Privacy Policy

Last updated: 01 May 2025

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Space Captures understands that your privacy is important to you. We are committed to protecting the privacy of your personally identifiable information as you use this website. This Privacy Policy tells you how we protect and use information that we gather from you. By using this website, you consent to the terms described in the most recent version of this Privacy Policy. You should also read our Terms of Use to understand the general rules about your use of this website, and any additional terms that may apply when you access particular services or materials on certain areas of this website. “We,” “our” means Space Captures that is operated by Space Captures Ltd. “You,” “your,” visitor,” or “user” means the individual accessing this site.

 

 

1. Scope and Consent

This Privacy Policy governs all personal and sensitive data collected by Space Captures Ltd during quotation requests, on-site operations, and ongoing client engagements. By submitting information via our website forms, emailing info@spacecaptures.com, or providing access to your property, you consent to data processing under UK GDPR and Data Protection Act 2018.
 

2. Categories of Collected Information

We collect and process the following data:

• Contact Information: Full name, telephone number, email address, company affiliation, and billing address provided during inquiries.

• Property Data: Precise geographical addresses, access codes, floor plans, and security protocols required for site visits.

• Technical Specifications: Architectural drawings, BIM models, and project briefs shared for quotation purposes.

• Scan Outputs: Raw point clouds, 3D models, and photographic documentation generated during on-site capture.

• Operational Records: Technician safety logs, equipment calibration reports, and site access timestamps.
   

3. Purposes and Legal Bases for Processing

Your data is processed for the following purposes under lawful bases:

• Service Delivery: To conduct on-site scanning, create deliverables, and manage project workflows (Lawful Basis: Contractual Necessity).

• Quotation Preparation: To assess site requirements and provide cost estimates (Lawful Basis: Legitimate Interests).

• Compliance: To maintain HMRC records, validate insurance coverage, and adhere to health/safety regulations (Lawful Basis: Legal Obligation).

• Security Monitoring: To prevent unauthorized access to scanning equipment and client sites (Lawful Basis: Legitimate Interests).
   

4. Data Security Protocols

We employ a layered security framework:

• Physical Safeguards: Equipment storage in alarmed facilities with biometric access controls; encrypted hard drives for field data transport.

• Technical Measures: End-to-end TLS 1.3 encryption for all digital communications; AES-256 encryption for data at rest; multi-factor authentication for processing systems.

• Organizational Controls: Mandatory NDAs for all technicians and subcontractors; annual UK GDPR training; vendor compliance audits for cloud service providers (AWS UK).
  Despite these measures, you acknowledge that no data transmission over public networks can be guaranteed 100% secure.
   

5. International Data Transfers

As a UK-domiciled business, all data processing occurs within our UK-based infrastructure except where third-party tools require limited external routing. Any such transfers use UK International Data Transfer Agreements (IDTAs) or EU Standard Contractual Clauses with UK Addendums. We do not store data in jurisdictions without adequacy decisions from the UK Information Commissioner’s Office.
 

6. Third-Party Data Sharing

Data is disclosed only under strict conditions:

• Subcontractors: Licensed surveyors or engineers assisting with complex projects, bound by confidentiality agreements.

• Cloud Providers: AWS UK for backup storage under zero-knowledge encryption protocols.

• Legal Authorities: When compelled by court order, police investigation, or regulatory requirements.
  We prohibit all commercial data sales or marketing partnerships.
   

7. Data Subject Rights

Under UK GDPR, you may:

• Request access to your personal data in machine-readable format.

• Demand correction of inaccuracies in property records or contact details.

• Withdraw consent for non-essential processing activities.

• Request deletion of project data after contractual obligations expire.
  Requests must be submitted to info@spacecaptures.com and will be processed within 30 calendar days, subject to legal holds for insurance or compliance purposes.
   

8. Retention Periods

Data is retained according to operational and legal requirements:

• Active project files: 36 months from delivery date.

• Raw scan data: 18 months (then permanently anonymized).

• Financial records: 7 years for VAT and corporate tax compliance.

• Site safety logs: 10 years for liability insurance validation.
  Upon retention period expiry, data is securely destroyed using Blancco-certified erasure methods.
   

9. Cookies and Tracking Technologies

Our website uses only essential session cookies for form functionality and login security. We do not deploy analytical, advertising, or social media trackers. No cookie consent banner is displayed as we perform no non-essential tracking.
 

Contact for Data Protection Inquiries:
info@spacecaptures.com