Privacy Policy

Our Commitment to Privacy

Ashford Facilities respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect information when you visit our website or use our services.

We understand the importance of data protection and comply with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy provides you with information about your rights and how to exercise them.

Information We Collect

Information You Provide to Us

We collect personal information that you voluntarily provide when you:

• Fill out contact forms or enquiry forms on our website
• Request quotes or information about our services
• Subscribe to our newsletters or marketing communications
• Engage with our customer service team
• Provide feedback or reviews

This information may include your name, email address, telephone number, company name, postal address, and any other information you choose to provide in your communications with us.

Information Automatically Collected

When you visit our website, we automatically collect certain information about your device and browsing behaviour, including:

• Your IP address and general location information
• Browser type and version
• Device type and operating system
• Pages visited and time spent on each page
• Referring website or search terms used
• Date and time of your visit

This information is collected through cookies and similar technologies. Please refer to our Cookie Policy for more detailed information about how we use cookies.

How We Use Your Information

We use the information we collect for the following purposes:

Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: Where you have given clear consent for us to process your personal data for specific purposes
• Contract Performance: Where processing is necessary to fulfil our contractual obligations to you
• Legitimate Interests: Where we have a legitimate business interest that doesn't override your rights and freedoms
• Legal Obligation: Where we need to process your data to comply with the law

Sharing Your Information

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

• Service Providers: Trusted third parties who assist us in operating our website, conducting our business, or servicing you, provided they agree to keep your information confidential
• Analytics Services: Companies like Google Analytics that help us understand how visitors use our website
• Legal Authorities: When required by law or to protect our rights, safety, or property
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred, but you will be notified beforehand

All third parties we work with are required to maintain appropriate security measures and can only use your information for specified purposes in accordance with our instructions.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it, including:

• Secure servers and encrypted data transmission (SSL/TLS)
• Access controls and authentication procedures
• Regular security assessments and updates
• Staff training on data protection principles
• Secure data storage and backup procedures

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but will notify you promptly if we become aware of any security breach affecting your data.

Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations. Specifically:

• Enquiry Information: Retained for up to two years after your last contact with us, unless you become a client
• Client Information: Retained for the duration of our business relationship and for six years afterwards for accounting and legal purposes
• Marketing Consent: Retained until you withdraw consent or we no longer have a legitimate interest
• Website Analytics: Anonymised data may be retained indefinitely for statistical purposes

Your Rights

Under data protection law, you have the following rights regarding your personal data:

To exercise any of these rights, please contact us using the details provided at the end of this policy. We will respond to your request within one month.

Children's Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can remove it.

International Data Transfers

Your personal data is primarily stored and processed within the United Kingdom. In some cases, we may transfer data to service providers located outside the UK or European Economic Area. When we do so, we ensure appropriate safeguards are in place, such as:

• Standard contractual clauses approved by data protection authorities
• Adequacy decisions recognising equivalent data protection standards
• Other legally approved transfer mechanisms

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any significant changes by posting a notice on our website or, where appropriate, contacting you directly.

We encourage you to review this policy periodically. The date at the top of this page indicates when it was last updated. Your continued use of our website after any changes indicates your acceptance of the updated policy.

Making a Complaint

If you have concerns about how we handle your personal data, we encourage you to contact us first so we can address your concerns. However, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk