Vertex Building Diagnostics
Privacy notice
How we handle contact details, property information and project documents supplied to Vertex Building Diagnostics. Last revised September 2026.
Who is responsible for your information?
Vertex Building Diagnostics is operated by Douglas Silva. For privacy requests relating to Building Diagnostics enquiries, quotations, technical services or the authorised client portal, contact vertexenvelope@outlook.com. You may request the relevant postal correspondence address using that email. This notice concerns the Building Diagnostics service, not unrelated third-party websites.
What information do we receive?
When you enquire, we receive information you choose to submit, such as your name, email, telephone number, property town or postcode, service requested, issue description and optional photographs or technical drawings. During an instruction, our internal CRM may also contain your project reference, agreed scope, quotation, appointments, correspondence, contract acceptance, issued reports and invoices. An authorised portal account also produces account and access records. Please avoid uploading personal information about other people or confidential materials you are not authorised to share.
Why do we use it and what is the legal basis?
We use enquiry details to respond to your request and prepare a quotation, and client/project records to perform an agreed contract. We retain accounting and other records where required by law. We may use appropriate access and security records for our legitimate interests in protecting the service and resolving disputes, balanced against your rights. Optional marketing, if introduced, would be subject to its own applicable permissions and privacy information. The guided Fee Advisor provides information only and does not independently make decisions about your eligibility for services.
Who processes your data?
Our website, client portal and private project-management system are built with Base44. Project notifications and correspondence may be handled through Base44-integrated email and our Microsoft Outlook mailbox. Relevant contractors or professional advisers may receive only the information reasonably needed for the agreed service or a legal obligation. We do not sell your personal information to advertisers. The account-based client portal is restricted to projects Vertex has expressly granted to your authorised email; other clients cannot browse your CRM records.
Storage, security and international transfers
We use account-based access controls for internal CRM records and client projects. Do not send signed contracts through an unrestricted public-file upload; the previous upload feature has been disabled. Some technology providers may process or store information outside the UK. The location of processing and any legally required transfer protections must be confirmed with each provider; contact us for details relevant to your enquiry. An online account or email service is not an absolute guarantee against all security incidents.
How long do we keep information?
We keep information only as long as reasonably needed for enquiry follow-up, the agreed project, accounting and tax obligations, complaints, professional record-keeping and possible legal claims. The appropriate period depends on the nature of the record and any applicable legal requirements; we review retention needs and requests for erasure against those obligations. Contact us if you would like information about the retention criteria applying to your project.
Your rights and complaints
Depending on the circumstances and applicable UK data protection law, you may request access to or correction of your information, erasure or restriction of its use, object to some processing, or request data portability. You can raise questions or exercise rights by contacting vertexenvelope@outlook.com. We may need to verify your identity before disclosing project information. You can also raise a data-protection concern with the UK Information Commissioner’s Office at ico.org.uk.
Website usage and updates
The site and portal use the functionality needed to run authenticated sessions, enquiry forms and our service pages. Optional assistant/conversation-start analytics may be used to understand Fee Advisor engagement; using the guided selector does not require an AI conversation. Any optional cookies or tracking requiring consent should be presented separately where applicable. We may update this notice as services or suppliers change; ask us about any change relevant to your active project.
Questions about your information?
vertexenvelope@outlook.comBusiness and provider-specific privacy details should be kept under review. This notice does not replace any additional agreement required for processing a professional client’s data.