Privacy Notice
Last updated: 2 July 2026
This Privacy Notice explains how TheBIMLine Ltd collects, uses, stores and protects personal data.
1. Who We Are
TheBIMLine Ltd provides project information management and coordination tools for development, construction, and property-related projects.
We are the data controller for the personal data processed through our systems.
Company name: TheBIMLine Ltd
Registered office:
Chiltern House
45 Station Rd
Henley-on-Thames
RG9 1AT
United Kingdom
Contact email: support@thebimline.com
2. What Personal Data We Collect
We only collect the minimum data necessary to operate our services.
a) For registered users and project team members
- First name
- Surname
- Email address
- Company name
- Job role / title (optional)
- Phone number (optional, where needed for account or support communication)
b) For project records
As part of normal project documentation, users may record references to third parties such as suppliers, consultants, or retailers. This may include:
- Name
- Work email address
- Job role
- Company name
This information is stored as part of the professional project audit trail.
c) Billing information (lead organisation only)
We invoice the lead organisation using a third-party billing provider (for example, GoCardless). We do not collect or store bank account details.
Billing providers may process:
- Billing contact name
- Email address
- Company details
- Invoice data
3. How We Collect Your Data
We collect data:
- When a lead user adds you as an authorised project member
- When you accept an invitation to join the system
- When you use the platform
- When you contact us for support or enquiries
- When you submit a demo request or download a guide
4. Why We Use Your Data (Legal Basis)
We process personal data under the following lawful bases:
a) Contractual necessity
We use your data to:
- Create and manage user accounts
- Provide access to the platform
- Enable collaboration
- Communicate with you
- Provide support
- Deliver contracted services
- Administer billing
b) Legitimate interest
We use your data to:
- Display project team directories
- Enable coordination between authorised users
- Maintain professional project records
- Preserve an audit trail
- Resolve disputes
- Maintain long-term project archives where appropriate
These are standard practices in professional project environments.
5. Who Can See Your Information
If you are an authorised project user, other authorised users on the same project may be able to see:
- Your name
- Your role
- Your company
This mirrors standard project team directories commonly used in the construction and development industry.
Access is:
- Project-specific
- Role-based
- Controlled by the lead user or project owner
6. Passwords and Security
Passwords and authentication credentials are managed by our platform provider.
TheBIMLine Ltd does not have access to your password.
7. Where Your Data Is Stored
We use reputable cloud-based platforms, including:
- Airtable (hosting the InScope platform, project data and user records)
- Billing providers (processing invoices and subscription payments)
- Email systems (communication and support)
These providers use industry-standard security measures, including encrypted connections and secure data storage. TheBIMLine does not operate its own data centres or independently host customer data.
8. How Long We Keep Your Data
Active projects
Your data is retained for the duration of the active project.
Archived projects
When a project closes:
- Data may be exported for the lead client as part of project close-out and handover
- Data is transferred to a read-only archive
- No active processing occurs
- Records are preserved for professional, legal, and audit purposes
Once data has been exported to the lead client, they become responsible for their own handling and storage of that copy.
There is no fixed deletion period. Data is retained only as long as it is reasonably necessary for these purposes.
9. Sharing Your Data
We do not sell or trade personal data.
We may share data only with:
- Platform providers (e.g. Airtable and billing providers)
- Legal or regulatory authorities where required by law
10. Your Rights
You have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion (subject to legal and contractual obligations)
- Restrict processing in certain circumstances
- Object to certain uses
Requests can be made by emailing: support@thebimline.com
We respond within 30 days.
11. Cookies
Our website currently uses only cookies and similar technologies that are necessary for the operation of the site.
We do not currently use analytics or marketing cookies.
12. Data Breaches
If a data breach occurs, we will:
- Investigate immediately
- Contain the issue
- Notify the ICO if legally required
- Inform affected users where required
13. Changes to This Notice
This notice may be updated when:
- Our systems change
- Our practices change
- Legal requirements change
The current version will always be published on our website.
14. Complaints
If you are unhappy with how we handle your data, you have the right to complain to the UK Information Commissioner’s Office (ICO):