Privacy Policy

1. Information we collect

We may collect the following information when you contact us, submit a website form, request a quote, book work or use our services:

• Your name
• Email address
• Telephone number
• Property or job address
• Details about the drainage issue or service required
• Photos, videos or documents you choose to send us
• Messages or correspondence between you and KCL Maintenance
• Invoice and payment information
• Basic website usage information through Squarespace Analytics

We do not intentionally collect sensitive personal information unless you choose to provide it as part of your enquiry.

2. How we collect your information

We may collect information when you:

• Submit an enquiry through our website contact form
• Email, call, text or message us
• Request a quote or book drainage work
• Send us photos, videos or documents relating to a job
• Use our website

Our website is hosted by Squarespace. Website form submissions and basic website analytics may be processed through Squarespace.

3. How we use your information

We use your information to:

• Respond to enquiries
• Provide quotes and advice
• Arrange appointments and carry out drainage services
• Contact you about your booking or job
• Prepare invoices and keep business records
• Deal with questions, complaints or follow-up work
• Improve our website and services
• Meet legal, tax and accounting obligations

4. Our lawful basis for using your information

Under UK data protection law, we must have a lawful basis for using your personal information.

We usually rely on:

• Contract — where we need your information to provide a quote, arrange work, carry out services or manage payment.
• Legitimate interests — where we need to respond to enquiries, manage our business, keep records and improve our services.
• Legal obligation — where we need to keep records for tax, accounting or legal reasons.
• Consent — where required, such as for certain cookies or marketing communications.

5. Website analytics and cookies

Our website uses Squarespace Analytics to help us understand basic website performance, such as page visits and how visitors use the site.

Cookies or similar technologies may be used by Squarespace to operate the website, protect security, remember preferences and provide analytics.

Where required by law, non-essential cookies should only be used with your consent. You can manage cookies through your browser settings and any cookie controls available on the website.

6. Who we share your information with

We do not sell your personal information.

We may share limited information with trusted third parties where necessary, such as:

• Squarespace, which hosts our website and processes website forms
• Accountants, bookkeepers or professional advisers
• Payment or banking providers
• Subcontractors or specialist service providers, if needed to complete a job
• Insurers, legal advisers or authorities, where required

We only share information where there is a valid business or legal reason to do so.

7. How long we keep your information

We only keep personal information for as long as necessary.

Typical retention periods include:

• Website enquiries: up to 24 months, unless they become part of a customer record
• Customer job records and invoices: up to 7 years for tax, accounting and business record purposes
• Photos or job evidence: as long as reasonably needed for job records, disputes, insurance, warranty or service history
• General correspondence: as long as needed to deal with the enquiry or service issue

We may keep information for longer if required by law, insurance, accounting rules or an ongoing dispute.

8. How we protect your information

We take reasonable steps to protect your personal information from loss, misuse, unauthorised access or disclosure.

However, no website, email system or online service can be guaranteed to be completely secure.

9. Your rights

Under UK data protection law, you may have rights to:

• Access the personal information we hold about you
• Ask us to correct inaccurate information
• Ask us to delete information in certain circumstances
• Ask us to restrict how we use your information
• Object to certain uses of your information
• Withdraw consent where we rely on consent
• Complain to the Information Commissioner’s Office

To exercise your rights, contact us at:

Email: kclmaintenance@hotmail.com

You can also contact the Information Commissioner’s Office at www.ico.org.uk if you are unhappy with how we handle your information.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on this page.