This Privacy Policy explains how INSTALL HQ ("we", "us" or "our") collects, uses and protects personal information when you visit installhq.co.uk, request a quote, or use our property maintenance, installation, repair and property management services.
1. Information We Collect
1.1 Information you give us. When you contact us, complete our quote form or book work, we may collect:
- Your name, telephone number, email address and postcode.
- The address of the property where work is required.
- Details of the work, including photographs or videos you send us.
- Whether you are a homeowner, landlord, letting agent or business.
- Payment and invoicing details (we do not store full card numbers).
1.2 Information about tenants and occupiers. Where a landlord, letting agent or property manager instructs us, we may receive a tenant's or occupier's name and contact details so we can arrange access and carry out the work.
1.3 Information we create. Quotations, job records, invoices, correspondence and photographs of the work area taken before, during and after a job.
1.4 Website information. Our website does not use advertising or tracking cookies. Our web host and font provider may process technical information such as your IP address and browser type to deliver the website securely.
2. How We Use Your Information
2.1 We use personal information to:
- Respond to enquiries and provide quotations.
- Arrange surveys, appointments and property access.
- Carry out and manage the agreed work.
- Send invoices and receive payment.
- Provide photo reports and job records to customers, landlords and agents.
- Handle complaints, warranty claims, insurance matters and disputes.
- Meet our legal, tax and regulatory obligations.
2.2 We will not sell your personal information, and we will not send you marketing messages unless you have agreed to receive them. You can opt out at any time.
3. Our Lawful Bases
3.1 Under UK data protection law we rely on the following lawful bases:
- Contract: to provide quotations and carry out work you have requested.
- Legitimate interests: to run our business, keep job records, protect our legal position, and contact tenants or occupiers on behalf of an instructing landlord or agent.
- Legal obligation: to keep financial records and comply with health and safety and other legal requirements.
- Consent: for optional marketing, and for using identifiable photographs of your property publicly. You can withdraw consent at any time.
4. Who We Share Information With
4.1 We only share personal information where reasonably necessary, including with:
- Partner trades, such as Gas Safe registered engineers and qualified electricians, who carry out part of the work.
- Landlords, letting agents or property managers who instructed the work.
- Suppliers and merchants, limited to delivery details where needed.
- Service providers that support our business, such as website hosting, form handling, email, accounting and payment providers.
- Our insurers, professional advisers, and where required by law, regulators, courts or the police.
4.2 Where our service providers process data outside the UK, we rely on appropriate safeguards recognised under UK data protection law.
5. How Long We Keep Information
5.1 We keep personal information only as long as necessary:
- Enquiries that do not lead to work: up to 12 months.
- Job records, quotations, photographs and correspondence: up to 6 years after the work is completed, to deal with any warranty, insurance or legal claims.
- Financial records: as required by HMRC, normally 6 years from the end of the relevant tax year.
6. Keeping Information Secure
6.1 We take reasonable technical and organisational measures to protect personal information, including secure devices, password-protected accounts and limiting access to those who need it. Keys and access codes are stored securely and returned or destroyed when no longer needed.
7. Your Rights
7.1 Under UK data protection law you have the right to:
- Access the personal information we hold about you.
- Ask us to correct inaccurate information.
- Ask us to delete your information, where we have no legal reason to keep it.
- Object to or ask us to restrict certain processing.
- Withdraw consent where we rely on it.
- Ask for your information in a portable format, where applicable.
7.2 To make a request, email installhq@outlook.com. We will respond within one month.
8. Complaints
8.1 If you are unhappy with how we have handled your information, please contact us first so we can try to put it right.
8.2 You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
9. Changes to This Policy
9.1 We may update this Privacy Policy from time to time. The latest version will always be published on our website with its effective date.