Privacy & Cookies
RecordsForBuildings Privacy Policy
Records For Buildings by UL Solutions understands that your privacy is important to you and that you care about how your personal data is used and shared online.
We value the privacy of everyone who visits our website, RecordsForBuildings.com (the “Site”), and uses our mobile application (the “App”). We will only collect and use personal data in ways that are described here, and in a manner that is consistent with our obligations and your rights under the law. Our use and processing of personal data, including location data (which is essential for us to provide certain testing, recording and verification services), is further described in section 5 below.
We host the Site and App in the United Kingdom. Any information you provide may be transferred to the UK or other countries.
Please read this Privacy Policy carefully and ensure that you understand it. If you do not agree to this Privacy Policy, you must stop using the Site and App immediately
Privacy Policy
1. Definitions
In this Policy the following terms shall have the following meanings:
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“Account” means an account used to access and/or use certain areas and features of our Site or App.
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“Personal data” means data that relates to an identifiable person who can be directly or indirectly identified from that data. This definition shall, where applicable, incorporate the definition of personal data in the United Kingdom General Data Protection Regulation and other applicable data protection laws.
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“We, us and our” means UL VS Limited.
2. Information About Us
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Our Site and App are operated by UL VS Limited, a limited company registered in England under company number 02117901, whose registered address is Unit 1-4 Horizon Wade Road, Kingsland Business Park, Basingstoke, Hampshire, RG24 8AH, UK.
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Our servers are maintained and hosted by Microsoft Azure in the UK.
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Our VAT number is GB 479433802.
3. What Does This Policy Cover?
This Privacy Policy applies only to your use of our App and Site. The Site may contain links to other websites. We have no control over how your data is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing data to them.
4. Your Rights
1. As a data subject, you may have rights under applicable data privacy legislation, such as:
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The right to be informed about our collection and use of personal data;
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The right of access to your personal data;
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The right to rectification if any personal data we hold about you is inaccurate or incomplete;
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The right to be forgotten (i.e., the right to ask us to delete your personal data);
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The right to restrict the processing of your personal data;
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The right to data portability (i.e., to obtain a copy of your personal data to use with another service or organisation);
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The right to object to us using your personal data for particular purposes (when processing is based on consent or legitimate interest as the lawful basis, with some exceptions); and
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Rights with respect to automated decision making and profiling.
2. You may opt out of the processing of location data by adjusting your App and device settings, but if you do so, some functions of the App may not work correctly. We do not use or disclose location data other than to provide services to you.
3. If you wish to exercise the above rights, or have questions or concerns regarding our use of your personal data, please contact us using the details provided in section 11. If you reside within the EU or UK, and feel there are grounds to do so, you have the right to lodge a complaint with the UK Information Commissioner’s Office: https://ico.org.uk/make-a-complaint.
5. What Data Do We Collect and How Do We Use It?
The following chart describes the categories of personal data that we collect, how we use each category and our legal bases for doing so:
Type of Personal Data
Business Contact Information (such as name, company name, job title, email address, mailing address and phone number)
GPS Location Data
Site and App Activity Data (such as browsing and click history and App usage data)
Technical and Device Data (such as IP address, web browser type and version, mobile device type and mobile operating system)
Work History and Qualifications (such as educational background and occupational certifications)
Purposes for Use
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Providing and administering the App, the Site and your Account
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Sending communications regarding services you have ordered from us (even if you have opted out of marketing communications)
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Letting you know about our products and services, events and promotions (if doing so is consistent with your marketing preferences)
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Verifying testing and monitoring tasks (e.g., recording the location of an App user entering a legionella sample or water temperature reading)
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Anticipating your needs and personalizing your user experience
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Improving existing products and services and developing new ones
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Identifying marketing and promotional opportunities relating you and to others
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Providing maintenance and technical support
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Creating logs, reports, reminders and related information and making them available to you and your organization
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Securing the App and the Site and protecting against malicious, fraudulent and illegal activity
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Providing and administering the App, the Site and your Account
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Improving your user experience, and otherwise improving our products and services
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Providing maintenance and technical support
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Securing the App and the Site and protecting against malicious, fraudulent and illegal activity
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Describing users’ occupational backgrounds as relevant to building inspection services
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Supplementing testing and inspection data (e.g., indicating the training and experience of an App user that performed a building inspection)
Lawful Bases for Processing
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Our legitimate interest in providing our services and operating our business
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Our legitimate interest in marketing our products and services
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To perform our contractual obligation to provide services to you
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Your consent
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Our legitimate interest in providing our services and operating our business
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Our legitimate interest in marketing our products and services
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To perform our contractual obligation to provide services to you
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Our legitimate interest in providing our services and operating our business
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To perform our contractual obligation to provide services to you
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Our legitimate interest in providing our services and operating our business
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To perform our contractual obligation to provide services to you
6. How and Where Do We Store Your Data?
1. Your data will be stored in the UK.
2. We use commercially reasonable efforts to employ security measures designed to protect your personal data from loss, destruction or access by unauthorized persons.
