Privacy Notice

Who we are

Synergy Bridge Ltd, trading as Synergy Bridge Intelligence (“Synergy Bridge”, “we”, “us” or “our”), is responsible for the personal information described in this Privacy Notice.

• Company number: 16444467
• Registered in: England and Wales
• Based in: Golborne, Warrington, United Kingdom
• Privacy enquiries: enquiries@synergybridge.co.uk

This notice explains how we collect, use, store and protect personal information when you visit our website, contact us, receive communications from us, or engage us to provide services.

Information we collect

Depending on how you interact with us, we may collect:

• your name, job title, organisation, business email address and telephone number;
• information contained in enquiries, correspondence and quotation requests;
• site addresses, project information, service requirements, proposed dates and operational requirements;
• client, supplier, contract, payment and transaction information;
• contact details needed for site access, permissions, inductions, operational planning or emergency coordination;
• photographs, video and other project imagery produced during commissioned work, which may incidentally capture identifiable individuals, vehicles or neighbouring areas;
• technical information generated when you use our website, such as device, browser and server-log information where applicable;
• marketing preferences, objections, opt-outs and suppression records; and
• records relating to complaints, enquiries or requests concerning personal information.

Where we obtain personal information

We may obtain information:

• directly from you when you contact us, submit a website form, request a quotation or engage our services;
• from your employer, organisation, project team or another authorised contact;
• from publicly available business sources, including company websites, professional directories, Companies House, public-sector directories and other legitimate public sources; or
• from service providers acting on our behalf.

Where we obtain personal information from another source and use it to communicate with you, we provide privacy information in accordance with applicable data-protection requirements. ICO guidance requires organisations using publicly available personal data for B2B marketing to continue complying with UK GDPR obligations.

How and why we use your information

We may use personal information to:

• respond to enquiries and requests for information;
• understand project requirements and prepare quotations;
• assess operational feasibility and plan commissioned work;
• arrange site access, permissions, scheduling and safety coordination;
• deliver inspection, monitoring, mapping, reporting and related services;
• communicate with clients, suppliers and project stakeholders;
• manage contracts, invoicing, payments and business administration;
• maintain project, operational, safety and insurance records;
• meet legal, regulatory, accounting and insurance obligations;
• establish, exercise or defend legal claims;
• improve our services and website; and
• send relevant business-to-business communications about our services where permitted by law.

Lawful bases

Depending on the activity, we rely on one or more of the following lawful bases under UK data-protection law:

• Contract — where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.
• Legitimate interests — where it is necessary for the legitimate operation and development of our business, including responding to business enquiries, managing client relationships, maintaining business records, protecting our systems, and undertaking proportionate business-to-business marketing.
• Legal obligation — where we need to process information to comply with legal, tax, accounting, regulatory or safety requirements.
• Consent — where consent is the appropriate lawful basis, including certain optional marketing or non-essential website technologies. Where we rely on consent, you may withdraw it at any time.

Where we rely on legitimate interests, we consider whether our interests are necessary and proportionate and whether they are overridden by the rights and interests of the individual concerned.

Business-to-business marketing

We may contact relevant businesses and professional contacts where we believe our services may reasonably be relevant to their organisation or role.

For corporate subscribers, UK electronic-marketing rules generally allow B2B marketing emails without prior consent, provided the sender does not conceal its identity and provides a valid means of opting out. Different rules apply to sole traders and certain partnerships. Personal data used for B2B marketing remains subject to UK GDPR.

You can ask us to stop sending marketing communications at any time by replying to the message or contacting enquiries@synergybridge.co.uk.

Where an individual objects to direct marketing, we will stop using their personal information for that purpose and may retain limited information on a suppression list so that we can respect the request in future. The right to object to direct marketing is absolute.

Who we may share information with

Where reasonably necessary, we may share personal information with:

• website hosting and website-service providers;
• email, communications and form-processing providers;
• secure cloud-storage and file-transfer providers;
• accounting, payment and bookkeeping providers;
• insurers and professional advisers;
• authorised subcontractors, remote pilots or technical specialists engaged for a project;
• client-authorised project-management or document-management platforms;
• regulators, emergency services, courts or law-enforcement bodies where required or permitted by law; and
• other organisations where disclosure is necessary to protect our legal rights or fulfil a contractual obligation.

We do not sell personal information.

How long we keep information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected and for relevant legal, contractual, insurance and dispute-resolution requirements.

As a general guide:

• general enquiries that do not become projects may normally be retained for up to 24 months;
• unsuccessful quotations may normally be retained for up to 24 months;
• client, supplier, contractual, invoice and accounting records may normally be retained for at least 6 years where required for tax and business-record purposes;
• project reports, operational records, imagery and associated correspondence may normally be retained for up to 6 years after completion, unless a different period is agreed with the client or required for legal, insurance or operational reasons;
• marketing information is retained until it is no longer required or you object or unsubscribe; and
• suppression records may be retained for as long as reasonably necessary to ensure that your marketing preference continues to be respected.

HMRC guidance requires limited companies to retain certain accounting and tax records for six years from the end of the relevant financial year, and sometimes longer.

Images, video and site information

Commissioned services may involve capturing photographs, video, maps or other visual information relating to property, land, infrastructure and operational sites.

We aim to minimise unnecessary capture of identifiable individuals and unrelated areas. Where personal information is incidentally recorded, access and use will be limited to the purposes of delivering the agreed service, maintaining necessary records, or meeting legal and safety requirements.

Clients are responsible for informing us of relevant site-specific privacy, access or confidentiality requirements before work begins.

Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.

These measures may include access controls, password protection, secure communications, controlled file sharing, appropriate backups and review of service providers.

No internet or electronic-storage system is completely secure, and we cannot guarantee absolute security.

International transfers

Some service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate lawful transfer mechanism and suitable safeguards are in place where required by UK data-protection law.

Your rights

Depending on the circumstances and the lawful basis being used, you may have rights to:

• access personal information we hold about you;
• request correction of inaccurate or incomplete information;
• request erasure of personal information;
• request restriction of processing;
• object to certain processing;
• receive certain information in a portable format; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to legal exceptions.

You have the right to object at any time to the use of your personal information for direct marketing.

To exercise your rights, contact: enquiries@synergybridge.co.uk

We may need to confirm your identity before responding to a request.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about how your personal information has been handled. ICO guidance requires UK organisations to inform individuals of this right.

Cookies and website technologies

Our website may use technologies that are necessary for its operation and security.

Where we use analytics, advertising, embedded content or other non-essential technologies that require consent, we will provide appropriate information and obtain consent where required before those technologies are activated.

You can manage any available cookie preferences through the controls provided on the website.

Providing information to us

In some circumstances we need certain information in order to respond to an enquiry, provide a quotation, arrange access or perform a contract.

If required information is not provided, we may be unable to provide the requested service or complete the relevant activity.

Automated decision-making

We do not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, suppliers, technologies or legal obligations.

The latest version will be published on this page together with the date it was last updated.

Contact us

For questions about this Privacy Notice or the way we use personal information, contact:

Synergy Bridge Ltd trading as Synergy Bridge Intelligence
Golborne, Warrington, United Kingdom
Email: enquiries@synergybridge.co.uk