Privacy Policy

This Privacy Policy explains how SJ Fire Safety Consultants collects and uses personal information when you visit our website, contact us, request a quotation or use our services. We aim to use personal information fairly, transparently and only where we have a lawful reason to do so.

1. How to contact us about privacy

SJ Fire Safety Consultants
33 Laceby Walk, Northampton NN3 8PN
Telephone: 0330 301 0255
Email: admin@sjfiresafetyconsultants.co.uk

2. Personal information we may collect

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

• your name, email address and telephone number;
• your postcode and business or organisation name;
• the service you are interested in and information you include in an enquiry;
• correspondence and records of communications with us;
• property, premises or project information needed to provide a quotation or service;
• billing, payment or business records where you become a client; and
• limited technical and security information generated when the website is used, such as server logs, IP address, browser/device information or security events where recorded by our hosting or website systems.

Please avoid sending unnecessary sensitive personal information through the website enquiry form.

3. How we collect information

We collect information directly from you when you use the enquiry form, telephone us, email us or engage us to provide services. We may also receive business contact information from an organisation you work for, a property owner or manager, a contractor, professional adviser or another party involved in a project.

4. Why we use personal information and our lawful bases

Purpose	Lawful basis we may rely on
Responding to enquiries, arranging inspections and preparing quotations	Steps taken at your request before entering a contract, and/or our legitimate interests in responding to business enquiries
Providing fire risk assessments, fire door inspections, training and related services	Contract, and legitimate interests where the client is an organisation rather than an individual
Managing client relationships, appointments, project records and communications	Contract and legitimate interests in administering our business and services
Accounting, taxation, insurance, legal and regulatory record keeping	Legal obligation and legitimate interests
Protecting our website, systems and business from misuse or security threats	Legitimate interests in maintaining secure systems and services
Marketing communications, where used	Consent where required, or legitimate interests where the law permits; electronic marketing is also subject to PECR

5. Who we may share information with

We do not sell personal information. Where necessary, information may be shared with:

• website hosting, email, IT, software and document-storage providers acting on our behalf;
• professional advisers such as accountants, insurers or legal advisers;
• contractors or specialists where this is necessary for an agreed service and appropriate safeguards are in place;
• property owners, managing agents, employers or other relevant dutyholders where the work has been commissioned on their behalf; and
• public authorities, regulators, courts or law-enforcement bodies where disclosure is required or permitted by law.

6. International data transfers

Some technology or service providers may process information outside the UK. Where UK data-protection law requires safeguards for an international transfer, we will rely on an appropriate transfer mechanism or other lawful protection.

7. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose it was collected and to meet legal, tax, insurance, contractual or claims-related requirements. Retention therefore depends on the type of record:

• enquiry information is kept for as long as needed to respond, follow up and maintain appropriate business records;
• client, project and inspection records may be kept for longer where they are relevant to contractual obligations, professional records, insurance or potential legal claims;
• financial records are retained for the period required by applicable accounting and tax rules; and
• technical/security records are retained according to the settings and legitimate operational needs of our website and service providers.

We review information periodically and securely delete or anonymise it when it is no longer needed.

8. How we protect information

We use reasonable organisational and technical measures designed to protect personal information from loss, misuse, unauthorised access or disclosure. No website or electronic communication can be guaranteed to be completely secure, so please take care when sending information electronically.

9. Your data-protection rights

Depending on the circumstances and the lawful basis being used, you may have rights to:

• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict processing in certain circumstances;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a portable format where the right applies; and
• withdraw consent at any time where consent is the lawful basis.

To exercise a right, contact us using the details above. We may need to confirm your identity before acting on a request.

10. Cookies and website technology

Please see our Cookie Policy for information about cookies and similar technologies used on this website.

11. Complaints

If you have concerns about how we use personal information, please contact us first so we can try to resolve the issue. You also have the right to complain to the UK Information Commissioner's Office (ICO). Information about making a complaint is available at ico.org.uk.

12. Changes to this Privacy Policy

We may update this Privacy Policy when our services, systems or legal obligations change. The date at the top of this page shows when it was last updated.