Privacy Policy

Definitions and interpretation

In this privacy policy, the following definitions are used:

Data

collectively all information that you submit to RS Electrical & Property Maintenance Ltd via the Website, and information we hold about you when you are our customer or contact us about work. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws.

Data Protection Laws

any applicable law relating to the processing of personal Data, including but not limited to the GDPR, and any national implementing and supplementary laws, regulations and secondary legislation.

GDPR

the UK General Data Protection Regulation.

RS Electrical & Property Maintenance Ltd, we or us

RS Electrical & Property Maintenance Ltd, a company incorporated in England and Wales with registered number 10303495 whose registered office is at 23 Market Street, Hednesford, Cannock, Staffordshire, WS12 1AY.

User or you

any third party that accesses the Website and is not either (i) employed by RS Electrical & Property Maintenance Ltd and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to RS Electrical & Property Maintenance Ltd and accessing the Website in connection with the provision of such services.

Website

the website that you are currently using, www.rs-electrical-ltd.co.uk, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

In this privacy policy, unless the context requires a different interpretation:

• the singular includes the plural and vice versa;
• references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;
• a reference to a person includes firms, companies, government entities, trusts and partnerships;
• “including” is understood to mean “including without limitation”;
• reference to any statutory provision includes any modification or amendment of it;
• the headings and sub-headings do not form part of this privacy policy.

Scope of this privacy policy

This privacy policy applies to the actions of RS Electrical & Property Maintenance Ltd and Users with respect to this Website, and to how we handle information about our customers and the people we deal with when we carry out work. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

For purposes of the applicable Data Protection Laws, RS Electrical & Property Maintenance Ltd is the “data controller”. This means that RS Electrical & Property Maintenance Ltd determines the purposes for which, and the manner in which, your Data is processed.

RS Electrical & Property Maintenance Ltd is registered with the Information Commissioner’s Office (ICO) under registration number ZB629607.

Data collected

We may collect the following Data, which includes personal Data, from you:

• name;
• contact information such as email addresses and telephone numbers;
• demographic information such as postcode, preferences and interests;
• where you send us an enquiry through the Website, the page of the Website you sent it from and the page or website you visited immediately beforehand;
• where we carry out work for you: site addresses and access details, job details and site photographs, quotes and invoices, and payment and credit-check information;
• recordings of telephone calls with our office, and a log of the number, time and length of each call;

in each case, in accordance with this privacy policy.

How we collect Data

We collect Data in the following ways:

• data is given to us by you; and
• data is collected automatically.

Data that is given to us by you

RS Electrical & Property Maintenance Ltd will collect your Data in a number of ways, for example:

• when you contact us through the Website, by telephone, post, e-mail or through any other means;
• when you use our services;

in each case, in accordance with this privacy policy.

Data that is collected automatically

To the extent that you access the Website, we will collect your Data automatically, for example: we automatically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content.

Telephone calls

We record telephone calls to and from our office. We use the recordings to train our staff, check the quality of our service, and settle any disagreement about what was agreed on a call. Recordings are kept for 90 days, unless we need one for a specific complaint or dispute.

Our use of Data

Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

• internal record keeping;

in each case, in accordance with this privacy policy.

We may use your Data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed “Your rights” below).

Our legal reasons

We only use your Data where the law allows us to. We rely on:

• Contract — to quote for, carry out and invoice the work you ask us to do;
• Legal obligation — to keep tax and accounting records, issue electrical certificates, and meet our health and safety duties;
• Legitimate interests — to run our business, including credit control, checking the credit status of businesses we work for, recovering money we are owed, and recording calls for training, quality and settling disputes;
• Consent — for non-essential cookies, which you can change at any time.

Who we share Data with

We may share your Data with the following groups of people for the following reasons:

• our employees, agents and/or professional advisors — to contact clients when carrying out the work to ensure efficient delivery;

in each case, in accordance with this privacy policy.

