Privacy Notice

This document outlines how OWL Building Control Solutions Ltd, collects, stores and uses the data we get from you and/or your agent.

What information is being collected?

The personal data we collect is your name and email address. We collect this along with your address, telephone number(s), and the details of the project
we are contractually engaged in providing building control (Building Regulations Approval) for.

Who is collecting it?

OWL Building Control Solutions Ltd.

How is it collected?

Information that you provide by filling in forms on our website This includes information provided at the time of filling in our ‘Contact Us’ form, requesting ‘A Quotation’ from us or submitting a new ‘Project Information Form’.

We also record the data provided to us in the Project Information Form (our contract of engagement) which you or your agent has submitted to us by email, post or by hand.

Why is it being collected?

It is being collected to allow us to provide the services we are contractually engaged by you to perform – namely building control.

How will it be used?

Your name, address and the details of the project being undertaken are used to inform the regulatory authorities of the fact that OWL Building Control are engaged by you to carry out the building control function for your project.

Your email address will be used as follows:

• To send you non-marketing commercial communications related to your project

• To send invoices and payment reminders to you

• Send you email notifications that you have specifically requested

• To deal with enquiries and complaints made by or about you relating to our website or our service.

Your telephone number(s) will be used as follows:

• To seek clarification of details regarding your project, to arrange site inspection visits or to gain updates on the status of the works being undertaken

Who will it be shared with?

The Local Authority for your area, and if applicable, the Water Authority and the Fire Authority.

We will also share details of your project with consultants we may need to seek expert advice from with respect to your project or with contractors engaged by us to provide site inspection services.

What will be the effect of this on the individuals concerned?

None other than to allow us to communicate with you and to complete the lawful discharge of our service.

Is the intended use likely to cause individuals to object or complain?


What if the information held is incorrect?

We are happy to provide you with a copy of the data we hold on you and to change it as soon as practically possible after you advise us of any discrepancies.

How is the data stored?

On the internal OWL Building Control Solutions Ltd network servers which are hosted in our office.

How is the data accessed?

Only staff authorised to access the network servers and our database system can access the data. Access to both is password protected.

Is the data safe?

Yes. Data is fully backed up and is encrypted as it travels to the back up servers and whilst it is stored. No data is sent outside of the UK.

How long is the data stored?

Our licence to perform the building control function is given by the Construction Industry Council and they require us by law to maintain records of each and every project we oversee for 15 years.

Is the data used for marketing purposes?

No. If at some point in the future, we intend to send you marketing information we will expressly seek your consent.


Anti-Bribery Policy

1 Introduction

1.1 Bribery and corruption remain a major issue in world trade, despite the many dedicated efforts to prevent them. Our legal obligations are primarily governed by the Bribery Act 2010. That Act affects us, as a UK company, if bribery occurs anywhere in our business

1.2 Corruption and bribery are very damaging to the societies in which they occur. They divert money and other resources from those who need them most and hinder economic and social development. They damage business, not least by increasing the cost of goods and services.

1.3 The Company runs its business] with integrity and in an honest and ethical manner. All of us must work together to ensure that our [business remains] untainted by bribery or corruption. This policy is a crucial element of that effort. This policy has the full support of the Company’s board. However, the policy needs the full support of you, the Company’s staff, to make it work.

1.4 This policy sets out the steps all of us must take to prevent bribery and corruption in the business] in order to comply with relevant legislation and the Company’s requirements. It does not form part of any employee’s contract of employment and the Company may amend it at any time.

2 What are bribery and corruption?

2.1 A ‘bribe’ is a financial or other advantage offered, promised, requested or given to induce a person to perform a relevant function or activity improperly, or to reward them for doing so. In this context, a ‘financial or other advantage’ is likely to include cash or cash equivalent, gifts, hospitality and entertainment, services, loans, preferential treatment in a tendering process, discounts etc. The timing of the bribe is irrelevant and payments made after the relevant event will still be caught, as will bribes that are given or received unknowingly. It is not necessary for the individual or organisation actually to receive any benefit as a result of the bribe.

2.2 ‘Bribery’ includes offering, promising, giving, accepting or seeking a bribe.

2.3 ‘Corruption’ is the misuse of office or power for private gain.

2.4 All forms of bribery and corruption are strictly prohibited. If any member of staff is unsure about whether a particular act constitutes bribery, they should raise it with the Managing Director.

