Privacy Policy

This policy covers the Hemcalcs website, calculator, quotations, bookings and client portal. Ian Kay trading as Hemcalcs is responsible for the personal information described here. Contact [email protected] or write to 4 Grange Avenue, Warrington, WA4 1PN.

Information we handle

We receive names, email addresses, telephone numbers, organisation details, project addresses, drawings, specifications and messages from you or from someone arranging an assessment on your behalf, such as an architect. We also hold quote details, booking and invoice records, payment references and the files you upload.

The glazing calculator saves measurements and results. If you request an emailed report or quote, we save the details you provide alongside a snapshot of that request. A shareable calculation link shows measurements and results; it does not show your report contact details or project address. Anyone you give the calculation link to can view and amend that calculation.

We record price checks, including the selected service, dwelling count, floor area and price shown, and whether they lead to a booking.

Our hosting and security systems process technical information such as IP addresses and requests. Portal sign-in uses emailed codes and session cookies. Stripe handles card payments; we receive payment status and transaction references, not your full card number or security code.

Why we use it

To answer enquiries, prepare quotes and deliver booked services: steps you request before a contract, and performance of that contract.
To communicate with an architect, employee or other representative of a client: our legitimate interest in organising and delivering the project.
To keep invoices and records required for tax or other legal duties: legal obligation.
To secure the portal, prevent abuse, maintain backups, understand calculator demand and resolve service queries: our legitimate interests in running a reliable business and protecting clients. We use anonymous or aggregated information where personal details are unnecessary.

Required form fields let us provide the requested report, quote or booking. Without a booking email and project details, we cannot arrange that service online. Optional fields are marked. Requesting a report or buying a service does not subscribe you to a marketing list.

With your consent, we use Google Analytics to understand website usage. You can withdraw consent using Cookie settings in the website footer.

Who receives information

We use service providers for hosting and backups, website security, transactional email, payments through Stripe, and AI tools to support customer service. They receive the information needed for those functions. Accreditation and EPC registration services receive assessment information when the booked service requires lodgement. We may also share relevant records with professional advisers or authorities where necessary.

We do not sell personal information. Providers may process information outside the UK. The applicable provider arrangements must support those transfers through an adequacy framework or appropriate contractual safeguards. You can contact us for information about the providers and transfer arrangements relevant to your records.

Security and access

We use encryption, restricted staff access and a protected client portal. We use safeguards to protect uploaded documents. Email sign-in gives access to bookings and quotes associated with that mailbox: if colleagues share an email address, they also share that access. Only supply documents you are entitled to share.

How long we keep records

We decide retention according to whether an enquiry becomes a project, the assessment and accreditation records needed, tax obligations, and the time needed to address complaints or legal claims. Information subject to a dispute or legal obligation may need to be kept longer. Backups are retained on a rolling schedule and expire separately from active records. Ask us about a particular record if you need its retention reviewed.

Portal sessions expire after eight hours or 30 minutes of inactivity. Sign-in codes expire after ten minutes. Application upload error records are removed after 90 days. These technical limits are separate from retention of the project files themselves.

Your choices and rights

You can ask for access to your personal information, correction of errors, and deletion or restriction where applicable. Portability rights may apply to information processed under a contract or consent. We may need to verify your identity and explain any records we must retain.

You can object to processing based on our legitimate interests. Tell us which processing concerns you so we can consider your circumstances. Where processing relies on consent, you can withdraw it without affecting earlier lawful processing.

Cookies and updates

Our cookie policy explains the cookies used for security, forms and sign-in. We update this policy when our services or processing change. We do not use the calculator to make decisions about you with legal or similarly significant effects.

Last updated: 1 November 2026.