RetroHof Ltd is the data controller for the personal data described in this policy. You can contact us about anything in it on 01932 231 122 or at info@retrohof.co.uk.
What we collect
| When | What | Why |
|---|---|---|
| You send the enquiry form | Name, email address, phone number, property postcode, the services you selected and your message | To reply to your enquiry and prepare a quotation. Lawful basis: steps taken at your request prior to entering a contract. |
| You call or email us | Your contact details and what you tell us about the property | To answer your enquiry and keep a record of what was discussed. Lawful basis: legitimate interests. |
| We carry out work | Property address, access arrangements, job records, photographs of the work, invoices and payment records | To perform the contract, evidence what was done, and meet our legal and tax obligations. |
| You visit this website | Standard server log data, including IP address, browser type and pages requested | To keep the site available and secure. Lawful basis: legitimate interests. |
What we do not do
- We do not sell, rent or trade your personal data.
- We do not use your details for marketing unless you have asked us to.
- We do not use advertising or tracking cookies on this website.
Cookies
This website does not set advertising, analytics or tracking cookies, and it does not build a profile of you. If we add analytics in future we will ask for your consent first and update this page before doing so.
Fonts on this site are loaded from Google Fonts, which means your browser makes a request to fonts.googleapis.com and fonts.gstatic.com. Google receives your IP address as part of that request. Google's handling of it is covered by its own privacy notice.
Photographs of work
We take photographs of work in progress and on completion as a record for you, for us, and for any insurer or agent involved. We will not publish a photograph of your property on this website, on social media or in any marketing material without asking you first.
Who we share data with
We share personal data only where it is necessary to do the job or where the law requires it:
- with our own staff and subcontractors working on your property, limited to what they need;
- with your letting or managing agent, or with a landlord or tenant, where they instructed the work or are party to it;
- with our accountants, insurers and professional advisers;
- with certification bodies where a certificate must be registered (for example electrical or gas work);
- where we are legally obliged to disclose it.
How long we keep it
- Enquiries that do not lead to work: up to 12 months, then deleted.
- Job records, invoices and certificates: 6 years after the end of the relevant tax year, to meet HMRC requirements and to cover the limitation period for any claim.
- Safety-critical records (electrical and gas certification): retained for as long as the regulations require.
- Website server logs: a short rolling period, typically no more than 30 days.
Where data is held
Our records are held in the United Kingdom or the European Economic Area. Where a supplier processes data outside that area, we ensure an appropriate safeguard recognised under UK data protection law is in place.
Your rights
Under UK GDPR you have the right to ask us for a copy of the personal data we hold about you, to have inaccurate data corrected, to have data erased where we no longer need it, to restrict or object to how we use it, and to receive it in a portable format. To exercise any of these, email info@retrohof.co.uk. We will respond within one month.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put it right first.
Security
This website is served over HTTPS. Enquiry form submissions are transmitted encrypted. Access to our job records is limited to staff who need it. No system is perfectly secure, but we take the protection of your data seriously and will tell you promptly if a breach is likely to affect you.
Changes to this policy
We will update this page when our practices change. The date at the top shows when it was last revised.