2.5 Staff must not:

2.5.1 give or offer any payment, gift, hospitality or other benefit in the expectation that a business advantage will be received, or to reward any business received;

2.5.2 accept any offer from a third party that you know or suspect is made with the expectation that we will provide a business advantage for them or anyone else; and

2.5.3 give or offer any payment (sometimes known as a ‘facilitation payment’) to a government official in any country to facilitate or speed up a routine or necessary procedure.

2.6 No person must threaten or retaliate against another person who has refused to offer or accept a bribe or who has raised concerns about possible bribery or corruption.

3 Who might be involved in bribery and in what circumstances?

3.1 Bribery and corruption might be committed by:

3.1.1 the Company’s employees or directors;

3.1.2 anyone they authorise to do things on their behalf;

3.1.3 the Company’s representatives and other third parties who act on its behalf;

3.1.4 the Company’s suppliers; and

3.1.5 even the Company’s customers (for example, a customer might try to induce one of the Company’s employees to give that customer more favourable terms).

3.2 Bribery can occur in both the public and private sectors. The person receiving the bribe is usually in a position to influence the award or the progress of business, often a government or other public official.

4 The legal position on bribery

4.1 Bribery and corruption are criminal offences wherever the Company does business. UK-incorporated companies, including the Company, are subject to the Bribery Act 2010. Under the Act, it is illegal:

4.1.1 to pay or offer to pay a bribe;

4.1.2 to receive or agree to receive a bribe;

4.1.3 for a commercial organisation, to fail to have adequate procedures in place to prevent bribery.

5 The Company’s position on bribery

5.1 Involvement in bribery and corruption exposes the Company to a criminal offence. It will also damage our reputation and the confidence of our clients, customers, suppliers and business partners.

5.2 The Company’s position is simple: the Company conducts its business to the highest legal and ethical standards. The Company will not be party to corruption or bribery in any form. Such acts would damage the Company’s reputation and expose the Company, and its employees and representatives, to the risk of fines and imprisonment.

5.3 The Company takes a zero-tolerance approach to bribery and corruption by its people and its third-party representatives.

5.4 Bribery may be more widespread in some business sectors, than others. In some cases, you may be told that unless the Company pay bribes it will not win business or be able to complete contracts. That does not matter.

5.5 This ethical stance is good for our business and is non-negotiable.

6 What are indicators of bribery and corruption?

6.1 Common indicators of bribery and corruption include those listed below but there may well be others. Examples include:

6.1.1 Payments are for abnormal amounts or purposes (eg ‘commission’), or made in an unusual way (eg what would normally be a single payment is made in stages, through a bank account never previously used, and/or in a currency or via a country which has no connection with the transaction);

6.1.2 Process is bypassed for approval or sign-off of terms or submission of tender documents, payments, or other commercial matters; those whose job it is to monitor commercial processes may be prevented from or hindered in doing so;

6.1.3 Individuals are secretive about certain matters or relationships and/or insist on dealing with particular customers or contacts personally; they may make trips at short notice without explanation, or have a more lavish lifestyle than expected;

6.1.4 Decisions are taken for which there is no clear rationale; and/or

6.1.5 Records are incomplete or missing.

7 Your responsibility

7.1 Everyone in the Company is responsible:

7.1.1 for reading and being aware of the contents of this policy and complying with it;

7.1.2 for keeping full and accurate records of all cases where bribery is suspected; and

7.1.3 for reporting cases where the individual knows, or has a reasonable suspicion, that bribery has occurred or is likely to occur in the business.

7.2 We will not penalise anyone who loses business as a result of not engaging in bribery or corruption.

8 Corporate hospitality

8.1 Corporate hospitality that is proportionate and offered as part of building business relationships that is open and transparent and approved by the Managing Director is permitted by this policy.

9 What to do if you think something is wrong

9.1 Each of us has a responsibility to speak out if we discover anything corrupt or otherwise improper occurring in relation to the business. The Company cannot maintain its integrity unless we do that. If you are offered a bribe, or are asked to make one, or if you discover or suspect that any bribery or corruption has occurred or may occur, you must tell your Manager Director.

9.2 You must make your report as soon as reasonably practicable. You may be required to explain any delays.

10 Compliance with this policy

10.1 The Company takes compliance with this policy very seriously. Failure to comply puts both individuals and the Company at risk.

10.2 Individuals may commit a criminal offence if they fail to comply with this policy. The criminal law relating to bribery and corruption carries severe penalties.

