Privacy Policy

1. Who we are

Albion Mercer Limited is the controller of the personal information described in this policy.

Albion Mercer Limited
Company number: 17307186
ICO registration: ZC212916
Trading/contact address: 18a High West Street, Dorchester, Dorset, DT1 1UW
Telephone: 01305 237555
Email: enquiries@albionmercer.co.uk

2. Personal information we collect

Depending on how you contact us and the services you ask us to provide, we may collect and process:

• your name, job title, organisation and contact details;
• property addresses and information about buildings or premises;
• the service required, approximate scale of the work and project or enquiry details;
• correspondence, instructions, quotations, appointment and contract information;
• information contained in documents, photographs or records provided to us for the purpose of our services;
• billing, invoicing and payment information;
• technical information required for the secure operation of our website and online forms, where applicable.

Please avoid sending sensitive personal information through the website enquiry form unless it is genuinely necessary for your enquiry.

3. How we obtain personal information

Most personal information is provided directly by you when you contact us, request a quotation, instruct us, provide information for an assessment or inspection, or otherwise correspond with us.

We may also receive relevant information from managing agents, freeholders, RMCs, RTMs, property owners, contractors, professional advisers or other parties involved in managing a building or instructing our services.

4. Why we use personal information and our lawful bases

Enquiries and quotations

We use contact and project information to respond to enquiries, prepare quotations, arrange appointments and take steps at your request before entering into a contract. Our lawful bases are taking steps to enter into a contract and, where appropriate, our legitimate interests in responding efficiently to business enquiries.

Providing our services

We use information to arrange and carry out fire risk assessments, fire door inspections and related fire-safety services, prepare reports, communicate findings and administer the instruction. Our lawful bases are performance of a contract and our legitimate interests in providing and managing professional services.

Business administration, accounts and legal obligations

We use information for invoicing, accounting, record keeping, insurance, complaint handling, establishing or defending legal claims and complying with legal or regulatory obligations. Depending on the purpose, our lawful bases are contractual necessity, legal obligation and legitimate interests.

Website security and operation

Where technical information is processed to operate, protect or troubleshoot the website and its forms, we rely on our legitimate interests in maintaining a secure and reliable website and, where applicable, compliance with our legal obligations.

Marketing

We may occasionally contact business customers or professional contacts about relevant Albion Mercer services where permitted by law. We rely on consent where consent is required and otherwise on our legitimate interests where direct marketing is permitted. You can object to direct marketing at any time by contacting us or using any opt-out provided in the communication.

We do not use information submitted through the quotation form to add individuals automatically to a general marketing list.

5. Sharing personal information

We only share personal information where reasonably necessary. This may include:

• contractors, consultants or other competent professionals involved in delivering or following up the services you require;
• website, email, document-management, scheduling, accounting and other technology providers acting on our behalf;
• professional advisers, insurers, accountants or legal advisers;
• public authorities, regulators or law-enforcement bodies where disclosure is required by law;
• other parties where you instruct or authorise us to share information.

We require service providers handling personal information on our behalf to protect it appropriately and only use it for the relevant service.

6. International transfers

Some technology providers may process personal information outside the United Kingdom. Where this happens, we require appropriate protection in accordance with UK data protection law, using an applicable adequacy decision or recognised contractual safeguards where required.

7. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and for relevant legal, regulatory, professional and insurance requirements. As a general guide:

• enquiries that do not lead to an instruction are normally retained for up to 24 months;
• client, contract, report, inspection, invoice and associated correspondence records are normally retained for at least six years after completion of the relevant instruction, unless there is a reason to retain them longer;
• marketing contact information is retained until you opt out or it is no longer reasonably required;
• security or technical records are retained only for the period reasonably necessary for security, troubleshooting or legal purposes.

Paper records are securely destroyed and electronic records are securely deleted or anonymised when no longer required.

8. Your data protection rights

Depending on the circumstances, you may have the right to:

• ask for copies of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase personal information;
• ask us to restrict the processing of personal information;
• object to processing, including an absolute right to object to direct marketing;
• ask for information you provided to be transferred to you or another organisation in certain circumstances;
• withdraw consent at any time where we rely on consent.

These rights are subject to the conditions and exemptions in data protection law. You will not normally have to pay a fee. We normally have one month to respond to a valid request.

To exercise a right, contact enquiries@albionmercer.co.uk.

9. Cookies and similar technologies

Our use of cookies and similar storage or access technologies is explained in our Cookie Policy.

10. How to complain

If you have concerns about how we use personal information, please contact us first at enquiries@albionmercer.co.uk, by telephone on 01305 237555, or by post at 18a High West Street, Dorchester, Dorset, DT1 1UW.

You can also complain to the Information Commissioner's Office (ICO): Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline: 0303 123 1113. Website: ico.org.uk.

11. Changes to this policy

We may update this policy from time to time to reflect changes to our services, website, systems or legal requirements. The date at the top of the page shows when it was last updated.