Privacy Policy

1.Who we are

Calderstead Facilities Management Ltd is a facilities management and property maintenance company registered in England and Wales under company number 17439807. Our registered office is 192 Stoney Lane, Birmingham, B12 8AN. For the purposes of UK data protection law we are the controller of the personal information described in this notice.

If you have any question about this notice or how we handle your information, email contact@calderstead.co.uk or write to us at the address above.

2.What this notice covers

This notice applies to personal information we collect through this website and when you contact us about our services by phone or email. It does not cover information we hold about customers under a signed contract, which is governed by that contract.

This website is aimed at businesses, landlords and property managers. It is not directed at children and we do not knowingly collect information from anyone under 18.

3.The information we collect

What	When	Why we need it
Name and phone number	When you send an enquiry through the site	So we can call you back about your enquiry
Email address	If you choose to give it on the enquiry form	So we can reply in writing and send a quotation
Your message	When you send an enquiry	So we understand the property and what needs covering
IP address and submission time	Recorded automatically with every enquiry	To protect the form from abuse and to keep a record of when you contacted us
Correspondence	When you phone or email us	To deal with your enquiry and keep a record of what was agreed

Our hosting provider also keeps standard web server logs, which include the IP address and pages requested for every visit. These are used only to keep the site running and secure.

4.How we use it and our lawful basis

UK data protection law requires us to have a lawful basis for each use of your information. These are set out below.

Purpose	Lawful basis
Responding to your enquiry and preparing a quotation	Taking steps at your request before entering into a contract, and our legitimate interest in responding to people who contact us about our services
Keeping a record of the enquiry and any correspondence	Our legitimate interest in maintaining accurate business records and being able to deal with any follow-up
Protecting the enquiry form from spam and abuse	Our legitimate interest in keeping the site secure and available
Meeting legal and accounting obligations if you become a customer	Legal obligation

We do not use your information for marketing, profiling or automated decision-making, and we do not sell or rent it to anyone.

5.Who we share it with

• Our hosting provider, Hostinger, which hosts this website and our email and stores the information on our behalf under a data processing agreement.
• Our professional advisers and insurers, only where necessary to deal with a claim, dispute or legal matter.
• Public authorities, where we are required to by law or a court order.

We do not share your information with anyone else.

6.Where your information is stored

We ask our providers to store information within the United Kingdom or the European Economic Area. Where a provider transfers information outside the UK, we require it to be protected by safeguards recognised under UK data protection law, such as the UK International Data Transfer Agreement or an adequacy decision.

7.How long we keep it

Information	How long
Enquiries that do not lead to work	Until the enquiry is closed, after which it is deleted from our systems
Enquiries that lead to a contract	For the length of our relationship and then for as long as we are required to keep business records by law
Web server logs	Kept by our hosting provider on a rolling basis and then overwritten

8.How we keep it secure

The site is served over an encrypted connection. Enquiries are stored in a location that is not accessible from the public internet and can only be read by the people who need to deal with them. The enquiry form is protected against automated abuse. No system is completely secure, and if we ever became aware of a breach affecting your information we would tell you and, where required, the Information Commissioner’s Office.

9.Cookies

This website does not use analytics, advertising or tracking cookies, so it does not show a cookie banner. It may set strictly necessary cookies that are needed for the site to function, for example if you log in to an account. These cannot be switched off but they store nothing that identifies you personally.

If we introduce analytics in future we will update this notice and, where the law requires it, ask for your consent first.

10.Your rights

Under UK data protection law you have the right to:

• Access the personal information we hold about you and receive a copy of it.
• Correct information that is inaccurate or incomplete.
• Delete information where we no longer have a reason to keep it.
• Restrict how we use it while a query or objection is being resolved.
• Object to our use of your information where we rely on legitimate interests.
• Withdraw consent at any time, where consent is the basis we rely on.
• Receive the information you gave us in a portable format.

To exercise any of these rights, email contact@calderstead.co.uk. We will respond within one month. We may ask you to confirm your identity before we act on a request.

11.How to complain

If you are unhappy with how we have handled your information, please contact us first at contact@calderstead.co.uk and we will try to put it right.

You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office, at ico.org.uk, by phone on 0303 123 1113, or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

12.Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed. If we make a change that materially affects how we use your information, we will make that clear on this page.