Privacy Policy

Last updated: September 2025

 

This Privacy Policy explains how HeritageStatements.com (“we”, “our”, or “us”) collects, uses, and protects your personal information when you use our website or services. We are committed to safeguarding your privacy and handling your data fairly, securely, and transparently.

 

1. Who We Are HeritageStatements.com is a network of conservation architects, historians, and archaeologists providing fixed-fee Heritage Statements and related consultancy services. Registered business address: HeritageStatements.com 6389, 58 Peregrine Road, Hainault, Ilford, Essex, IG6 3SZ, UK We are the data controller for the personal data we collect about you. Contact email: info@heritagestatements.com

 

2. Information We Collect We only collect the information we need to deliver our services and manage enquiries. When you submit an enquiry or contact us:  Name  Email address  Site address (project location)  Brief project description  Uploaded files (e.g., plans, drawings)  Any information you voluntarily include in messages to us When you make a payment:  Payments are handled securely by Stripe.  You will receive an invoice by email containing a Stripe payment link.  We do not store or have access to your full card details – Stripe processes these directly. When we manage accounting and tax records:  Basic client and payment information is securely stored in Zoho Books, our accounting software.  This includes name, billing details, email address, and payment amounts. Automatically collected data (website use):  IP address, browser type, device type, and general technical data for security and performance monitoring.  Wix, our website host, may collect anonymised analytics to ensure the site runs smoothly.  We do not use advertising or third-party tracking cookies.

 

3. How We Use Your Information We use your data to:  Match you with the most suitable heritage specialist for your project  Provide consultations and fixed-fee proposals  Prepare and deliver Heritage Statements and related services  Send invoices and process payments securely via Stripe  Maintain accurate tax and accounting records using Zoho Books  Respond to enquiries and provide customer support  Ensure website security and performance through Wix  Comply with legal and regulatory obligations We never sell or rent your information to third parties.

 

4. Legal Basis for Processing We process personal data under the following lawful bases:  Contract: To provide the services you request.  Legal obligation: To meet tax, accounting, and record-keeping duties.  Legitimate interest: To improve our services and prevent fraud.  Consent: Where explicitly required, such as optional communications.

 

5. Sharing Your Data We only share your data when necessary to provide our services or meet legal obligations: Recipient Purpose Network specialists To deliver heritage assessments for your project. Stripe To process secure card payments via invoice links. Wix To host our website, store enquiry form submissions, and maintain site security. Zoho Books To maintain accounting, invoicing, and tax compliance records. Legal/regulatory authorities When required to comply with UK law. We do not share your data with advertisers or unrelated third parties.

 

6. Data Storage and Security  Wix securely stores enquiry form submissions and uploaded files, using GDPR-compliant servers.  Stripe handles card data with PCI-DSS-compliant systems – card numbers are never stored by us.  Zoho Books securely manages financial and invoicing data, with encryption and GDPR compliance.  We use password-protected systems and encryption where appropriate to safeguard your information. Some data may be stored outside the UK or European Economic Area (EEA). Where this occurs, our providers (Wix, Stripe, Zoho Books) apply appropriate legal safeguards, such as Standard Contractual Clauses, to protect your privacy.

 

7. Data Retention We keep data only for as long as necessary:  Project records: Retained for 7 years to meet tax, insurance, and legal requirements.  Enquiry data: Deleted after 12 months if you do not proceed with our services.  Payment data: Managed and retained by Stripe in line with their policies.  Accounting data: Stored in Zoho Books for 7 years to comply with UK tax law. You may request deletion of your personal data sooner unless we are legally required to keep it.

 

8. Your Rights Under UK GDPR, you have the right to:  Access the personal data we hold about you.  Correct inaccurate or incomplete data.  Request deletion of your personal data, where legally possible.  Restrict processing under certain circumstances.  Object to processing based on legitimate interests.  Request data portability, where applicable. To exercise your rights, email info@heritagestatements.com. We aim to respond within 30 days.

 

9. Cookies Our website uses essential cookies only for:  Site security and fraud prevention  Contact form functionality and file uploads We do not use advertising or analytics cookies. You will see a banner informing you of essential cookie use when you first visit the site.

 

10. Third-Party Providers We work with trusted providers to operate our services: Provider Purpose Privacy Policy Wix Website hosting, secure form storage, basic site analytics https://www.wix.com/about/ privacy Stripe Secure card payment processing https://stripe.com/gb/privacy Zoho Books Accounting and invoicing https://www.zoho.com/ privacy.html These providers only receive the minimum necessary data and must process it securely under GDPR.

 

11. International Data Transfers Some data may be stored or processed outside the UK/EEA. When this happens, our providers (Wix, Stripe, Zoho Books) ensure appropriate safeguards are in place, such as Standard Contractual Clauses, to protect your data.

 

12. Changes to This Policy We may update this Privacy Policy periodically to reflect changes in law or our services. The current version will always be available on our website, with the "last updated" date shown at the top.

 

13. Complaints If you are concerned about how we handle your data, please contact us first at info@heritagestatements.com. If we cannot resolve your issue, you have the right to complain to the Information Commissioner’s Office (ICO):  Website: https://ico.org.uk  Telephone: 0303 123 1113