Privacy Policy

This Privacy Policy explains the information involved when you use the 4DMC website, contact us about building work or share project documents. It also explains your rights and how to contact us about your information.

Contents

• Who we are and how to contact us
• Information you provide
• Enquiry forms and uploaded files
• Why information is used and the lawful bases
• Handling and responding to an enquiry
• Service providers and sharing information
• Cookies and external website resources
• Comments and website administration
• Project photographs and feedback
• Storage and security
• How long information is kept
• International processing
• Your data protection rights
• Your right to object
• Privacy concerns and complaints
• Changes to this notice

Who we are and how to contact us

Quintrix UK Limited (company number 10486930), trading as 4 Dimension Construction (4DMC), is the data controller responsible for the personal information described in this notice. References to “we”, “us” and “our” mean Quintrix UK Limited trading as 4DMC. Our privacy contact is info@4dmc.co.uk.

For questions about your information, or to exercise your data protection rights, email info@4dmc.co.uk or telephone 01923 551006. Please give enough information for us to identify the enquiry or project concerned, without sending unnecessary sensitive documents.

Postal correspondence address:
19 Minister Court
Frogmore
St. Albans
AL2 2NF

Information you provide

The information we receive depends on how you contact us and what you choose to share.

• Project enquiry form: your full name, email address, telephone number, street name, postcode, selected project type and description of the proposed work.
• General contact form: your full name, email address, telephone number and message, plus a postcode if you choose to provide one.
• Plans, photographs or documents you choose to attach to a project enquiry.
• Information you provide in subsequent emails, telephone conversations or discussions about a quotation, project, aftercare concern or complaint.

Please provide only information relevant to your enquiry. Avoid including identity documents, financial details, health information or information about other people unless it is necessary. Plans and photographs can reveal details about a property or its occupants, so check their contents before sharing them.

Enquiry forms and uploaded files

The website uses Contact Form 7 software for the Project Enquiry and General Contact forms. The project form accepts one optional PDF, JPG, JPEG or PNG attachment, up to 5 MB. The general contact form does not request an attachment.

Form information is checked for required information, valid field formats, the privacy acknowledgement and spam-prevention responses. The spam check is used for validation; its answer is not part of the saved enquiry record.

Validated enquiries are persistently recorded in the website’s WordPress database using Flamingo and the 4DMC secure enquiry storage software. The record includes the information you submit, the original submission date, the verified source page, the privacy acknowledgement and a reference used to identify the enquiry. Notification attempts and their outcomes are recorded separately for each recipient.

Contact Form 7 initially handles uploaded files in temporary storage. The secure enquiry storage software makes a retained private copy of an accepted project attachment outside the public website directory and checks its integrity. It is not added to the public Media Library or given a public download URL. Temporary-file cleanup does not delete the retained private copy or any copy already sent by email.

A reference or message confirming that an enquiry has been recorded confirms storage, not that an email notification has been delivered or read. If you need to confirm that we are dealing with a request, or an online form is temporarily unavailable, contact us using the details above.

The privacy acknowledgement on a form is not a marketing subscription. No HubSpot connection, Google Analytics integration or marketing mailing-list signup is currently configured on this website.

Why information is used and the lawful bases

The relevant lawful basis depends on the reason for using the information. Enquiry handling is not treated as relying on consent simply because a privacy acknowledgement appears beside a form.

• Steps towards a contract or performing a contract: considering a project you ask us to quote for, preparing and discussing a quotation, and dealing with an agreed project.
• Legitimate interests: responding to general questions, managing business correspondence, addressing concerns and keeping the website and communications functioning securely, where those interests are not overridden by your rights.
• Legal obligations: keeping or providing records where an applicable legal obligation requires this.
• Consent: a separate optional use where consent is specifically requested. This notice and the form acknowledgement do not create consent for marketing.

The website is not configured to make automated decisions about project eligibility or to create marketing profiles from form submissions.

