK GDPR, you have the right to:
- Access your personal data and obtain a copy.
- Rectify inaccurate or incomplete data.
- Erase data in certain circumstances (“right to be forgotten”).
- Restrict or object to certain processing (including direct marketing).
- Data portability (for data you provided to us, where processed by automated means and based on consent or contract).
- Withdraw consent at any time where processing relies on consent.
To exercise these rights, contact us at info@rzastructures.co.uk. We may need to verify your identity and will respond within one month.
Security
We use appropriate technical and organisational measures to protect personal data. However, no system is completely secure; transmission over the internet is at your own risk.
Third-party links
Our website may contain links to third-party websites. Those sites have their own privacy policies; we are not responsible for their content or practices.
Changes to this policy
We may update this policy from time to time. We will post any changes on this page and adjust the “Last updated” date above. Significant changes may also be notified by email where appropriate.
Contact
Questions about this policy or your data? Email info@rzastructures.co.uk.