Privacy Policy

Last updated: 10th November 2026

1. Introduction

Civion Ltd (“Civion”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you:

• visit our website;
• contact us or request a quotation;
• become a client, supplier or subcontractor;
• work with us on a project;
• apply for employment or subcontracting opportunities; or
• otherwise communicate or do business with us.

Civion Ltd is the data controller responsible for the personal information described in this policy.

2. Our contact details

Civion Ltd
98 Lozells Road
Birmingham
West Midlands
B19 2TB
United Kingdom

Telephone: +44 7446 940954 / +44 7807 892549
Email: info@civionuk.com

3. Personal information we collect

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

• your name, job title and organisation;
• postal address, email address and telephone number;
• information included in enquiries, quotations and correspondence;
• project, property and site information;
• contractual, invoicing and payment information;
• supplier, contractor and subcontractor information;
• professional qualifications, accreditations, licences and insurance details;
• health and safety, training, competency and site-access information;
• photographs, CCTV footage or access records relating to our sites and projects;
• recruitment information, including CVs, employment history and references;
• records of telephone calls, meetings and communications;
• technical information including IP address, browser type, device information and website usage; and
• cookie preferences and information collected through permitted website cookies.

We may also receive personal information from clients, main contractors, subcontractors, suppliers, professional advisers, public authorities, recruitment agencies and publicly available sources.

4. How we use your personal information

We may use personal information to:

• respond to enquiries and provide quotations;
• assess project requirements and plan works;
• enter into and perform contracts;
• manage construction, electrical, security, refurbishment and maintenance projects;
• coordinate employees, suppliers and specialist subcontractors;
• manage site access, security, compliance and health and safety;
• process purchase orders, invoices and payments;
• maintain client, supplier and contractor relationships;
• manage complaints, disputes and legal claims;
• recruit employees and engage contractors;
• maintain our records and meet legal, regulatory and insurance requirements;
• protect our business, personnel, clients, sites, systems and property;
• improve our website, services and business operations; and
• send relevant business communications where permitted by law.

We will not use your personal information for purposes that are incompatible with those described above unless required or permitted by law.

5. Our lawful bases

We process personal information under one or more of the following lawful bases:

Contract

Where processing is necessary to provide a quotation, take steps at your request before entering into a contract, or perform a contract with you.

Legal obligation

Where processing is necessary to comply with legal obligations, including taxation, accounting, employment, health and safety, building, regulatory and record-keeping requirements.

Legitimate interests

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights. These interests may include:

• operating and developing our business;
• responding to commercial enquiries;
• managing clients, suppliers and subcontractors;
• delivering and documenting projects;
• maintaining site and information security;
• preventing fraud and misuse;
• recovering debts;
• establishing or defending legal claims; and
• improving our services and website.

Consent

Where you have given consent, including for certain forms of marketing or non-essential website cookies. You may withdraw your consent at any time by contacting us or changing your cookie preferences.

Vital interests

In exceptional circumstances, we may process information where necessary to protect somebody’s life or physical safety.

6. Special category information

We may occasionally process limited health information where necessary for workplace safety, accessibility, emergency response, employment obligations or reasonable adjustments. Where we process special category information, we will identify an additional lawful condition and apply appropriate safeguards.

7. Cookies and website analytics

Our website may use cookies and similar technologies. Strictly necessary cookies may operate without consent where they are essential for the website to function, maintain security or remember your privacy preferences. We will request your consent before setting non-essential cookies, including analytics, advertising or third-party tracking cookies. You can accept, reject or manage these through the cookie controls provided on the website. Your browser may also allow you to block or delete cookies. Disabling necessary cookies may affect how parts of the website operate. Further details about specific cookies should be provided through our website’s cookie settings or Cookie Policy.

8. Who we share information with

Where reasonably necessary, we may share information with:

• our employees and authorised representatives;
• clients, main contractors and project partners;
• trusted suppliers, subcontractors and specialist contractors;
• professional advisers, including accountants, solicitors, consultants and insurers;
• website hosting, email, IT, cloud storage and business software providers;
• payment and banking providers;
• health and safety, compliance and accreditation organisations;
• recruitment and employment service providers;
• HM Revenue & Customs, regulators, courts, emergency services and other public authorities;
• prospective purchasers, investors or advisers in connection with a business transaction; and
• other organisations where you ask us to share information or where disclosure is required by law.

We require service providers handling information on our behalf to protect it and use it only for authorised purposes.

9. International transfers

Some technology providers may process information outside the United Kingdom. Where personal information is transferred internationally, we will take appropriate steps to protect it, such as using UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses, or another lawful safeguard.

10. How long we keep information

We retain personal information only for as long as reasonably necessary.

Typical retention periods include:

• general enquiries that do not become projects: up to two years;
• client, project, contractual and supplier records: normally six years after completion or termination;
• financial and taxation records: normally six years after the relevant accounting period;
• health and safety, insurance and project records: for the period required by applicable law, contractual obligations or insurance arrangements;
• unsuccessful recruitment applications: normally up to six months, unless you consent to a longer period;
• website technical and analytics information: according to the retention settings of the relevant service; and
• legal claims and disputes: until the matter and any applicable limitation period have concluded.

We may retain information for longer where required by law, insurance terms, contractual obligations or an actual or anticipated legal claim.

11. Security

We use reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction. Access is limited to people and service providers who require the information for legitimate business purposes. Although we take appropriate precautions, no internet transmission or electronic storage system can be guaranteed to be completely secure.

12. Your data protection rights

Depending on the circumstances, you may have the right to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information;
• ask us to restrict processing;
• object to processing based on legitimate interests;
• receive certain information in a portable format;
• withdraw consent at any time; and
• object to direct marketing.

These rights are not absolute and may be subject to legal exceptions. To exercise your rights, email info@civionuk.com. We may ask for information to verify your identity before responding. You will not ordinarily be charged for exercising your rights.

13. Marketing communications

We may contact existing business clients or professional contacts about relevant services where permitted by law and where we believe the communication may be useful. You can opt out at any time by following the unsubscribe instructions in the communication or emailing info@civionuk.com. We will not sell your personal information to third parties for marketing purposes.

14. Complaints

Please contact us first if you have concerns about how we handle your personal information:

Email: info@civionuk.com

Address: Civion Ltd, 98 Lozells Road, Birmingham, West Midlands, B19 2TB

You also have the right to complain to the Information Commissioner’s Office:

Website: www.ico.org.uk
Telephone: 0303 123 1113

15. Third-party websites

Our website may contain links to websites operated by third parties. We are not responsible for their content, security or privacy practices. You should review the privacy policy of any third-party website you visit.

16. Changes to this policy

We may update this Privacy Policy periodically to reflect changes to our services, technology or legal obligations.

The latest version will be published on this page with its updated date.