Privacy Policy

Privacy Notice – General Data Protection Regulation (GDPR)

Please read the following information carefully. This privacy notice document contains information about the information collected, stored and otherwise processed about you and the reasons for the processing. It also tells you who I share this information with, the security mechanisms I have put in place to protect your data and how to contact me if you need further information.

What does Definity Maintenance do with your information?

Information collected

When carrying out the provision of services, we collect personal information including name, address, location and contact information.

How we use your personal information: Purposes

We may use your personal information for the following purposes:

i. to provide services to clients, including the provision of property maintenance services and to order materials
ii. to keep accounting records and carry out office administration
iii. to respond to potential complaints or make complaints
iv. when procuring goods and services
v. as required or permitted by law

Whether information has to be provided by you, and why

If we have been instructed by you or on your behalf, to provide maintenance services, your personal information has to be provided, to enable us to provide you with advice or carry out property maintenance or refurbishment services, and to enable me to comply with my professional obligations, and to keep accounting records.

The legal basis for processing your personal information

We rely on the following as to the lawful bases of which we collect and use your personal information:

• If you have consented to the processing of your personal information, then we may process your information for the purposes set out above to the extent to which you have consented to me doing so.
• If you are a client, processing is necessary for the performance of services or in order to take steps at your request.

How long will we store your personal data?

We will normally store all your information:

• Until at least one year after the expiry of any relevant limitation period (which will usually be six years, but may be 12 years, or longer where the case includes information relating to a minor), from the date of the last item or work carried out, the date of the last payment received or the date on which all outstanding payments are written off, whichever is the latest/whatever other end point is chosen. This is because it may be needed for potential legal proceedings. At this point any further retention will be reviewed and the data will be marked for deletion or marked for retention for a further period. The latter retention period is likely to occur only where the information is needed for legal proceedings, regulatory matters or active complaints. Deletion will be carried out (without further notice to you), as soon as reasonably practicable after the data is marked for deletion.
• I will store some of your information, which I need to carry out conflict checks for the rest of my career. However, this is likely to be limited to your name and contact details.
• Names and contact details held for marketing purposes will be stored indefinitely or until we become aware or are informed that the individual has ceased to be a potential client.

Consent

We are relying on your  consent to process your information. Your consent is implied when you engage with our services. You have the right to withdraw this consent at any time, but this will not affect the lawfulness of any processing activity we have carried out prior to you withdrawing your consent. However, where we also rely on other bases for processing your information, you may not be able to prevent processing of your data. For example, if you have asked us to work for you and we have spent time or money on undertaking physical work or acquiring materials, you may owe money, which Definity Property Maintenance will be entitled to claim.

If there is an issue with the processing of your information, please contact us using the contact details below.

Your Rights

Under the GDPR, you have a number of rights that you can exercise in certain circumstances. These are free of charge. In summary, you may have the right to:

• Ask for access to your personal information and other supplementary information;
• Ask for correction of mistakes in your data or to complete missing information I hold on you;
• Ask for your personal information to be erased, in certain circumstances;
• Receive a copy of the personal information you have provided to me or have this information sent to a third party. This will be provided to you or the third party in a structured, commonly used and machine-readable format, e.g. a Word file;
• Object at any time to the processing of your personal information for direct marketing;
• Object in certain other situations to the continued processing information for direct marketing;
• Object in certain other situations to the continued processing of your personal information;
• Restrict my processing of your personal information in certain circumstances;
• Request not to be the subject to automated decision-making, which produces legal effects that concerns you or affects you in a significant way.

Future Processing

I do not intend to process your personal information except for the reasons stated within this privacy notice. If this changes, this privacy notice will be amended and placed on the website.

Changes to this privacy notice

This privacy notice was published on 18 April 2021. The privacy policy is reviewed annually and may change from time to time. When it changes, it will be updated on the website.

Contact Details

If you have any questions about this privacy notice or the information we hold about you, please contact us:

Email: office@definitymaintenance.co.uk
Telephone:  0203 442 1286
Mobile: 07862 245 728

Andrew Argyle, Data Protection Officer for Definity Maintenance