Privacy Policy (UK)

Effective from: August 2025

This privacy notice for Safety Spectrum London (“Company”, “we”, “us”, or “our”), explains how and why we may collect, store, use, and share (“process”) your information when you use our services (“Services”), such as when you:

Visit our website at safetyspectrumlondon.co.uk (or any website of ours that links to this privacy notice)
Contact us, request a quote, book an inspection, or use any of our services
Engage with us in other related ways, including sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have questions, contact us at: info@safetyspectrumlondon.co.uk

1) What information do we collect?

1.1 Personal information you provide

We collect personal information you voluntarily provide when you contact us, request a quote, book services, or communicate with us.

This may include:

Name
Phone number
Email address
Property address (where inspection/service is required)
Billing address
Contact preferences
Job details you provide (e.g., property type, access notes, service requirements)

Sensitive information: We do not intentionally collect sensitive personal data.

1.2 Payment data

If you make a payment, we may collect data necessary to process your payment, such as references, invoice details, and transaction confirmations.

Payment processing: Payments may be processed via Revolut Business (and other payment service providers we may engage from time to time). Revolut processes personal and payment data in accordance with its own Privacy Policy and applicable data protection laws, which is available at: https://www.revolut.com

1.3 Information collected automatically

When you visit our website, we may automatically collect certain information that does not directly identify you, such as:

IP address
Browser type and settings
Device information (operating system, device type)
Pages viewed and time spent on pages
Referring URLs
Approximate location (based on IP)

We may use cookies and similar tracking technologies to help the website work properly and to understand how visitors use our site.

2) How do we use your information?

We process your information to:

Provide and manage our services (bookings, inspections, certificates, reports)
Respond to enquiries and provide customer support
Send service communications (appointment confirmations, updates, invoices, certificates)
Improve our website and services
Maintain security and prevent fraud
Comply with legal obligations (including safety/compliance record-keeping where applicable)

We only use your personal information when we have a valid legal basis to do so.

3) What legal bases do we rely on?

Under the UK GDPR and GDPR, we may rely on:

Consent: where you give clear permission (e.g., marketing emails). You can withdraw consent at any time.
Contract: where processing is needed to provide a quote, booking, inspection, or certificate/report you request.
Legal obligation: where we must comply with laws and regulations.
Legitimate interests: where we have a business reason to process data and it does not override your rights (e.g., improving services, preventing fraud, basic analytics).

2.4 When and With Whom Do We Share Your Personal Information?

Summary: We only share your personal information in limited circumstances and with trusted third parties where it is necessary to operate our services, meet legal obligations, or support our business activities.

Third-party service providers

We may share your personal information with carefully selected third-party service providers who carry out services on our behalf. These parties are permitted to access personal information only where required to perform their services and are contractually required to protect your data and use it solely in accordance with our instructions.

The types of third-party service providers we may use include:

Data analytics and website performance tools
Communication and customer support platforms
Payment processing providers
Website hosting and IT infrastructure providers
Cloud storage and computing services
Advertising, marketing, and retargeting platforms
Order and service fulfilment support providers

Business-related disclosures

We may also share your personal information in the following situations:

Business transfers:
If we are involved in a merger, restructuring, sale of assets, financing, or acquisition of all or part of our business, your personal information may be transferred as part of that transaction.

Mapping and location services:
Where we use mapping or location-based services (such as Google Maps), certain information may be shared with those providers to enable these features. Any such data is processed in accordance with the provider’s own privacy policies. You may be able to withdraw consent through your device or account settings.

Business partners:
In limited circumstances, we may share information with trusted business partners to provide specific services or offers you request. We do not sell your personal information.

5) Cookies and tracking technologies

We may use cookies and similar technologies (like pixels) to:

Make the website work properly
Remember preferences
Understand how visitors use our website

You can control cookies through your browser settings. Disabling cookies may affect parts of the website.

6) How long do we keep your information?

We keep personal information only as long as necessary for:

The purposes in this notice
Legal, accounting, or regulatory requirements

When we no longer need your information, we will delete it or anonymise it. In some cases (like backups), we may store it securely until deletion is practical.

2.7 How Do We Keep Your Information Safe?

Summary: We use appropriate organisational and technical measures to protect your personal information.

