Privacy Policy

Phoenix Facility Maintenance Services Ltd (“we,” “us,” or “Phoenix”) is committed to protecting the privacy and security of personal data collected from clients, website visitors, and individuals interacting with our services. This Privacy Policy explains how we collect, use, store, and protect your information, in compliance with the General Data Protection Regulation (GDPR) and applicable UK data protection laws.

1. Information We Collect

We may collect the following categories of information:

Personal Identifiable Information (PII): Names, contact details (email addresses, phone numbers, physical addresses), billing information, and identification documents (where required for service verification).
Service-Related Information: Details about your facility (size, type, location), service requirements (frequency, specific tasks), access instructions, and notes from service interactions.
Technical Data: When you use our website, we may collect IP addresses, browser types, device information, and usage data (pages visited, time spent) via cookies and similar tracking technologies (see Section 6 for cookie policy).
Third-Party Data: Information provided by property managers, landlords, or authorized representatives acting on your behalf, with your consent.

2. How We Use Your Information

We use your data solely for legitimate business purposes, including:

Providing Services: Scheduling appointments, dispatching staff, completing maintenance/cleaning tasks, and delivering service reports.
Billing & Administration: Generating invoices, processing payments, and maintaining records for accounting and tax compliance.
Communication: Sending service reminders, updates on appointments, responses to inquiries, and important notices about changes to our services.
Service Improvement: Analyzing feedback and usage patterns to enhance service quality, tailor offerings, and develop new solutions.
Legal Compliance: Fulfilling regulatory obligations (e.g., health and safety records, anti-money laundering checks) and protecting our legal rights.

3. Data Retention

We retain your information only for as long as necessary to fulfill the purposes outlined in this policy, or as required by law:

PII related to active service agreements is retained for 7 years after the agreement ends (to comply with tax and legal obligations).
Service-related information is retained for 5 years post-service to facilitate follow-up requests.
Technical data (website usage) is retained for 12 months, after which it is anonymized for analytics.

4. Data Security

We implement industry-standard security measures to protect your data from unauthorized access, alteration, or disclosure, including:

Encryption of PII stored on our systems and during transmission (via SSL/TLS protocols).
Restricted access to data (only authorized staff with job-related need).
Regular security audits and staff training on data protection best practices.
Secure storage of physical documents (locked cabinets, access-controlled facilities).

5. Disclosure to Third Parties

We do not sell, rent, or trade your personal data. We may share information with:

Service Providers: Third parties assisting in service delivery (e.g., payment processors, software providers for scheduling), who are contractually obligated to protect data and use it only for specified purposes.
Legal Authorities: When required by law (e.g., court orders, regulatory investigations) or to protect our rights, property, or safety, or that of others.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction, with prior notice to you.

6. Your Rights

Under applicable data protection laws, you have the following rights:

Access: Request a copy of the personal data we hold about you.
Correction: Request correction of inaccurate or incomplete data.
Erasure: Request deletion of your data if it is no longer necessary, or if you withdraw consent (where applicable).
Restriction: Request restriction of processing (e.g., while disputing data accuracy).
Data Portability: Request a copy of your data in a structured, machine-readable format.
Objection: Object to processing based on legitimate interests (we will review and respond within 1 month).

To exercise these rights, contact us at:
Email: stockex8@outlook.com
Address: Top Floor Leeside Works, Lawrence Avenue, Hertfordshire, SG12 8DL, GB

We may require proof of identity to process requests and reserve the right to charge a reasonable fee for excessive or repetitive requests.

7. Cookies & Tracking

Our website uses cookies to enhance user experience. Cookies are small files stored on your device to track usage patterns. You can disable cookies via your browser settings, but this may limit website functionality. For details, see our Cookie Policy (available on request).

8. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on our website with the updated “Effective Date.” We recommend reviewing this policy regularly. Significant changes will be notified to clients via email.

9. Contact Us

For questions or concerns about this policy, contact our Data Protection Officer at stockex8@outlook.com.