Privacy and data protection

Privacy and Data Protection Policy

Last updated: 17 July 2026

This notice explains how Pro Facilities Ltd handles personal information when people use this website, make an enquiry, ask for a quotation, receive services, supply goods or services, apply for work, or communicate with the company.

1. Who is responsible for your information?

Pro Facilities Ltd is the data controller for the personal information described in this notice. Questions, requests or complaints can be sent through our contact page or raised by calling 0800 958 9968.

2. Information we may collect

Depending on your relationship with us, we may collect:

  • name, job title, organisation and business contact details;
  • site address, postcode, access information and service requirements;
  • enquiry, quotation, project, maintenance and communication records;
  • images, drawings or documents that you choose to provide;
  • supplier, subcontractor, recruitment or employment-related information;
  • website and consent information, such as device, page and cookie-choice data where permitted.

Please do not include unnecessary sensitive personal information in a website enquiry.

3. Where information comes from

Most information comes directly from you. It may also come from your employer, a customer, property manager, supplier, subcontractor, authorised representative, publicly available business source or the organisation responsible for a site.

4. Why we use information

We use personal information to:

  • respond to enquiries and take steps requested before a contract;
  • prepare quotations, arrange attendance and deliver contracted services;
  • plan safe access, coordinate engineers and communicate about works;
  • manage customers, suppliers, subcontractors, applicants and business contacts;
  • keep operational, financial, security, quality and legal records;
  • protect the website, prevent abuse and improve service performance;
  • send business updates where we have permission or another lawful basis to do so.

5. Lawful bases

The lawful basis depends on the context. We may process information because it is necessary to take requested steps or perform a contract, because a legal obligation applies, because we have a legitimate business interest that is not overridden by your rights, or because you have given consent. You can withdraw consent at any time where consent is the basis used.

6. Who may receive information?

Information is shared only where needed. Recipients may include authorised Pro Facilities personnel, engineers and subcontractors involved in the work, hosting, email, website, analytics and business-system providers, professional advisers, insurers, payment or accounting providers, customers responsible for a site, and public authorities where disclosure is required by law.

We do not sell personal information.

7. International transfers

Some technology providers may process information outside the United Kingdom. Where this happens, we expect an applicable UK adequacy regulation, recognised safeguard or approved transfer mechanism to protect the information.

8. How long we keep information

We keep information only as long as it is reasonably needed for the purpose collected. Retention is guided by the type of record, the service or contract, accounting and insurance requirements, safety and warranty needs, possible disputes and applicable legal obligations. Information that is no longer required is deleted, anonymised or securely restricted.

9. Security

We use proportionate organisational and technical measures intended to protect personal information. Access is limited to people and service providers who need it for their role. No internet service can guarantee absolute security, so please use the contact route if you believe information has been sent to us in error.

10. Your data-protection rights

Depending on the circumstances, you may have the right to ask for access, correction, deletion, restriction, portability or objection, and to withdraw consent. Some rights are subject to legal conditions and exemptions. We may need to confirm your identity before acting on a request.

11. Cookies, analytics and marketing

Our Cookie Policy explains the website categories and available choices. Optional analytics and external-media technologies should operate only after the relevant choice. Marketing messages will include an appropriate way to opt out.

12. Recruitment, suppliers and business contacts

Applicant information is used to assess suitability, communicate about opportunities and meet legal or record-keeping needs. Supplier, subcontractor and business-contact information is used for due diligence, service coordination, contract administration, payment, safety and relationship management.

13. Complaints and contact

Please contact us first so we can review your concern. You also have the right to complain to the UK Information Commissioner’s Office. Guidance and complaint routes are available at ico.org.uk/make-a-complaint.

14. Changes to this notice

We may update this notice when our services, suppliers or legal obligations change. The revision date at the top identifies the current version.