Privacy Policy
What we collect, why we collect it, who we share it with and what you can ask us to do about it. No cookies, no tracking, no selling your data.
Last updated: 27 July 2026 · PROPSERVE365 LTD, company no. 15471013
Who we are
PROPSERVE365 LTD (“we”, “us”, “our”) is a property maintenance company registered in England and Wales under company number 15471013, with its registered office at Office One, 1 Coldbath Square, Farringdon, London EC1R 5HL. We trade as PROPSERVE365.
We are the data controller for the personal information described in this policy. That means we decide why and how your information is used, and we are responsible for looking after it.
| Contact for data protection | The Data Protection Contact, PROPSERVE365 LTD |
|---|---|
| Post | Office One, 1 Coldbath Square, Farringdon, London EC1R 5HL |
| info@propserve365.co.uk | |
| Telephone | 020 3633 2753 |
We are registered with the Information Commissioner's Office (ICO) as a data controller. Our registration number is available on request.
What this policy covers
This policy explains what personal information we collect when you contact us, request a quote, book work or use this website, what we do with it, who we share it with, and what rights you have.
It applies to:
- visitors to propserve365.co.uk;
- people who enquire about our services by phone, email, text or our online forms;
- customers and prospective customers, including homeowners, landlords, letting agents and commercial clients;
- tenants and occupiers of properties where we carry out work; and
- suppliers, subcontractors and job applicants.
It does not cover other websites we may link to. If you follow a link away from our site, please read that organisation's own privacy policy.
Information we collect
Information you give us
- Contact details — your name, telephone number, email address and the address of the property where work is needed.
- Job details — what you've asked us to do, the type and condition of the property, access arrangements, and any photographs or videos you send us.
- Correspondence — emails, texts, WhatsApp messages, form submissions and notes of telephone conversations.
- Payment information — the bank details or card payments used to settle an invoice. We do not store full card numbers; card payments are handled by our payment provider.
- Tenant and occupier details — where a landlord or agent instructs us, they may give us the name, phone number and access arrangements for the occupier so we can arrange a visit.
Information we create
- Job records — quotations, invoices, site notes, risk assessments and certificates (for example electrical or gas safety documentation).
- Photographs of work — before-and-after photographs of the work area, taken as a record of what was done. We photograph the work, not people. If we would like to use a photograph in our marketing we will ask you first.
Information collected automatically
- Server logs — our web host records standard technical information such as your IP address, browser type and the pages requested. This is used to keep the site secure and running, and is deleted on a short rolling cycle.
- Contact form security data — when you send the form we record the time of submission and your IP address so we can rate-limit abuse, and Cloudflare Turnstile checks that you are a person rather than a script. See Cookies and this website.
We do not buy personal data from third parties, and we do not use profiling or automated decision-making.
How we use your information, and our lawful basis
Under UK data protection law we must have a lawful basis for using your personal information. The table below sets out what we do, and why we are allowed to do it.
| What we do | Information used | Lawful basis |
|---|---|---|
| Respond to your enquiry and prepare a quotation | Contact details, job details, photographs | Steps taken at your request before entering into a contract |
| Carry out the work, arrange access and keep you updated | Contact details, address, access arrangements, job records | Performance of our contract with you |
| Take payment, issue invoices and chase unpaid accounts | Contact and payment details, job records | Performance of our contract; our legitimate interest in being paid |
| Keep records of work, certificates and safety documentation | Job records, certificates, photographs of the work area | Legal obligation; our legitimate interest in defending claims and honouring our guarantee |
| Handle a complaint, warranty claim or insurance matter | All of the above | Our legitimate interest in resolving disputes and establishing legal claims |
| Contact you about work we've done, or a service you've asked about | Contact details | Our legitimate interest in maintaining a customer relationship |
| Send marketing emails about our services | Name and email address | Your consent, or our legitimate interest where you are an existing customer (soft opt-in). You can opt out at any time. |
| Protect the contact form from spam and automated abuse | IP address, browser details, submission time | Our legitimate interest in keeping the form usable and our inbox clear |
| Meet our accounting, tax and health-and-safety obligations | Job records, invoices, risk assessments | Legal obligation |
Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights and freedoms, and concluded that it is not. You can object to this — see Your rights.
We do not sell your personal information to anyone, and we never will.
Who we share your information with
We share personal information only where there is a proper reason to do so:
- Our tradespeople and subcontractors — the person attending your property needs your name, address, phone number and the job details. Subcontractors are required to keep that information confidential and use it only for the job.
- Suppliers and merchants — where materials or an appliance must be delivered to your address.
- Landlords, agents and tenants — where one has instructed us on behalf of the other, we share what is necessary to arrange access and report on the work.
- Our accountants, bookkeepers and payment providers — for invoicing, payment and statutory accounts.
- Our insurers and professional advisers — where a claim, dispute or legal question arises.
- IT and hosting providers — who host our website, email and job records under contract, and may have incidental access when supporting those systems.
- Cloudflare — who operate the Turnstile anti-spam check on our contact form and receive your IP address and browser details for that purpose only.
- Regulators, HMRC, the police or the courts — where we are legally required to, or where it is necessary to establish or defend a legal claim.
