Privacy Policy

1. Who We Are

MaintainRight Ltd
Trading as MaintainRight

Company number: 17414343
Registered in: England and Wales

Registered office:
3 Kingfisher Rise
Cranbrook
Exeter
England
EX5 7GN

Email: info@maintainright.co.uk
Telephone: 07828 626 161

For the purposes of UK data protection law, MaintainRight Ltd is the data controller for personal information collected through this website and through our business activities.

2. Information We May Collect

Depending on how you interact with us, we may collect information including:

• your name;

• property or billing address;

• email address;

• telephone number;

• details about a property requiring work;

• details of services you request;

• quotation and invoice information;

• appointment details;

• correspondence by email, telephone, SMS or WhatsApp;

• photographs of a property or work area;

• payment-related information;

• company or landlord details where you are acting for a business;

• information submitted through our website contact forms;

• IP address, browser information and website usage information;

• cookie and analytics information where applicable.

We only seek to collect information that is reasonably necessary for our business and the services we provide.

3. How We Collect Information

We may collect information when you:

• visit our website;

• complete a website enquiry or contact form;

• telephone, email or message us;

• request a quotation;

• book an appointment;

• instruct us to carry out work;

• make a payment;

• communicate with us about an existing or previous job;

• provide photographs or property information;

• make a complaint or warranty enquiry; or

• interact with our website’s cookies or analytics tools.

We may also receive information from landlords, letting agents, property managers, tenants, subcontractors or other persons involved in arranging property maintenance services.

4. How We Use Your Information

We may use your personal information to:

• respond to enquiries;

• provide quotations and estimates;

• arrange appointments;

• manage property access;

• provide maintenance, cleaning and repair services;

• communicate about ongoing work;

• purchase or arrange materials;

• arrange specialist subcontractors;

• issue invoices and process payments;

• maintain accounting and tax records;

• deal with complaints or warranty matters;

• maintain records of completed work;

• improve our services and website;

• prevent fraud or misuse;

• comply with legal, regulatory, insurance and accounting requirements;

• establish, exercise or defend legal claims; and

• communicate with you where reasonably necessary in connection with our services.

5. Our Legal Bases for Processing

Under UK data protection law, we must have a lawful basis for processing your personal information.

Depending on the circumstances, we may process information because:

Contract

Processing is necessary to provide a quotation, take steps at your request before entering into a contract or perform a contract with you.

For example, we may need your address and telephone number to attend your property and carry out work.

Legal Obligation

We may need to retain or process certain information to comply with legal requirements, including accounting, tax, company or regulatory obligations.

Legitimate Interests

We may process information where this is reasonably necessary for our legitimate business interests and those interests are not overridden by your rights.

This may include:

• administering our business;

• maintaining job records;

• responding to enquiries;

• preventing fraud;

• protecting our legal rights;

• dealing with disputes;

• improving our website and services.

Consent

Where required, we may rely on your consent.

For example, we may request consent for certain marketing communications or non-essential cookies.

You can withdraw consent at any time where consent is the lawful basis being relied upon.

6. Quotations and Customer Records

When you request a quotation, we may retain information about:

• your name;

• contact details;

• property address;

• requested work;

• measurements;

• photographs;

• estimated costs;

• materials;

• correspondence.

This helps us prepare the quotation and maintain an accurate record of what was discussed or agreed.

7. Photographs of Properties and Work

We may take photographs before, during or after work.

These photographs may be used for:

• preparing quotations;

• recording existing conditions;

• documenting work carried out;

• insurance purposes;

• resolving disputes;

• maintaining job records.

We will take reasonable steps not to include personal or sensitive information unnecessarily.

We will not normally publish photographs that clearly identify you or your private information without appropriate permission.

If we wish to use identifiable project photographs for advertising, our website or social media, we may ask for your permission where appropriate.

8. Subcontractors and Specialist Tradespeople

Some work may require us to share limited information with subcontractors or specialist tradespeople.

For example, we may provide a Gas Safe engineer, electrician, plumber, cleaner or other contractor with:

• your name;

• property address;

• telephone number;

• access information;

• details of the required work.

We will only share information reasonably necessary to perform the relevant service.

9. Letting Agents, Landlords and Property Managers

Where work has been arranged through a landlord, letting agent or property management company, information about the property, appointment and completed work may be shared with the person or organisation that instructed us.

If you are a tenant, this may include information necessary to arrange access or report completion of maintenance work.

10. Service Providers

We may use trusted third-party service providers to help operate our business.

These may include providers of:

• website hosting;

• email;

• business telephone services;

• accounting software;

• payment processing;

• banking;

• cloud storage;

• customer communication;

• IT support;

• website analytics.