10.3 Because of the importance of this policy, failure to comply with any requirement of it may lead to disciplinary action under our procedures, and this action may result in dismissal for gross misconduct. Any non-employee who breaches this policy is liable to have their contract terminated with immediate effect.


Quality Policy

OWL Building Control Solutions Limited is committed to operate every aspect of its business to standards which offer the highest possible quality of service to all clients. This is supported by a style of continuous improvement which encourages the Quality culture throughout the company.

To reinforce this commitment, a Quality Management System that meets the requirements of ISO 9001:2015, operates in all areas of the company.

The Managing Director is committed to continuous improvement of the system by establishing and reviewing quality objectives throughout the company, to ensure that we consistently satisfy the needs and expectations of our customers.

To provide support for on-going improvement and ensure the effectiveness of the system. It is monitored on an annual basis.

All staff are made aware of the Management team’s commitment to this policy and quality in general through induction and ongoing training and are encouraged to demonstrate their support through continuous and active participation.

Approved By
Name: Brian Gerhardt
Position: Managing Director
Date: September 23rd 2022


Ethical Policy

We have documented quality standards for levels of service given to customers. We monitor these standards and always seek to improve. Similarly, we have high expectations of all our managers and employees about the way in which they conduct their business transactions.

We do not support the offering or acceptance of personal gifts. Any gifts, favour or hospitality offered to a member of staff must be declared to the Managing Director.


Slavery and Human Trafficking Statement


Owl Building Control Solutions Ltd works in the building regulations sector, supporting clients and working collaboratively with Architects, builders and developers. Owl Building Control Solutions Ltd is committed to supporting everyone in the network for the benefit of people in all parts of society. In so doing, Owl Building Control Solutions Ltd is committed to supporting the UK Government’s Action Plan to implement the UN Guiding Principles on Business and Human Rights.

This Statement is designed to satisfy the requirements of Part 6 of the Modern Slavery Act 2015, by informing our employees, suppliers, other third-party partners and customers about Owl Building Control Solutions Ltd and its Statement with respect to modern slavery, human trafficking, forced and bonded labour and labour rights violations in its supply chains.

Although, as a business, Owl Building Control Solutions Ltd turns over far less than the threshold for businesses required to publish a statement under the Act, Owl Building Control Solutions Board considers that our customer‘s spend through its supply agreements warrants a statement on the risks inherent in our supply chains and the steps we are taking to address them, in line with Owl Building Control Solutions practices in sustainable and responsible procurement.

Owl Building Control Solutions Ltd is committed to ensure that:

  1. Employment is freely chosen
  2. Freedom of association and the right to collective bargaining are respected
  3. Working conditions are safe and hygienic
  4. Child labour shall not be used
  5. Living wages are paid
  6. Working hours are not excessive
  7. No discrimination is practised
  8. Regular employment is provided
  9. No harsh or inhumane treatment is allowed

Our plans for the future

As part of this reporting exercise in this and the coming years, Owl Building Control Solutions Ltd expresses its commitment to the abolition of modern slavery, human trafficking, forced and bonded labour and labour rights violations.

This Statement has been approved and published by the Owl Building Control Solutions Ltd Board and will be reviewed at least once annually.


Public Interest Disclosure Policy (Whistle Blowing Policy)

We encourage an open culture in all our dealings. Effective and honest communication is essential if malpractice is to be effectively dealt with. The procedure below provides guidelines to all our employees, casual/temporary agency staff, freelancers, trainees, home workers and contractors who feel they need to raise certain issues in confidence.

Should you wish to raise legitimate concerns about specified matters, you are protected as an employee from being dismissed by us or being subjected to detrimental treatment or being victimised, provided certain criteria are met. Certain kinds of disclosures qualify for protection, and these are set out below. These are disclosures of information which you reasonably believe are made in the public interest. They tend to show one or more of the following relevant failures is either happening now, took place in the past, or is likely to happen in the future:

  • A criminal offence has been committed including offences such as theft, fraud or acts of bribery.
  • A person has failed, is failing, or is likely to fail to comply with a legal obligation which they are subject to.
  • A miscarriage of justice.
  • A danger to health and safety of any individual.
  • Damage to the environment.
  • Deliberate covering up of information tending to show any of the above five matters.

The procedure is not a substitute for the Disciplinary and Grievance policy and is not a channel for you to raise matters in relation to your terms and conditions of employment. The procedure allows you to have your concerns treated in confidence.

