This Privacy Policy explains how Reflex Builders LLC dba Reflex Builders (“we”, “our”, or “us”) collects, uses, discloses, and safeguards your information when you visit our website or use our services. It is intended to help you understand what data we collect, why we collect it, and what choices you have about your personal information.
We are committed to protecting your privacy and ensuring that your personal data is handled in a transparent and secure way. This policy applies to all users of our website and services, regardless of location, and is in compliance with applicable data protection regulations, including the General Data Protection Regulation (GDPR) for users in the European Economic Area (EEA) and the Children’s Online Privacy Protection Act (COPPA) in the United States.
By using our services, you agree to the collection and use of your information in accordance with this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of our services.
What Information Do We Collect?
We collect information in two ways:
Information you provide to us directly, such as when you fill out a contact form or request a consultation, and Information collected automatically through your use of our services, such as cookies and usage statistics. This information helps us deliver, personalize, and improve our services.
Contact Form Data
When you submit an inquiry through our website, we collect your name, email address, phone number, project type, and the content of your message. This information is used solely to respond to your inquiry and provide construction estimates and is not shared with third parties without your consent.
Contact form submissions are securely stored in our internal CRM system and/or database hosted on a compliant cloud platform. This data is used to respond to your inquiry and may be retained for customer service documentation or project follow-up purposes for up to 24 months. We do not use this data for marketing purposes unless you explicitly consent.
Client Data
When you engage our construction services, we collect your contact information and any additional information you choose to provide. This data is used to manage your construction project and facilitate communication throughout the project lifecycle.
Project Data
To provide you with construction services, we collect necessary project and contact information, including your full name, email, phone number, physical address, property details, and nature of your construction project. We do not store credit card information; all transactions are securely processed via approved payment processors. We retain only the transaction ID for our records.
Service Data
When you use our services, we collect information you provide such as project specifications, property details, or preferences related to your construction project. This allows us to provide, support, and improve our construction services.
Property Access Data
If you engage our construction or property management services, we may collect information about property access, maintenance schedules, and service requests. This includes project timelines, maintenance records, and communication logs related to your property.
Automatically Generated Data
Our systems may automatically collect aggregated statistical information such as website visits and preferences. This helps us understand how our website is used, but it does not identify individual users.
What Do We Use Your Information For?
The information we collect is used for the following purposes:
- Responding to your construction inquiries
- Providing construction estimates and consultations
- Managing your construction projects
- Issuing invoices and processing payments
- Scheduling project timelines and appointments
- Handling ongoing property management services
- Generating insights to improve our construction services
Legal Basis
We process your personal data under the following legal bases as permitted by applicable law:
- Contractual Necessity: To fulfill a construction contract or take pre-contractual steps at your request (e.g., estimates, project planning, payments).
- Consent: When you explicitly opt in to communications or accept non-essential cookies.
- Legal Obligation: To comply with tax, accounting, building code, or regulatory requirements (e.g., permit records, invoice retention).
- Legitimate Interest: For business operations, service improvement, security, or fraud prevention, provided your rights do not override these interests.
Children’s Online Privacy Protection Act Compliance
We do not knowingly collect personal information from children under 13. Our services are directed toward property owners and adults aged 18 or older. If we become aware that we have collected data from a child under 13, we will take steps to delete that information promptly.
How Do We Protect Your Information?
We implement a variety of technical and administrative security measures to protect your personal information from unauthorized access or disclosure.
Confidentiality
Access to your data is restricted to authorized personnel only. All staff and subcontractors are required to sign confidentiality agreements. No banking or payment information is stored on our servers.
Transparency
We will keep you informed of any significant changes to how your data is handled. You may also request information on how and where your data is stored and processed.
Monitoring
We monitor system performance and access patterns using internal and third-party tools to ensure availability and security of our services.
Personal Data Breach Notification
If a data breach affecting your personal information occurs, we will notify you and any applicable regulators within 72 hours with detailed information and steps we are taking in response.
How We Use Cookies
We use cookies to support essential functions of our site and services. Non-essential cookies, such as those for advertising and analytics, are only used with your consent.
- Strictly necessary cookies: Essential for contact forms and website functionality.
- Targeting cookies: Track user behavior across sites for advertising purposes.
- Performance cookies: Help us understand how users interact with the website.
You can manage or withdraw your consent for cookies at any time through our cookie consent banner or settings. This includes options to accept, reject, or customize cookie preferences. For more information, please refer to our full Cookie Policy.
Do We Disclose Any Information to Outside Parties?
We do not sell your information. We may share it with trusted service providers under strict confidentiality agreements when necessary for business operations or legal compliance.
Subprocessors and Third-Party Providers
We use third-party service providers (subprocessors) to perform certain operations on our behalf. These may include:
- Cloud infrastructure (e.g., AWS, Google Cloud)
- CRM and email platforms (e.g., HubSpot, Mailchimp)
- Payment processors (e.g., Stripe, PayPal)
- Analytics platforms (e.g., Google Analytics)
- Construction management software
All subprocessors are contractually required to handle your data securely and in compliance with applicable privacy regulations.
Legally Required Disclosure
We only disclose data to government authorities when legally obligated to do so. Where permitted, we will inform you of any such requests.
Third-party Services
Our site may include links to third-party services. We are not responsible for their privacy practices and recommend reviewing their policies before interacting with them.
International Data Transfers
Some of your personal data may be transferred to and processed in countries outside of your jurisdiction, including the United States. When we do so, we ensure that adequate safeguards are in place, such as the use of Standard Contractual Clauses or data processing agreements with our service providers.
Data Access
You may contact us to access and export your personal data at any time. You may also contact us to confirm whether we are processing your data.
Request for Rectification, Restriction, or Erasure of Personal Data
- Rectification: You can correct inaccurate data by contacting us.
- Restriction: You may request that we limit how we use your data when certain conditions apply.
- Erasure: You can request deletion of your data by contacting us directly.
Data Retention
Retention Policy: Certain data, like transaction records, may be kept for up to seven years for legal compliance.
Legal requirements: We may retain specific data longer if required by law or regulation.
- Contact form data: 24 months
- Client project data: 7 years (for warranty and legal compliance)
- Transaction/invoice data: 7 years (for tax and compliance)
- Analytics and usage data: 26 months (Google Analytics default)
Your Consent
By using our website and services, you consent to this Privacy Policy and the collection and processing of your information as described herein.
Changes to Our Privacy Policy
We may update this Privacy Policy from time to time. If material changes are made, we will notify users and update the date of last modification on this page.
Complaints
You have the right to lodge a complaint with your local data protection authority. For users in the EEA, this may be your Data Protection Authority (DPA). If you are located in the UK, contact the Information Commissioner’s Office (ICO). For any concerns or questions, please contact us.
