Draft — requires legal review. Text in [brackets] must be completed, and the whole page approved by A2M before publication.
1. Who we are
A2M Facilities Ltd ("A2M", "we") of 167-169 Great Portland Street, Fifth Floor, London, W1W 5PF is the data controller for personal data collected through this website. Contact: support@a2mfacilities.com. [Company number and ICO registration number to be added.]
2. Information we collect
When you use our contact, quote or booking forms we collect the details you enter: name, email address, phone number, service address and postcode, property type, the service needed, preferred date and time, urgency, your description of the work and any photos you choose to upload. We also keep a record of the status of your request and internal notes made by our team while handling it.
3. Technical information
To protect our forms from abuse we process your IP address to apply a submission limit. We store only a one-way scrambled (hashed) form of it, not the address itself. Our hosting provider may keep standard server logs for security.
4. How and why we use your information
We use your information to reply to enquiries, prepare quotes, arrange and manage appointments, send you messages about your request (for example acknowledgements, confirmations, reschedules and cancellations) and keep proper business records. Our lawful bases under UK GDPR are: taking steps at your request before entering a contract and performing that contract (quotes and bookings); our legitimate interests in answering enquiries and keeping our services secure; and legal obligations such as keeping accounting records. [Lawful bases to be confirmed by A2M's legal adviser.]
5. Privacy acknowledgement on our forms
Each form asks you to confirm you have read this policy before submitting. We do not use your details for marketing, and we do not sell your data.
6. Who we share it with
We use trusted service providers to run this website: website hosting, a secure database and file storage provider, and an email delivery provider that sends messages about your request. They process data only on our instructions. Some providers may process data outside the UK; where they do, we rely on appropriate safeguards such as the UK International Data Transfer Agreement or adequacy regulations. [List of processors and transfer safeguards to be confirmed.]
7. How long we keep it
Proposed retention periods, to be confirmed: contact messages for up to 24 months after our last reply; quote requests that do not proceed for up to 24 months; bookings and related records for 6 years after the job, to meet tax and accounting requirements; photos you upload for as long as the related request is kept. Records are then deleted or anonymised. Email delivery logs are kept by our email provider for a limited period.
8. How we protect it
Customer records are stored in a database protected by access rules so only authorised A2M staff can see them. Photos are kept in private storage and opened only through short-lived secure links. Staff accounts require a password and are granted access individually. Changes to bookings are logged.
9. Cookies and similar technologies
This website does not use advertising or analytics cookies. Staff who sign in to the admin area use essential browser storage to keep them signed in; this is strictly necessary and does not require consent. If we add analytics or other non-essential cookies in future, we will ask for your consent first and update this policy.
10. Your rights
Under UK GDPR you have the right to access your personal data, have it corrected, have it erased, restrict or object to its use, and ask for a copy in a portable format. Some rights depend on the lawful basis we rely on, and we may need to keep certain records to meet legal obligations.
11. How to make a request
Email support@a2mfacilities.com with the subject "Data request", stating the request you are making and, if possible, your booking or quote reference. We may ask you to verify your identity. We will respond within one month, which may be extended by two further months for complex requests. Requests are free unless clearly unfounded or excessive.
12. Complaints
If you are unhappy with how we handle your data, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
13. Changes to this policy
We may update this policy. The latest version will always be on this page. [Effective date to be added on approval.]