Your protection

If you raise a genuine concern, you will not be at risk of damaging your position as a result. Provided you are acting in the public interest it does not matter whether or not your concern proves to be well founded. You must however make your complaint to the right person and in the right way as detailed in this Policy. We do not extend this assurance to someone who acts from an improper motive and raises a matter they know to be untrue.

Your confidence

We will not tolerate the victimisation of anyone raising a genuine concern and anyone responsible for such conduct will be subject to disciplinary action. You may decide that you want to raise a concern in confidence. Therefore, if you ask for your identity to be protected, it will not be disclosed without your agreement. If a situation arises where it is not possible to deal with the concern without revealing your identity (for instance, because your evidence is needed in court or a disciplinary hearing), there will be a discussion as to whether and how we can proceed. This policy does not cover the situation where information about malpractice is received anonymously. However, discretion will be used in the investigation of such information.

How to raise your concern

Stage 1: Internal line management

If you have a concern about malpractice, we hope you will feel able to raise it first with your line manager or a more senior manager. This should be done in writing. It will help if you state the facts of the matter clearly. You can outline how you would like it to be investigated. If you have a direct or personal interest in the matter, you should also tell us at this stage.

Stage 2: Alternative contacts

If you feel unable to raise the matter with someone in your line management, for whatever reason, please speak to the Managing Director.

If you want to raise the matter in confidence, we will ensure that practical measures are put in place to protect your identity. We will contact you by the most secure means. We will not disclose your identity without your agreement, unless we are required to do so by law.

Once you have reported your concern, we will look into it to assess what action should be taken initially. If your concern falls more appropriately within other policies, we will tell you. A manager will be asked to carry out the investigation.

The disclosure will be treated seriously and promptly investigated. As part of the process the worker will be interviewed and asked to provide a written statement.

Once we have finalised the investigation, any necessary action will be taken.

While the purpose of this policy is to enable us to investigate possible malpractice and take appropriate steps to deal with it, we will give you as much feedback as we properly can. If requested, we will confirm our response to you in writing. Please note, however, that we may not be able to tell you the precise action we take where this would infringe a duty of confidentiality owed by us to someone else.

If you are dissatisfied

If you are unhappy with our response, you may then go to the proper authority. However, we do ask that matters are reported to us in the first instance. While we cannot guarantee that we will respond to all matters in the way that you might wish, the matter will be handled fairly and properly. By using this policy, you will help us to achieve this.


Independence of Approved Inspectors – Regulation 9 of the
(Approved Inspectors etc.) Regulations 2010

The CIC expects that Approved inspectors shall have no professional or financial interest in the work they supervise unless it is minor work.

OWL Building Control Solutions Ltd will remind all employees, sub-contractors and consultants that under regulation 9 of the Building (Approved Inspectors etc.) Regulations 2010, they are prohibited in having any professional or financial interest in the works being carried out unless it is minor work.

Professional consultant’s engagement includes the requirement for them to sign a ‘memorandum of understanding’ which in turn requires them to agree to advise OWL Building Control Solutions of any possible conflict of interest so that action to avoid the conflict can be agreed and recorded.

As per 8.1.1 of OWL BCS Quality Manual.



We do not collect any personal data through the use of ‘Cookies’.

Your Internet browser has the in-built facility for storing small files – “Cookies” – that hold information which allows a website to recognise you as a user. Our website takes advantage of this facility to enhance your experience. We use these cookies for commercial reasons, for tracking and analytical purposes. By using the OWL Building Control Solutions website, you consent to the use of cookies for these purposes.

We use a combination of both session and persistent cookies. Session cookies keep track of your current visit and how you navigate the site, persistent cookies enable our website to recognise you as a repeat visitor when you return. The session cookies will be deleted from your computer when you close your browser. Persistent cookies will be removed on a pre-determined expiry date, or when deleted by you.

Most web browsers allow user privacy settings to block either all cookies, or third party cookies. Blocking cookies will, however, have a negative impact upon the usability of many websites, including this one. (Please visit www.aboutcookies.orgfor comprehensive information on how to change your cookie settings in a wide variety of different web browsers.)

Who do you contact if you have any questions?

Please contact Brian Gerhardt by email at or by telephone on 01488 669124.

Information Commissioner’s Office

If you need to contact the Information Commissioners Office you can do so by following this link:

Last updated September 2018