Privacy notice

• Email: enquiries@ipscompany.co.uk
• Telephone: 07845 682971
• Post: 121 Jack Lane, Leeds LS10 1BS

Depending on how you deal with us, we may collect:

• Enquiry and booking form details — your name, email address, telephone number, how you prefer to be contacted, the address the work relates to, the type of work, your description of the problem, your preferred date and time window, how urgent it is, and any access notes you give us.
• Photos and documents you upload — images or PDFs you attach to a form to show us what needs doing. Please do not upload anything you would not want us to hold.
• Job and property records — appointments, visit notes, access arrangements, appliance and installation details, safety inspection results, certificates, defects and remedial work, quotes, invoices and payment records.
• Staff and engineer information — names, work contact details, qualification and registration details, signatures used to sign off work, and a record of actions taken in our internal system.
• Basic technical information — the IP address and browser information of a device used to submit a public form. We keep this only to protect the forms from spam and abuse.

• To reply to your enquiry and discuss what you need.
• To arrange, plan and carry out visits and work at the right address.
• To record safety inspections and produce certificates and records of the work done.
• To quote for work, invoice for it and keep proper business records.
• To manage follow-up work, defects and repeat annual safety checks.
• To keep our forms and systems secure and prevent misuse.
• To meet legal and safety obligations that apply to the work we do.

We use your information because it is necessary to take steps towards, or perform, an agreement with you, because we have a legitimate interest in running and securing our business properly, and because certain records are required by law.

We do not sell your information and we do not use it for advertising. We share it only where it is necessary, for example with:

• the engineer or staff member attending, and, where relevant, the landlord, managing agent or property owner who instructed the work;
• suppliers or subcontractors who need the details to complete part of the work;
• service providers who host our systems, store our records and send our email on our behalf;
• our professional advisers, insurers, or a regulator, safety body, court or public authority where we are required or permitted to share information.

Our internal system is private and requires a sign-in. Access is limited by role, so staff only see what they need for their work. Records and uploaded files are stored on access-controlled services, transferred over encrypted connections, and actions taken in the system are logged. The public forms accept only a limited range of file types and sizes and are rate-limited to reduce abuse.

We keep information for as long as we need it for the purpose we collected it, and then for as long as we are required or reasonably need to keep it — for example safety records, certificates, and accounting records that we must be able to produce later. How long that is depends on the legal and business requirements that apply to the particular record, so it varies. If you want to know what applies to your information, contact us using the details above. When information is no longer needed it is deleted or archived securely.

Under UK data-protection law you can ask us to:

• tell you what personal information we hold about you and give you a copy;
• correct information that is wrong or incomplete;
• delete information where we no longer have a reason to keep it;
• restrict or object to how we use it;
• transfer certain information to you or another provider;
• withdraw consent where we relied on your consent, without affecting anything done before.

Some records — such as safety and accounting records — may have to be kept even if you ask us to delete them. Contact us at enquiries@ipscompany.co.uk to exercise any of these rights.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO), the UK regulator, at ico.org.uk/make-a-complaint.

The public pages of this website do not use advertising or analytics cookies and do not track you across other websites. Our private staff system stores only what is needed to keep a signed-in user securely signed in and to remember basic screen preferences.

If we change how we handle personal information we will update this page and change the date at the top.