We have put in place reasonable and appropriate security controls designed to safeguard the personal information we process from loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures include administrative, technical, and physical safeguards proportionate to the nature of the data we hold.

While we take data security seriously and work to protect your information, no method of transmission over the internet or electronic storage system is completely secure. For this reason, we cannot guarantee absolute security. Any transmission of personal information is carried out at your own risk, and you should ensure that you access our services from a secure environment.

2.8 Do We Collect Information From Minors?

Summary: Our services are not intended for children under 18 years of age.

We do not knowingly collect, request, or use personal information from individuals under the age of 18, nor do we intentionally market our services to children.

By using our services, you confirm that you are at least 18 years old, or that you are a parent or legal guardian providing consent for a dependent’s use of the services.

If we become aware that we have collected personal information from a person under 18 without appropriate consent, we will take reasonable steps to delete such information promptly from our records.

If you believe that we may have collected personal information from a child under the age of 18, please contact us at:
info@safetyspectrumlondon.co.uk

2.9 What Are Your Privacy Rights?

Summary: If you are located in the United Kingdom (UK), European Economic Area (EEA), or Switzerland, data protection laws give you specific rights over how your personal information is used and managed.

Under applicable data protection legislation, you may have the right to:

Request confirmation of whether we process your personal data
Request access to, and a copy of, your personal information
Request correction of inaccurate or incomplete personal data
Request deletion of your personal information where legally permitted
Request restriction of the processing of your personal data
Object to certain types of processing
Request the transfer of your personal data to another organisation, where applicable

You can exercise any of these rights by contacting us using the details provided in the section “How Can You Contact Us About This Notice?” below. We will review and respond to all valid requests in accordance with applicable data protection laws and statutory time limits.

Right to lodge a complaint

If you are based in the UK or EEA and believe that your personal information is being processed unlawfully, you have the right to lodge a complaint with your local data protection authority.

A list of EEA supervisory authorities is available at:
https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm

If you are located in Switzerland, details of the relevant supervisory authority can be found at:
https://www.edoeb.admin.ch/edoeb/en/home.html

Withdrawing consent

Where we rely on your consent to process personal information, you may withdraw that consent at any time by contacting us using the details provided below.

Please note that withdrawing consent does not affect the lawfulness of any processing carried out before consent was withdrawn, nor does it affect processing carried out on other lawful grounds.

Marketing communications

You may opt out of receiving marketing or promotional communications from us at any time by contacting us using the details provided below.

Once you opt out, you will be removed from our marketing lists. However, we may still contact you for essential service-related or administrative purposes, such as appointment confirmations, certificates, invoices, or responses to enquiries.

Cookies and similar technologies

Most web browsers automatically accept cookies. You can manage or disable cookies through your browser settings if you prefer.

Please note that disabling cookies may affect certain features or functionality of our website.

To opt out of interest-based advertising from participating advertisers, please visit:
http://www.aboutads.info/choices/

2.10 Controls for Do-Not-Track Features

Some web browsers, mobile devices, and applications allow users to enable a Do-Not-Track (DNT) setting to indicate a preference not to have online activities tracked.

At present, there is no universally accepted technical standard for recognising or responding to Do-Not-Track signals. For this reason, we do not currently respond to DNT signals or similar automated requests to limit online tracking.

If a recognised industry or legal standard for Do-Not-Track signals is adopted in the future that we are required to follow, we will update this Privacy Policy to explain how such signals are handled.

2.11 Do We Make Updates to This Notice?

Summary: Yes. We may update this Privacy Policy to remain compliant with applicable laws and best practices.

We may revise this Privacy Policy from time to time. When changes are made, the updated version will be identified by a revised “Effective” date and will apply from the date it is published on our website.

Where changes are significant, we may notify you by displaying a prominent notice on our website or by contacting you directly, where appropriate. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information.

2.12 How Can You Review, Update, or Delete Your Information?

You have the right to request access to the personal information we hold about you, to request corrections, or to request deletion of your data where permitted by law.

To make a request, please contact us using the details provided in the section “How Can You Contact Us About This Notice?” below. We will review and respond to your request in accordance with applicable data protection laws and within the required timeframes.