Handling and responding to an enquiry

Information you provide helps us understand the proposed work, respond to your questions and consider the next steps. If an enquiry becomes a project, relevant information may also be needed to organise the work and communicate with you about it.

The saved enquiry remains available to authorised administrators if a notification fails. Notification records distinguish a message accepted by the email transport from confirmed receipt in a recipient’s mailbox. An authorised administrator can review the record and, where appropriate, deliberately retry a notification using the saved information and private attachment. This is not an automatic retry service.

Please tell us if your contact information or project details change. If you choose not to provide information needed to understand or respond to a request, we may be unable to progress it.

Service providers and sharing information

Fasthosts Internet Limited provides website hosting and hosts the info@4dmc.co.uk email account. Hosting, email, technical support and backup services handle information as needed to provide their services. See Fasthosts’ privacy information. The enquiry forms are software on the website; they do not establish a HubSpot or other CRM connection.

When email notifications are enabled, copies of the enquiry, including a project attachment where supplied, are addressed to info@4dmc.co.uk and betina@betike.co.uk for authorised 4DMC and Betike Creative Ltd personnel. Betike receives these copies to monitor website enquiries and administer the website, not to independently manage construction projects or use the information for its own marketing. Mailbox providers also process the copies held in those mailboxes.

Access is restricted to information needed for an authorised role. Website administrators can access saved enquiries and private attachments; notification recipients can access copies delivered to their mailboxes. You can contact our privacy contact for information about the arrangements relevant to your enquiry.

Where a project requires involvement from relevant tradespeople or professional advisers, information sharing should be limited to what is needed for their role. Information may also need to be disclosed where required by law or to deal with a legal claim.

External website resources can receive information directly from your browser, as explained below. Their roles and use of information depend on the particular service and arrangements involved; the fact that a resource appears on the website does not establish that its provider acts only on our instructions.

Cookies and external website resources

Cookies and similar technologies can store information on your device or access information already stored there. Ordinary page requests also send technical information, such as an IP address and browser details, to the server or service providing the requested resource. Not every external request involves a cookie.

• External photographs: some homepage images are served from images.unsplash.com. Your browser contacts that service when it requests those images. See Unsplash’s privacy information.
• Video: the Garden Office page offers an optional Vimeo video. The player is loaded only after you select “Load Vimeo video”. The embed requests Vimeo’s do-not-track mode and does not autoplay. Vimeo still receives the connection data needed to serve the player; security cookies or cookies from earlier visits to Vimeo may also be involved. See Vimeo’s privacy information.
• WordPress access: login and administration features can use cookies to authenticate users and maintain their settings. These are separate from ordinary contact enquiries.

No analytics or advertising tracking integration was identified in the current website configuration. This is not a claim that all third-party technologies use essential cookies only. Browser controls can help you manage cookies, but blocking some technologies can affect features you choose to use. You can leave the optional Vimeo player unloaded.

Comments and website administration

The current site design does not display a comment form, but WordPress comment functionality remains enabled in the settings and on a legacy sample article. If a comment is submitted through an available WordPress commenting facility, it can include a name, email address, optional website address, comment text and technical information used for moderation and spam prevention.

WordPress account information is also used for authorised website administration. Avatar functionality is enabled in WordPress settings and can involve Gravatar when an avatar is displayed. This does not mean an avatar request is made for every ordinary visitor.

Project photographs and feedback

Project photographs and feedback can contain information about a person or property, including names or initials and identifiable features. If an image or piece of feedback on the website relates to you and you have a concern about its use, please contact us using the details above.

Storage and security

Access to saved enquiries and retained project documents is restricted to authorised website administrators. Private attachment downloads require authenticated administrator access, permission checks and a verified enquiry record. Attachments are stored outside the public website directory rather than in the Media Library.

Information is also held in notification email copies and technical delivery logs. The system maintains a separate notification-attempt audit. Routine successful-message logging is disabled. Failure diagnostics may contain enquiry text, email addresses, subjects, headers, delivery results and attachment references; scheduled cleanup is configured for 14 days. These records require restricted access, and cleanup depends on the scheduled process running successfully.