We use a small number of trusted service providers to run our business. They handle your information only on our instructions and under written data processing terms:

• Supabase — hosts our job management system and its files (in the EU, Paris);
• Vercel — hosts the Website, and so receives technical information such as your IP address when you visit; and runs our job management system’s website (in the EU, Paris);
• Xero — our accounting software, for invoices and payments;
• Resend — delivers enquiries submitted through the Website’s enquiry form (including your name, contact details and message) to our email inbox; and sends and receives our emails from the job management system, such as job reports, invoices and statements;
• Anthropic — provides the artificial intelligence (AI) tools described below;
• Sentry — tells us when our system has an error so we can fix it (in the EU, Germany);
• Google — provides Google Analytics and Google Maps, as described in the Cookies section above;
• Yeastar — our telephone system, which logs and records calls to and from our office.

We also use Creditsafe, a credit reference agency, to check the credit status of businesses we work for. We share information with Creditsafe about how our invoices are paid. Late or non-payment may affect a business’s credit profile and its future access to trade credit. Creditsafe uses this information under its own privacy notice, available from creditsafe.com.

How we use AI

We use AI tools from Anthropic to help our staff work more efficiently. For example, they:

• read emails and documents you send us, such as orders, purchase orders and drawings, so they reach the right job;
• help draft site safety documents, such as risk assessments and method statements;
• tidy the wording of reports and letters before a member of staff checks and sends them.

We send only what each task needs. For example, we don’t send site street addresses for safety documents, and we don’t send the names of domestic customers. A member of our staff reviews anything the AI produces before it’s used. The AI doesn’t make decisions about you. Anthropic doesn’t use our data to train its AI models.

Transfers outside the UK

Some of our providers (Anthropic, Google, Resend, Xero and parts of Vercel) store or process information in the United States. When information goes outside the UK, we rely on the safeguards approved under UK data protection law, such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, as set out in each provider’s data processing terms. Data held in the EU or New Zealand is covered by UK adequacy regulations. You can ask us for details of these safeguards.

Keeping Data secure

We will use technical and organisational measures to safeguard your Data, for example:

• access to your account is controlled by a password and a user name that is unique to you;
• we store your Data on secure servers.

Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your Data, please let us know immediately by contacting us via this e-mail address: enquiries@rs-electrical-ltd.co.uk.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Data retention

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

In particular:

• accounting records, including quotes, invoices and payments, are kept for 6 years from the end of the financial year they relate to;
• electrical certificates and job records, including reports, site photographs and signed risk assessments and method statements, are kept for 15 years after the work is completed, because defects can come to light many years later;
• customer and site contact details are kept for 6 years after our last job or invoice for you;
• quotes for work we did not go on to carry out are kept for 2 years;
• call recordings are kept for 90 days, and call logs for 12 months.

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your rights

You have the following rights in relation to your Data:

• Right to access — the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
• Right to correct — the right to have your Data rectified if it is inaccurate or incomplete.
• Right to erase — the right to request that we delete or remove your Data from our systems.
• Right to restrict our use of your Data — the right to “block” us from using your Data or limit the way in which we can use it.
• Right to data portability — the right to request that we move, copy or transfer your Data.
• Right to object — the right to object to our use of your Data including where we use it for our legitimate interests.

To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is our legal basis for processing your Data), please contact us via this e-mail address: enquiries@rs-electrical-ltd.co.uk.

If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/.

It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it.

Links to other websites

This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Changes of business ownership and control

RS Electrical & Property Maintenance Ltd may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of RS Electrical & Property Maintenance Ltd. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

We may also disclose Data to a prospective purchaser of our business or any part of it.

In the above instances, we will take steps with the aim of ensuring your privacy is protected.

General

You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to this privacy policy

RS Electrical & Property Maintenance Ltd reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

You may contact RS Electrical & Property Maintenance Ltd by email at enquiries@rs-electrical-ltd.co.uk.