Privacy notice

VeriPrem Ltd is registered in England and Wales. Our registered office is Office 21776, 182–184 High Street North, East Ham, London, E6 2JA, United Kingdom. We are responsible for personal information used to run our business and handle enquiries. Where we process information on a client’s instructions, that client determines the purpose of the processing and we follow the agreed data-handling arrangements.

Registered in England and Wales. Company No. 17521231.

We receive information from you when you email, call or book a discussion. This can include your name, organisation, contact details, role, appointment details and the requirement you describe. Clients, contractors or specialists may also provide contact details and records relevant to commissioned work. Website hosting receives technical information, including IP addresses and request information, to deliver and protect the site.

We use information to respond to enquiries, arrange discussions, provide agreed services, administer client and supplier relationships, handle complaints or incidents, and maintain business records. Our lawful basis depends on the purpose:

• Contract: where necessary to take steps you request towards a contract with you, or to perform that contract.
• Legitimate interests: to respond to business contacts, coordinate work, maintain relevant records and protect our services, where those interests are not overridden by your rights.
• Legal obligation: where we must keep or disclose information to meet an applicable legal requirement.

Email is handled through Google Workspace. Telephone enquiries may lead to contact details and relevant conversation notes. Booking takes place on Calendly’s website and connects to our Google Calendar/Workspace account. The booking form asks for name, email, telephone, organisation, sector, discussion topic and intended outcome, with approximate scale optional. Appointment information and booking correspondence are held in the connected services. Calendly applies its own privacy and cookie arrangements when you visit its site. VeriPrem has no website enquiry form or enquiry database.

Commissioned work may involve property or workplace visit records, photographs, action registers, contractor records and reports of concerns. We keep the source of information distinguishable and share relevant records for the agreed work. Photographs should show the required condition or outcome without unnecessary images of people, correspondence, medication or other personal details. Complaints and incidents may require additional records to establish what happened and the action taken.

Planning an individual access arrangement may require limited information about mobility, equipment or assistance needs. Detailed information is handled through an agreed appropriate route, with an explanation of its purpose, recipients and applicable legal basis. Direct assisted movement remains conditional on suitability and completed operational controls, including the arrangements required for any health or other special-category information. General enquiries and booking forms are not the route for this information.

Information is shared where needed with the commissioning client, relevant contractors or specialists, business service providers, professional advisers or authorities where required by law. Providers include Google Workspace for email and calendar services, Calendly for bookings, and website hosting and security providers, including Cloudflare. Providers processing information on our behalf operate under the applicable data-processing arrangements; clients and specialists may have their own responsibilities for information they receive.

Google Workspace, Calendly and website infrastructure may process information outside the UK, including in the United States. Applicable safeguards can include UK adequacy arrangements, the UK Extension to the EU–US Data Privacy Framework for covered recipients, or approved contractual safeguards. We do not claim that all information remains in the UK. Contact us if you would like information about the safeguards relevant to your data.

Unsuccessful enquiries are kept for 12 months after the last meaningful contact. Other records are kept for as long as needed for the relevant engagement, administration, applicable legal obligations or the establishment, exercise or defence of claims. The record’s purpose, sensitivity and any continuing need to preserve it determine the period. This includes relevant copies in email, booking and calendar systems. You can ask us about the retention arrangements for a particular record.

We use appropriate access and information-handling controls and limit sharing to what is needed for the work. No internet or email service can be guaranteed secure. Please do not send sensitive personal, medical, safeguarding, resident case information, passwords or access codes through general email or booking forms. If detailed case information is needed, VeriPrem will agree an appropriate secure route.

Depending on the circumstances, you may ask to access, correct, erase or restrict your personal information, object to its use, or request portability. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing. These rights have conditions and exceptions. We may ask for proportionate information to verify your identity. Where we act on a client’s instructions, we will help route your request to the responsible organisation.

For privacy questions or rights requests, email contact@veriprem.co.uk, call 020 3049 9440 or write to our registered office. You may also complain to the Information Commissioner’s Office; you do not have to contact us first.

The Action Closure Readiness Check uses answers in the open page without sending them to VeriPrem or saving them in persistent application storage. It provides an indicative next step, not a decision with legal or similarly significant effects. Our Cookie Notice explains the site’s security technology.