The companion software does not include IP addresses, user-agent strings or spam-quiz answers in its saved enquiry fields. This does not mean that hosting, security services or external resources collect no technical connection information.

No internet service or email system can be guaranteed to be completely secure. Avoid sending information that is not needed for your enquiry, and contact us first if you need to discuss a sensitive document or a different way of supplying it.

How long information is kept

We keep personal information for as long as it is needed to handle an enquiry, provide agreed construction services, deal with aftercare or complaints, and meet applicable legal, accounting or reporting requirements. In deciding how long information is needed, we consider its nature and sensitivity, the risks associated with keeping it, the purpose of using it, whether that purpose can be met in another way, and relevant legal obligations.

Relevant company accounting and transaction records are generally retained for six years from the end of the financial year they relate to, or longer where applicable requirements or an unresolved matter justify this. This is not a blanket six-year retention period for every unsuccessful enquiry, photograph or uploaded document.

Authorised administrators use a manual retention-review workflow to record an enquiry’s status, last meaningful contact, project reference, retention exceptions and next review date. Becoming due for review does not automatically delete an enquiry. No automatic expiry of enquiry records is configured. Authorised administrators review whether information is still needed under these criteria. Moving an enquiry to Trash does not remove its retained attachment. Permanent deletion requires deliberate administrator confirmation. The companion software checks that the enquiry record has been deleted before removing its private attachment. A failed deletion or cleanup can leave a restricted recovery record for an administrator to resolve.

Information needed for an ongoing project or another justified purpose should be identified and handled under the relevant record-keeping arrangements rather than retained indefinitely with every enquiry. Please contact us if you need information about the arrangements relevant to your enquiry or project.

Deleting an enquiry does not automatically delete email copies held by 4DMC or Betike, FluentSMTP logs, downloaded documents, exports or backups. Each requires its own authorised handling and deletion arrangements. Backup expiry and restoration procedures also need to address information deleted from the working system; immediate removal from every backup is not promised.

International processing

External services, including image, font and video providers, may operate in more than one country. The locations where they process information and the applicable terms depend on the service used. Their privacy information explains their own arrangements.

Hosting, email, support and external-resource providers may process information outside the UK. The countries and applicable arrangements depend on the service and provider; UK-only processing is not assumed. Their published privacy information describes their own practices. Contact info@4dmc.co.uk to ask about the providers, processing locations and any transfer arrangements relevant to your enquiry. This notice does not assert a particular transfer safeguard that has not been verified.

Your data protection rights

Depending on the circumstances and the basis for processing, you may have rights to:

• Ask for access to your personal information.
• Ask for inaccurate information to be corrected or incomplete information to be completed.
• Ask for information to be erased in circumstances where that right applies.
• Ask for processing to be restricted in circumstances where that right applies.
• Receive certain information in a portable format, where the conditions for that right apply.
• Withdraw consent for a use that relies on consent. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.

These rights are not all absolute. We may need proportionate information to verify your identity and locate the relevant records. Requests will be considered under the applicable data protection requirements. Contact info@4dmc.co.uk to make a request.

Your right to object

You can object to processing based on legitimate interests, taking account of your particular situation. Where information is used for direct marketing, you can object to that use at any time. Contact info@4dmc.co.uk and explain the processing you are concerned about. No marketing integration is currently configured on this website.

Privacy concerns and complaints

If you are concerned about how your information has been handled, please contact us so the matter can be reviewed. Include a description of the concern and enough information to identify the relevant enquiry or project.

You can also complain to the Information Commissioner’s Office, the UK data protection regulator. Visit ico.org.uk/make-a-complaint for its current guidance and contact options. You do not have to give up your right to complain to the ICO in order to contact us first.

Changes to this notice

This notice may need to change when the website, services or information-handling arrangements change. The information available on this page should be checked when you use a new feature or provide information for a different purpose. You can contact us for questions about the notice.