Website Privacy Policy

1. Introduction

IC Maintenance Services Limited (“we”, “us”, “our” or “the Company”) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use and safeguard personal data when you visit our website or contact us through it, and tells you about your privacy rights and how the law protects you.

We are the data controller responsible for your personal data. We are registered with the Information Commissioner’s Office (ICO) under registration number ZC183561. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).

2. The Data We Collect About You

Depending on how you interact with our website, we may collect and process the following categories of personal data:

Identity data: Name, job title and the name of your organisation.
Contact data: Email address, telephone number, postal address and any other contact details you provide.
Enquiry data: The content of enquiries, quote requests or other messages you send us via contact forms, email or telephone, which may include details of your property or premises.
Technical and usage data: Internet protocol (IP) address, browser type and version, device type, operating system, pages visited, time and date of visits, and other technical information collected automatically when you use the website.
Marketing and communications data: Information about your preferences for receiving communications from us.

We do not knowingly collect data relating to children through our website, and we do not collect any special category data (such as health or ethnicity data) through the website. If you apply for a job with us, any recruitment information you submit will be handled in accordance with a separate recruitment privacy notice provided at the time.

3. How We Collect Your Data

Directly from you, when you complete a contact or quote request form, email or telephone us, or otherwise correspond with us.
Automatically, through cookies and similar technologies as you navigate the website (see section 8).
From third parties, such as publicly available sources or business contacts who refer you to us.

4. How We Use Your Data and Our Lawful Bases

We will only use your personal data where the law allows us to. Most commonly, we rely on the following lawful bases under Article 6 of the UK GDPR:
- Enquiries and quotations: Responding to your enquiries, preparing quotations, and performing or preparing to enter into a contract with you or your organisation (lawful basis: performance of a contract, or steps taken at your request prior to entering into a contract).
- Business administration and website operation: Managing and administering our business relationship with you, keeping records, and maintaining the security and performance of our website (lawful basis: our legitimate interests in running and protecting our business, provided your interests and rights do not override them).
- Marketing: Sending you information about our services where you are an existing or prospective business customer, or where you have consented (lawful basis: legitimate interests for business-to-business marketing, or consent; you may opt out at any time).
- Legal compliance: Complying with legal and regulatory obligations, including accounting, tax and health and safety requirements (lawful basis: legal obligation).
We will not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

5. Who We Share Your Data With

We may share your personal data with the following categories of recipients, in each case only to the extent necessary:

Service providers who support our business, such as IT, website hosting, email and cloud storage providers.
Professional advisers, including accountants, insurers, solicitors and auditors.
Subcontractors engaged to deliver maintenance services to you, where relevant to your enquiry or contract.
HM Revenue & Customs, regulators and other authorities where required by law.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not sell your personal data to any third party.

6. International Transfers

Your personal data is generally stored and processed within the United Kingdom. If any of our service providers process data outside the UK, we will ensure appropriate safeguards are in place, such as a UK adequacy decision or approved contractual clauses (including the UK International Data Transfer Agreement or Addendum), so that your data receives an equivalent level of protection.

7. Data Security and Retention

We have put in place appropriate technical and organisational measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to personal data is limited to those employees, contractors and other third parties who have a business need to know. We have procedures in place to deal with any suspected personal data breach and will notify you and the ICO of a breach where we are legally required to do so.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. In general, records relating to contracts and financial transactions are kept for six years after the end of the relevant financial year. Enquiry data that does not lead to a contract is normally retained for no more than two years. When personal data is no longer required, it is securely deleted or anonymised.

8. Cookies

Our website uses cookies and similar technologies. Cookies are small text files placed on your device that help the website function and provide information about how it is used. Strictly necessary cookies are used on the basis that they are essential for the website to operate; any analytics, functionality or marketing cookies will only be set with your consent, which you can give or withdraw through the cookie banner or your browser settings. You can also set your browser to refuse all or some cookies, although some parts of the website may not function properly as a result.

9. Your Legal Rights

Under data protection law, you have rights in relation to your personal data, including the right to:

Access: Request a copy of the personal data we hold about you.
Rectification: Ask us to correct incomplete or inaccurate data.
Erasure: Ask us to delete your personal data in certain circumstances.
Restriction: Ask us to restrict the processing of your personal data in certain circumstances.
Objection: Object to processing based on our legitimate interests, and object at any time to direct marketing.
Portability: Ask us to transfer your data to you or a third party in a structured, commonly used, machine-readable format, where processing is based on consent or contract and carried out by automated means.
Withdrawal of consent: Withdraw consent at any time where we rely on consent, without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us using the details in the table above. We will respond within one month, and no fee is normally required, although we may charge a reasonable fee or refuse a request that is manifestly unfounded or excessive. We may need to request specific information from you to confirm your identity.

10. Complaints

If you have any concerns about how we handle your personal data, please contact us first so that we can try to resolve the matter. You also have the right to lodge a complaint at any time with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk; helpline 0303 123 1113).

11. Third-Party Links

Our website may include links to third-party websites. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. We encourage you to read the privacy policy of every website you visit.