3. The following are examples of security measures we take:
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All personal data is encrypted in transit and at rest.
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Physical access to our servers is strictly controlled by our hosting provider, Microsoft Azure.
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Access to the Site and App is controlled via username and strong password.
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Other physical, technological and organizational safeguards as appropriate, taking into account the nature of the processing.
4. We do not keep your personal data for any longer than necessary in light of the reason(s) for which it was first collected. The criteria we use to determine our retention periods include:
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How long we require the data to provide you with our products and services and operate our business;
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Whether we need to retain your data because you have an active Account; and
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Our legal, contractual and compliance obligations.
7. Do We Share Your Data?
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Subject to section 7.2, we will not share any of your data with any third parties for any purposes.
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We may share your personal data in the following limited circumstances:
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We provide such data to our subsidiaries and affiliated companies where it is necessary to realize the purpose for which the data was collected, and in particular, if necessary for the provision of services, account administration, sales, marketing or support. We take steps to ensure that our companies follow our data protection policy, this Privacy Policy and applicable local law when handling personal data. This includes implementing proper data transfer mechanisms, such as standard contractual clauses.
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To third-party contractors and providers that perform certain functions on our behalf, such as sending email, removing repetitive information from customer lists, analysing data, processing credit card payments and providing direct marketing services, software development services and cloud hosting services. These parties only have access to such information as necessary to perform their functions and may not use it for any purpose other than to provide services to us.
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We, like all companies, are required to respond to lawful requests from law enforcement bodies to access our premises and systems for purposes relating to national security. Any such disclosures will be strictly limited to the data relevant to the scope of a request and to data subjects covered by the legal jurisdiction of the requests.
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We may also process personal data directly relevant to investigating and handling a criminal or civil lawsuit or to take action to prevent fraud, abuse or other violations of our terms of use.
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For other lawful purposes that may arise such as due to any merger, acquisition, financing, sale of company assets or interests in the company or transition of service to another provider, or in the event of an insolvency, bankruptcy or receivership.
8. Personal Data Required by Contract; Consequences of Withholding Information
To use all features on our Site and App, you may be required to submit or allow for the collection of personal data. Our terms of use or other agreements with you may also require you to provide personal data. If you do not provide that data, then elements of the Site and App may not work correctly, and we may not be able to provide some services to you.
9. California Residents: Your California Privacy Rights
This Privacy Policy covers our information practices for the last 12 months regarding the categories of personal information we have collected (under the “What Data Do We Collect and How Do We Use It?” section of this Privacy Policy) and disclosed for business purposes to third parties (under the “Do We Share Your Data?” section of this Privacy Policy). For information about your privacy rights and choices and how to exercise them, please review the “Your Rights” section of this Privacy Policy. We do not sell personal information to third parties, share personal information with third parties within the meaning of the California Consumer Privacy Act or disclose personal information to third parties for the third parties’ direct marking purposes.
10. Our Use of Cookies
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As further described in section 5, we collect Site activity data and technical and device data. We may use cookies and web beacons to do so.
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A cookie is a piece of data stored on a user’s computer that is tied to information about the user. When you visit the Site, we send one or more cookies to your computer or other browsing device. We use cookies to improve the quality of our service, including for storing user preferences, improving search results and ad selection and tracking user trends. Most browsers are initially set up to accept cookies, but you can reset your browser to refuse all cookies or to indicate when a cookie is being sent. However, some features and services may not function properly if your cookies are disabled.
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Web pages may contain electronic images (called a “single-pixel GIF” or “web beacon”) that allow a web site to count users who have visited that page or to access certain cookies. We use web beacons to track the effectiveness of an email campaign and to transfer an individual’s unique user identification (often in the form of a cookie) and associate your updated information into our database. Our practice is to include web beacons in HTML-formatted email messages (messages that include graphics) that we send directly or through third parties in order to determine, among many other items, which email messages were opened and to note whether a message was acted upon. In general, any electronic image viewed as part of a web page, including an ad banner, can act as a web beacon.
Please see our Cookie Policy for more detailed information regarding our use of cookies and web beacons.
11. Contacting Us
If you have any questions about our Site, App or this Privacy Policy, please contact us by email at privacy@ul.com. You can submit requests to exercise your rights by completing our online form .
You may also contact our Data Protection Officer:
Data Privacy Director 33 Westland Square
Pearse Street Dublin 2, Ireland
12. Changes to Our Privacy Policy
We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be posted on the Site and you will be required to accept the terms of the revised Privacy Policy to continue using the Site and App. We also recommend that you check this page regularly to stay informed of any changes to our privacy program.