Privacy notice

Who we are

5AE is a digital project-delivery platform developed by 5A Management Ltd.

5A Management Ltd is registered in England and Wales under company number 15690607.

Registered office:
Fast Track House, Pearson Way, Thornaby, Stockton-on-Tees, TS17 6PT

5A Management Ltd is registered with the Information Commissioner's Office (ICO). ICO registration reference: ZC263526.

For privacy questions about the 5AE platform, contact: info@5ae.co.uk

How responsibility for information works in 5AE

5AE is used by organisations to manage information relating to construction and engineering projects.

For project information placed in 5AE, the organisation responsible for the relevant project will generally determine why that information is held and how it is used.

5A Management Ltd provides and operates the 5AE platform and may process that information on behalf of those organisations.

This means that if your question relates to the content of a particular project record, document, transmittal or other project information, you may need to contact the organisation responsible for that project.

5A Management Ltd also processes certain information for its own purposes where this is necessary to operate, administer, support and secure the 5AE service. Depending on the particular activity and contractual arrangements, the data-protection role of 5A Management Ltd may therefore differ.

Information we may process

Depending on how you use 5AE, the platform may process information including:

• your name and business contact details;
• your email address;
• your user account and account status;
• authentication and security information;
• the organisation and projects you are associated with;
• project records and documents;
• RFIs, comments and other project communications;
• records of documents issued to you or by you;
• recipient and transmittal information;
• records showing whether information has been accessed or acknowledged;
• service, access and security logs;
• technical information needed to operate and protect the platform; and
• information you provide when contacting us for support.

5AE is a business platform. It is not intended for the collection of personal information that is unrelated to the relevant project or business activity.

Why information is processed

Information may be processed in order to:

• provide and operate the 5AE service;
• provide access to authorised users;
• maintain controlled project and document records;
• issue and make project information available to authorised recipients;
• maintain records of issue, access and acknowledgement;
• support project workflows;
• administer user accounts and permissions;
• provide technical and user support;
• protect the security and integrity of the platform;
• investigate faults, misuse or security incidents;
• maintain appropriate audit records; and
• comply with applicable legal or regulatory obligations.

Where 5A Management Ltd decides how and why information is used, we rely on the following lawful bases under UK data protection law:

• contract, where processing is necessary to provide the 5AE service under our agreement with the organisation using it, or with you;
• legitimate interests, where processing is necessary to operate, administer, support and secure the 5AE service, and those interests are not overridden by your rights; and
• legal obligation, where we must process information to comply with the law.

Information processed on behalf of project organisations

Some information in 5AE is processed by 5A Management Ltd on behalf of the organisation using the platform for a particular project.

That organisation may be your employer, client, consultant, contractor or another project participant.

Those organisations are responsible for determining the purposes for which their project information is used.

Their own privacy notices and contractual arrangements may therefore also apply.

If you want to exercise a privacy right specifically in relation to information contained within a particular project, we may need to refer your request to the organisation responsible for that information.

Who information may be shared with

Information within 5AE may be made available to authorised project participants according to the access permissions configured for the relevant project.

5A Management Ltd may also use service providers where necessary to operate and support the platform.

Our service provider is Microsoft, whose services we use for hosting, infrastructure and business communications.

We do not make project information publicly available simply because it is held in 5AE.

Some project information may be made available to specifically authorised recipients through secure links created by platform users.

International transfers

5AE is hosted using Microsoft services. Microsoft may store or process information in locations outside the United Kingdom, as part of how its services operate.

Where personal information is transferred outside the United Kingdom, we rely on the safeguards that Microsoft provides under its data protection terms, such as UK adequacy regulations or approved contractual safeguards for international transfers.

How long information is kept

We retain information only for as long as it is required for the purposes for which it is being processed, including contractual, operational, security and legal requirements.

Project information may be retained according to the requirements and instructions of the organisation responsible for the relevant project.

Security

5A Management Ltd uses technical and organisational measures intended to protect information processed through 5AE.

Access to the signed-in platform is restricted to authorised users.

Documents issued to external recipients may be made available through unique links. Those links may be time-limited, withdrawn or protected with additional access controls.

No internet-based service can guarantee absolute security.

If you believe information in 5AE has been accessed or disclosed improperly, contact: info@5ae.co.uk

Cookies and browser storage

The public information pages on 5ae.co.uk do not use advertising or behavioural-tracking cookies.

The signed-in 5AE application uses only the cookies, browser storage or similar technologies required to provide, authenticate and secure the service.

We do not use the public 5AE website for behavioural advertising.

Your rights

Depending on the circumstances and applicable data-protection law, you may have rights relating to your personal information, including the right to:

• request access to personal information about you;
• ask for inaccurate information to be corrected;
• ask for information to be deleted in certain circumstances;
• ask for processing to be restricted in certain circumstances;
• object to certain processing;
• request transfer of information where the law provides for this; and
• withdraw consent where processing is based on consent.

These rights are subject to legal conditions and exceptions.

Where the information forms part of a project controlled by another organisation, that organisation may be responsible for responding to your request.

You can contact us at: info@5ae.co.uk

Complaints

If you have concerns about how 5A Management Ltd handles your personal information, please contact us first at: info@5ae.co.uk

You also have the right to make a complaint to the Information Commissioner's Office (ICO): https://ico.org.uk/

Changes to this notice

We may update this Privacy Notice when the 5AE service, our data-processing activities or applicable legal requirements change.

The date at the top of this page shows when the notice was last updated.