These organisations may process personal information only where reasonably necessary to provide their services.

11. Website Hosting and Live Chat

Our website is created and hosted using Wix. We also use Chatway for live chat. If you use live chat, we process your messages and any contact details you provide to respond to your enquiry.

Wix may process certain technical information when visitors use the website, such as:

• IP addresses;

• device information;

• browser information;

• cookies;

• website usage information.

Wix operates its own privacy and security arrangements for the services it provides.

12. Cookies

Our website may use cookies and similar technologies.

Cookies are small files placed on your device that can help websites function correctly and provide information about how visitors use a website.

Cookies may include:

• essential cookies required for the website to work;

• functionality cookies;

• analytics cookies;

• marketing cookies where enabled.

Where required by law, non-essential cookies will only be used after appropriate consent has been obtained.

You may be able to manage cookie preferences through the cookie banner on our website or through your browser settings.

13. Analytics

We may use website analytics tools to understand how visitors use our website.

Analytics information may include:

• pages viewed;

• approximate location;

• device type;

• browser type;

• time spent on the website;

• how visitors reached the website.

We use this information to improve our website and understand how visitors interact with our services.

14. Marketing Communications

We will not normally send unsolicited marketing communications unless there is an appropriate lawful basis for doing so.

Where you have consented to receive marketing, you can unsubscribe at any time.

You can contact us at:

info@maintainright.co.uk

You can also tell us at any time that you do not wish to receive marketing communications.

15. Payment Information

Where customers make payments to us, payment information may be processed by our bank, payment processor or accounting provider.

We do not intentionally store complete payment card details on our website unless this is handled securely through an authorised payment service.

16. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, tax, contractual, insurance and dispute-resolution requirements.

Different information may be kept for different periods.

For example, we may retain:

• quotations and job records;

• invoices and accounting records;

• customer correspondence;

• photographs of completed work;

• records connected with guarantees or disputes.

Information that is no longer required will be securely deleted, anonymised or otherwise disposed of where reasonably practicable.

17. Data Security

We take reasonable steps to protect personal information against:

• unauthorised access;

• loss;

• misuse;

• alteration;

• disclosure; and

• destruction.

Measures may include password protection, secure systems, access controls and the use of reputable technology providers.

However, no internet-based system can be guaranteed to be completely secure.

18. International Data Transfers

Some of our technology or service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will rely on appropriate safeguards or other lawful transfer mechanisms where required by UK data protection law.

19. Your Data Protection Rights

Depending on the circumstances, you may have rights including:

Right of Access

You may ask us for a copy of personal information we hold about you.

Right to Rectification

You may ask us to correct inaccurate or incomplete information.

Right to Erasure

In certain circumstances, you may ask us to delete personal information.

Right to Restrict Processing

You may ask us to restrict how we use your information in certain circumstances.

Right to Object

You may object to certain processing carried out on the basis of legitimate interests or for direct marketing.

Right to Data Portability

In certain circumstances, you may have the right to receive personal information you provided to us in a structured, commonly used and machine-readable format.

Right to Withdraw Consent

Where we rely on consent, you may withdraw that consent at any time.

These rights are subject to exceptions and legal requirements.

20. Exercising Your Rights

To exercise a data protection right, please contact:

MaintainRight Ltd
Email: info@maintainright.co.uk
Telephone: 07828 626 161

We may need to verify your identity before responding to a request.

We will respond within the time period required by applicable data protection law.

21. Complaints About Your Personal Information

If you have concerns about how we handle your personal information, please contact us first so that we can investigate the matter.

You also have the right to raise concerns with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Further information about data protection rights can be found on the ICO website.

22. Children’s Information

Our services are not directed at children through the website.

We do not knowingly seek to collect personal information from children through our website unless it is reasonably necessary in connection with a service and provided by or with the involvement of a parent, guardian or responsible adult.

23. Third-Party Websites

Our website may contain links to other websites.

We are not responsible for the privacy practices of third-party websites.

If you follow an external link, you should review that website’s own privacy policy.

24. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• changes to our services;

• changes to our website;

• changes to our technology providers; or

• changes in legal or regulatory requirements.

The latest version will be published on our website with the date it was last updated.

25. Contact Us

If you have questions about this Privacy Policy or how we handle personal information, please contact:

MaintainRight Ltd
Trading as MaintainRight

Registered office:
3 Kingfisher Rise
Cranbrook
Exeter
England
EX5 7GN

Company number: 17414343
Email: info@maintainright.co.uk
Telephone: 07828 626 161