Privacy Policy
Last reviewed: October 2026
This policy explains what personal data Newton Extensions Ltd (“we”, “us”) collects, why, how long we keep it and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Newton Extensions Ltd is the data controller. Company number: 15992775. Registered office: 53 Cookridge Drive, Leeds, LS16 7HP.
Contact for data protection matters: info@newtonextensionsltd.co.uk or 07772 487920, or write to us at 53 Cookridge Drive, Cookridge, Leeds LS16 7HP.
2. What we collect and why
| Data | Purpose | Lawful basis |
|---|---|---|
| Name, email, phone, postcode, project type and message sent through our contact form | To respond to your enquiry and prepare a quotation | Steps you ask us to take before a contract (replying to you and quoting) |
| Property address, drawings, plans and project details | To price and build your project | Steps you ask us to take before a contract, then performance of the contract |
| Contract, invoice and payment records | To manage our contract with you and meet accounting obligations | Contract; legal obligation |
| Photographs of completed work | To showcase our work on this website and social media | Consent (we will always ask first) |
| Client portal account: your name and login email, your password (stored only in a scrambled form that cannot be turned back into the password), your sign-in sessions, and the documents, photos, questions, answers to proposed extras and payment records that you or we add there | To share project information with you and email you when something new is added. We also use your sign-in details to keep your account secure. | Performance of a contract |
| Applications to work with us or join as an apprentice: your name, contact details, trade, experience, availability, qualifications, trade cards such as a CSCS card, and insurance details if you subcontract | To consider your application | Steps you have asked us to take before a contract, and our legitimate interest in checking the trade cards, qualifications and insurance of the people we take on |
3. Who we share it with
We only share your data where necessary to deliver your project or run our business, for example with architects, structural engineers, Building Control, subcontractors, our accountant and our insurers. We do not sell your data. Our hosting provider and our email providers act as data processors under contract.
Our email is run by Google Workspace, and emails from our contact form and client portal are sent through Resend. Resend stores data in the United States, and Google may hold data in the United States or other countries where it has data centres, so your details in those emails may be held outside the UK. Resend’s data processing terms protect this with standard contractual clauses and the UK Addendum. Google’s contract with us relies on the UK-US data bridge (the UK Extension to the EU-US Data Privacy Framework) or, where that does not apply, standard contractual clauses. You can ask us for a copy of these safeguards. If you message us on WhatsApp, WhatsApp’s own privacy policy also applies.
4. How long we keep it
- Enquiries that do not proceed: 12 months.
- Applications to work with us that do not go ahead: 6 months.
- Client contracts, project records and correspondence: 6 years after project completion (limitation period for contract claims).
- Client portal accounts and what is shared in them: the same as project records above.
- Financial records: 6 years from the end of the financial year, as required by HMRC.
5. Your rights
You have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data erased where there is no good reason for us to keep it;
- restrict or object to our processing;
- receive your data in a portable format;
- withdraw consent at any time where consent is our lawful basis.
To use any of these rights, contact us using the details above. We will reply within one month. If you are unhappy with how we have handled your data, you can complain to us in the same way. We will acknowledge your complaint within 30 days and tell you what we have done about it. You can also complain to the Information Commission (the ICO) at ico.org.uk or on 0303 123 1113.
6. Security
We keep your data on password-protected, access-controlled systems and only share it with people who need it to do their job. Paper records are stored securely and destroyed when no longer needed.
7. Cookies
See our cookie policy for details of the cookies we use.
8. Changes to this policy
We review this policy annually and whenever our processing changes. The date at the top shows when it was last reviewed.