1. Introduction
Conway Safety Solutions ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.
This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller Information
Company Name: Conway Safety Solutions
Address: Oldbury, West Midlands
Contact Email: info@conwaysafetysolutions.co.uk
Phone: 07713 861457
We are the data controller responsible for your personal data collected through our website and services.
3. Information We Collect
3.1 Personal Information You Provide
- Name and contact details (email address, phone number, postal address)
- Property information related to fire risk assessments
- Business information (company name, VAT number, business address)
- Payment and billing information
- Communications and correspondence with us
- Feedback and survey responses
3.2 Information Automatically Collected
- IP address and browser information
- Device and connection information
- Website usage data through cookies (see our Cookie Policy)
- Location data (with your consent)
4. Legal Basis for Processing
We process your personal data under the following legal bases:
- Contract: Processing necessary for the performance of our services
- Legitimate Interests: For business operations, service improvement, and marketing
- Legal Obligation: To comply with fire safety regulations and legal requirements
- Consent: Where you have given explicit consent for specific purposes
- Vital Interests: In emergency situations relating to fire safety
5. How We Use Your Information
We use your personal data for the following purposes:
- Providing fire risk assessment services and related consultancy
- Communicating with you about our services
- Processing payments and maintaining accounts
- Sending service updates and safety information
- Complying with legal and regulatory requirements
- Improving our services and website functionality
- Marketing communications (with your consent)
- Protecting against fraud and ensuring security
6. Data Sharing and Disclosure
We may share your personal data with:
- Service Providers: Third parties who assist in our operations (e.g., payment processors, cloud storage)
- Professional Advisors: Lawyers, accountants, and insurers
- Regulatory Bodies: Fire safety authorities and government agencies as required
- Business Partners: With your consent, for joint services or referrals
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
7. Data Retention
We retain your personal data for as long as necessary to fulfill the purposes outlined in this policy:
- Fire Risk Assessment Records: 7 years (legal requirement)
- Financial Records: 6 years (HMRC requirement)
- Marketing Communications: Until consent withdrawn
- General Enquiries: 2 years
8. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right of Access: Request copies of your personal data
- Right to Rectification: Request correction of inaccurate data
- Right to Erasure: Request deletion of your data (subject to legal obligations)
- Right to Restrict Processing: Request limitation of data processing
- Right to Data Portability: Receive your data in a structured format
- Right to Object: Object to processing based on legitimate interests
- Rights Related to Automated Decision Making: Not to be subject to automated decisions
To exercise any of these rights, please contact us using the details in Section 2.
9. Data Security
We implement appropriate technical and organizational measures to protect your personal data, including:
- SSL encryption for data transmission
- Secure password-protected systems
- Regular security assessments and updates
- Limited access to personal data on a need-to-know basis
- Staff training on data protection
10. International Transfers
We primarily process data within the UK. If we transfer data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements, including:
- Adequacy decisions
- Standard contractual clauses
- Binding corporate rules
11. Cookies
Our website uses cookies to enhance your experience. For detailed information about our cookie usage, please see our Cookie Settings page.
12. Children's Privacy
Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware of such collection, we will delete the information immediately.
13. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.
14. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes by:
- Posting the updated policy on our website
- Updating the "Last updated" date
- Emailing registered users for material changes
15. Complaints
If you have concerns about how we handle your personal data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Website: ico.org.uk
Phone: 0303 123 1113
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
16. Contact Us
For any questions about this Privacy Policy or our data practices, please contact:
Data Protection Officer
Conway Safety Solutions
Oldbury, West Midlands
Email: info@conwaysafetysolutions.co.uk
Phone: 07713 861457
Response Time: We aim to respond to all data protection queries within 72 hours