- A buyer — if the business is sold or transferred, customer records may transfer with it. The buyer would be bound by this policy.
Where your information is stored
Your information is stored on our systems and those of our service providers, which are located in the United Kingdom and the European Economic Area wherever possible.
Some of the software we use (for example email, cloud storage, or the Cloudflare Turnstile check on our contact form) may involve transferring information outside the UK. Where that happens, we make sure it is protected by one of the safeguards recognised under UK data protection law — typically UK adequacy regulations or the International Data Transfer Agreement / Addendum. You can ask us for details.
How long we keep it
We keep personal information only for as long as we need it, and then delete or securely destroy it. In practice:
| Record | How long we keep it | Why |
|---|---|---|
| Enquiries that don't become jobs | 24 months | In case you come back to us; then deleted |
| Quotations and estimates | 24 months | Reference and follow-up |
| Customer and job records, invoices | 6 years after the end of the tax year in which the work was completed | HMRC and Companies Act requirements |
| Electrical, gas and other safety certificates | At least 6 years, and longer where regulations require | Legal obligation and safety |
| Photographs of completed work | 6 years, unless you ask us to delete them sooner | Evidence of the work carried out and our guarantee |
| Accident and health-and-safety records | As required by law — in some cases up to 40 years | Legal obligation |
| Marketing contacts | Until you unsubscribe, or after 3 years of no engagement | Consent-based |
| Website server logs | Typically 30–90 days | Security and diagnostics |
| Contact form rate-limit records | 24 hours | Spam prevention, then automatically discarded |
Cookies and this website
We use no analytics or advertising cookies. There is no Google Analytics, no advertising pixel, no session recording and no cross-site tracking on this website. That is a deliberate choice, and it is why you are not being asked to dismiss a cookie banner.
Three things do involve a third party, and you should know about all of them:
- Our contact form is protected by Cloudflare Turnstile. When you load a page
containing the form, your browser contacts challenges.cloudflare.com. Cloudflare
receives your IP address, browser user-agent and a token identifying our website, and uses
them for the single purpose of telling a person from an automated script. Turnstile is largely
cookieless, but it may set a short-lived cookie to record that a check has been passed.
This is a strictly necessary security measure to deliver a service you have asked for — sending us a message — so under the Privacy and Electronic Communications Regulations it does not require your consent. Cloudflare does not use it for advertising. See the Cloudflare Turnstile privacy policy. If you would rather not use it, phone or email us instead — the details are in How to contact us. - The map on our contact page is served by OpenStreetMap. When it loads, your browser requests it from openstreetmap.org, which will see your IP address. OpenStreetMap does not set advertising cookies. See the OpenStreetMap Foundation privacy policy.
- Server logs. As with any website, our host records basic technical information about requests (see Information we collect). This is not used to track you across websites.
We also record the time and the IP address of contact form submissions for a short period, purely to limit how many messages one source can send. That is spam prevention, nothing more.
If we ever introduce analytics or advertising tools, we will update this policy and put a proper consent banner in place before any non-essential cookie is set.
Your rights
Under UK data protection law you have the following rights. They are free to exercise.
- Access — ask for a copy of the personal information we hold about you.
- Rectification — ask us to correct information that is wrong or incomplete.
- Erasure — ask us to delete your information, where we no longer have a good reason to keep it. We may need to retain records we are legally required to keep.
- Restriction — ask us to pause our use of your information while a query is resolved.
- Objection — object to our use of your information where we rely on legitimate interests. You can object to direct marketing at any time, and we must stop.
- Portability — ask for the information you gave us in a machine-readable format, or ask us to send it to someone else.
- Withdraw consent — where we rely on your consent, you can withdraw it at any time. This doesn't affect anything we did before you withdrew it.
To exercise any of these, contact us using the details in How to contact us. We will respond within one month. We may need to verify your identity first — that's to protect you.
How to complain
If you're unhappy with how we've handled your personal information, please tell us first — we would rather put it right. Email info@propserve365.co.uk or write to us at Office One, 1 Coldbath Square, Farringdon, London EC1R 5HL.
You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at any time:
| Website | ico.org.uk |
|---|---|
| Helpline | 0303 123 1113 |
| Post | Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF |
Keeping your information secure
We take reasonable technical and organisational measures to protect your information, including access controls on our systems, encrypted connections to this website, password protection on devices, and limiting access to job records to the people who need them.
No system is completely secure. If a breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and tell you directly where the law requires it.
Children
Our services are sold to adults and this website is not directed at children. We don't knowingly collect information about children, other than incidentally where a customer mentions their household. If you believe we hold information about a child that we shouldn't, please contact us and we will delete it.
Changes to this policy
We review this policy regularly and may update it — for example if we change how we work or introduce a new tool. The date at the top of this page shows when it was last updated. If we make a significant change we will say so prominently on this page.
How to contact us
For anything in this policy, including to exercise your rights:
| info@propserve365.co.uk | |
| Telephone | 020 3633 2753 |
| Post | The Data Protection Contact, PROPSERVE365 LTD, Office One, 1 Coldbath Square, Farringdon, London EC1R 5HL |
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