Global Fire Safety Ltd (“Global Fire Safety”, “we”, “us”, “our”) respects your privacy. This policy explains what personal information we collect when you use our website global-firesafety.co.uk, request a quote, book a service or contact us, how we use it, and the rights you have under UK data protection law (the UK GDPR and the Data Protection Act 2018).

1. Who we are

Global Fire Safety Ltd is the data controller responsible for your personal information.

2. Information we collect

Information you give us

• Contact details – your name, email address, phone number and, where relevant, your company name.
• Property details – the address of the property to be inspected, property type and size, access arrangements, and tenant or managing-agent contact details you give us so we can arrange access.
• Enquiry details – the services you are interested in and anything you write in our quote form, emails, phone calls or WhatsApp messages.
• Booking and payment information – appointment dates, invoices and payment records. Card payments are handled by our payment provider; we do not store full card numbers.

Information created when we carry out work

• Inspection results, test records, photographs of equipment or defects, certificates and reports (for example Gas Safety Records, EICRs, Fire Risk Assessments and asbestos survey reports).

Information collected automatically

• Technical data – your IP address, browser type and the time you submitted a form. We use this to protect our forms from spam and abuse and to keep the website secure.

We do not knowingly collect information from children, and we do not ask for special category data (such as health information). Please do not include it in your messages.

3. How and why we use your information

We only use your information where the law allows us to. The table below sets out what we do and our lawful basis for doing it.

Purpose	Lawful basis
Responding to your enquiry and preparing a quote	Steps taken at your request before entering into a contract
Booking, carrying out and invoicing your inspection or service, and issuing certificates	Performance of a contract
Keeping job, safety and financial records	Legal obligation (for example tax and safety regulations) and our legitimate interests in being able to deal with queries and claims
Sending appointment confirmations, reminders and renewal reminders for certificates we have issued	Performance of a contract and our legitimate interests in helping customers stay compliant
Protecting our website and forms from spam, fraud and misuse	Legitimate interests
Sending marketing emails	Your consent, or our legitimate interests for existing customers (see section 4)
Improving our services and handling complaints	Legitimate interests

4. Marketing emails

If you are an existing customer, or asked us for a quote, we may email you about similar services, offers and certificate renewal reminders. You can opt out at any time. Otherwise we only send marketing emails if you have agreed to receive them.

Every marketing email includes an unsubscribe link. You can also email info@global-firesafety.co.uk with the subject “Unsubscribe”. We never sell your information or share it with other companies for their own marketing.

5. Who we share your information with

We share only what is necessary, with:

• Our engineers and assessors who carry out your inspection.
• Tenants, letting agents or property managers where needed to arrange access, and anyone you ask us to send your certificate to.
• Service providers who help us run the business, under contracts that require them to protect your data. These include website hosting and business email (GoDaddy and Microsoft 365), the email service that sends our website’s notifications (Google), WhatsApp (Meta) if you message us there, and our accounting, payment and IT providers.
• Registration and certification bodies (for example Gas Safe Register or NAPIT) where the law or scheme rules require us to notify work or allow audits.
• Professional advisers such as accountants, insurers and solicitors.
• Authorities such as HMRC, local authorities or the police, where the law requires it.

6. International transfers

Some of our service providers (such as Google, Microsoft and Meta) may process data outside the UK. Where they do, we make sure appropriate safeguards are in place. These include UK adequacy regulations, the UK Extension to the EU–US Data Privacy Framework, or the UK International Data Transfer Agreement or Addendum.

7. How long we keep your information

Information	How long
Enquiries and quotes that did not go ahead	Up to 2 years from your last contact
Job records, certificates, reports and invoices	6 years after the work was completed, or longer if a law or certification scheme requires it
Marketing preferences	Until you unsubscribe. After that we keep a minimal record so we don’t email you again.
Website security logs	Up to 12 months

After these periods we securely delete or anonymise your information.

8. Keeping your information secure

We use appropriate technical and organisational measures to protect your personal information. These include encrypted (HTTPS) connections, password-protected systems with limited staff access, and reputable, secure service providers. No online transmission is ever completely secure, but we work hard to protect your data. We will tell you and the ICO about a data breach where the law requires it.

9. Cookies

Our website uses only the cookies it needs to work, for example to keep the site secure and to remember preferences. They do not track you for advertising.

If we add analytics or marketing cookies in future, we will ask for your consent first using a cookie banner, and update this policy. You can also block or delete cookies in your browser settings.

10. Your rights

You have the right to:

• Access – ask for a copy of the personal information we hold about you.
• Rectification – ask us to correct information that is inaccurate or incomplete.
• Erasure – ask us to delete your information where there is no good reason to keep it.
• Restriction – ask us to limit how we use your information.
• Objection – object to processing based on legitimate interests, and to direct marketing at any time.
• Portability – ask for information you gave us in a commonly used electronic format.
• Withdraw consent – where we rely on consent, you can withdraw it at any time.

To use any of these rights, email info@global-firesafety.co.uk or call 020 3977 7556. There is normally no charge. We will reply within one month. We may need to confirm your identity first.

11. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator: ico.org.uk/make-a-complaint or 0303 123 1113.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.