Privacy notice

Who we are. Alves Rowe Ltd (company no. 16682818), 44 Belmore Road, Eastbourne, BN22 8BL. VAT GB 520 3368 24. Contact: info@alvesrowe.com. Alves Rowe Ltd is the data controller.

What we collect. When you open a shared link we ask for your name, company and email address, email you a short code to confirm the address is yours, and record which files you open or download, and when. We do not use cookies for advertising or tracking beyond what is needed to remember you within this service.

Why, and our lawful basis. We process this information under our legitimate interests: to keep a record of who has accessed confidential project and tender documents, to administer those documents, and to protect the interests of our clients. If you sign in to a room for a tender, we may also add your name and work email to our list of subcontractor contacts, under the firm you work for, so that we can ask that firm to price future work. This is also under our legitimate interests, and we will take you off that list if you ask. We do not use it for marketing.

Who we share it with. We do not sell your information, and we do not share it with third parties for their own marketing. Where a room holds documents we are issuing on behalf of a client, we may show that client a record of who was given access to their project's documents, who opened the room and who downloaded what, including the name and email address given at the door - that is the purpose this record is kept for. The service runs on Cloudflare's infrastructure, which stores the data on our behalf, and we use Postmark to send the confirmation code, which means your name and email address pass through them. Both act on our instructions only.

How long we keep it. A room can be given an expiry date. Once it passes, the link stops working, and 14 days after that the documents themselves are permanently deleted. We then keep a record of the room - the file names, who was given access and who downloaded what - for a further 365 days, so we can show what was issued to whom on a project, after which the record is deleted automatically too. You can ask us to delete your details from it sooner, using the contact below. If we add you to our subcontractor contacts, that entry is kept apart from the room's record, until you ask us to remove it or we no longer need it to invite your firm to price work.

Your rights. You can ask us for a copy of your information, to correct it, or to delete it, and you can object to our processing. Email info@alvesrowe.com. You can also complain to the ICO (ico.org.uk).