Privacy Policy

A legal disclaimer

FW Property Maintenance Group we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our website or services.

This policy applies to clients, tenants, estate and letting agents, subcontractors, suppliers, and website visitors.

Information We Collect

We may collect and process the following types of personal information:

a) Personal & Contact Information

Name
Company or agency name
Email address
Phone number

b) Property & Job‑Related Information

Property addresses
Access details (e.g. tenant contact details, key safe information)
Job descriptions and maintenance requests
Photographs of works (before and after)

c) Website & Technical Information

IP address
Browser type and device information
Pages visited and time spent on our website

d) Financial & Transaction Information

Invoices and payment records
Bank details (where required for payments)

e) Subcontractor Information

Business contact details
Trade qualifications and certifications
Insurance details

How We Collect Your Information

We collect information when you:

Submit a form on our website
Contact us by phone, email, or in person
Request a quote or book services
Engage us to carry out works
Work with us as a subcontractor

We may also receive information from:

Estate and letting agents
Property owners or landlords
Tenants (where access is required)

How We Use Your Information

We use your information to:

Provide property maintenance, repair, and construction services
Arrange access to properties
Communicate with clients, agents, tenants, and subcontractors
Prepare quotations, job sheets, reports, and invoices
Comply with legal and regulatory obligations
Improve our website and services
Maintain health, safety, and compliance records

Legal Basis for Processing Data

Under UK GDPR, we process personal data based on:

Contractual necessity – to deliver services you request
Legal obligation – compliance with tax, health & safety, and regulatory requirements
Legitimate interests – running and improving our business
Consent – where explicitly provided (e.g. website enquiries)

Sharing Your Information

We may share your information with:

Subcontractors and tradespeople carrying out works
Estate and letting agents involved in property management
Accountants, insurers, and professional advisers
IT and website service providers
Legal or regulatory authorities where required by law

We never sell your personal data to third parties.

Data Security

We take appropriate technical and organisational measures to protect your personal data, including:

Secure storage systems
Restricted access to sensitive information
Password‑protected devices and accounts

Despite our best efforts, no system is completely secure, and data transmission over the internet cannot be guaranteed to be fully secure.

We only retain personal data for as long as necessary:

Client and job records are kept for legal, accounting, and insurance purposes
Financial records are retained in line with HMRC requirements
Photographs and reports are kept as long as relevant to completed works

When data is no longer required, it is securely deleted.

Your Data Protection Rights

You have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data (where applicable)
Object to or restrict processing
Request data portability
Withdraw consent at any time

To exercise your rights, contact us using the details above.

Our website may use cookies to:

Improve website functionality
Analyse website traffic
Enhance user experience

You can control or disable cookies through your browser settings.

Third‑Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and the updated date will be shown at the top.