1. Who we are
PF Sparks Ltd is the controller of the personal information described in this notice. We are based in Kettering, Northamptonshire. Contact us at [email protected] or +44 7957 620636.
2. Information we collect
- Contact and identity details: name, company, email address, telephone number and postal or service address.
- Enquiry and job details: the work requested, urgency, preferred dates, property access information, correspondence, photographs, job notes, quotations, appointments, certificates and completion records.
- Financial and transaction details: invoice details, amounts, payment status and accounting records. Please do not send card details through the enquiry form.
- Website and security information: IP address, browser or device information, server logs and authentication/session records where generated by our hosting and security systems.
- Other information you choose to provide: including information needed to work safely at a property. Please avoid providing unnecessary sensitive personal information.
We usually collect information directly from you. We may also receive it from a landlord, tenant, property manager, main contractor, insurer, referral partner or another person who asks us to contact you. If you give us information about someone else, you should make sure you are entitled to do so.
3. Why we use information and our lawful bases
Where we rely on legitimate interests, we consider the need for the processing, its impact on you and whether your rights override our interests. We do not use personal information for solely automated decisions that produce legal or similarly significant effects.
4. When information is required
Fields marked as required on the enquiry form are needed so that we can understand and respond to your request. Contract, access, billing and certification information may be needed to provide the service or comply with law. If it is not provided, we may be unable to quote for or carry out the work.
5. Who we share information with
We share only what is reasonably necessary with categories of recipients such as:
- website, database, email, communications, IT support and secure backup providers;
- accountants, insurers, banks and payment providers;
- employees, authorised subcontractors, suppliers and other trades involved in the work;
- landlords, property managers, main contractors or customers where relevant to the instruction;
- electrical certification or competent-person schemes, building control, network operators and other safety or regulatory bodies;
- professional advisers, debt-recovery providers, courts, law enforcement and public authorities where lawful and necessary; and
- a buyer or successor if the business or its assets are reorganised or sold, subject to appropriate confidentiality.
We do not sell personal information.
6. International transfers
Some technology or communications providers may process information outside the United Kingdom. Where this occurs, we will use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved contractual clauses, together with supplementary safeguards where required. You may contact us for information about the relevant safeguard.
7. How long we keep information
- Unsuccessful or inactive enquiries: normally up to 24 months after the last contact.
- Customer, job, quotation, invoice, payment, certificate and contractual records: normally six years after completion or the end of the relevant accounting period, and longer where reasonably required for safety, insurance, warranty or legal claims.
- Website and security logs: normally up to 12 months unless an incident requires longer retention.
- Marketing records: until you opt out or the information is no longer needed; we may keep a minimal suppression record so that we respect an opt-out.
We may keep information for a different period where law, regulation, an insurer, a certification scheme or a live dispute requires it. We securely delete or anonymise information when it is no longer needed.
8. Security
We use proportionate technical and organisational measures designed to protect personal information, including restricted CRM access, password protection, secure hosting and backups. No internet transmission or storage system can be guaranteed completely secure. Please contact us promptly if you believe information has been lost, misused or disclosed without authority.
9. Your data protection rights
Depending on the circumstances, you may have rights to:
- be informed about how your information is used;
- request access to your personal information;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information;
- ask us to restrict processing;
- object to processing based on legitimate interests or to direct marketing;
- receive certain information in a portable format; and
- withdraw consent at any time where consent is the basis used.
Your right to object: you have an absolute right to object to direct marketing. You may also object to processing based on legitimate interests, although we may continue where we have compelling legitimate grounds or need the information for legal claims.
To exercise a right, contact us using the details in section 1. We may need to verify your identity. There is normally no fee, and we normally respond within one month, subject to the exemptions and extensions allowed by law.
10. Cookies and similar technology
The public website is not intended to use advertising or behavioural-tracking cookies. Essential session and authentication cookies may be used for the private CRM and security. If optional analytics, advertising or other non-essential technologies are introduced, the owner must update this notice and implement any consent mechanism required by UK law before enabling them.
11. Children
Our services are intended for property owners, occupiers, landlords and businesses, not children. We do not knowingly collect children’s information through this website. Contact us if you believe a child has provided personal information.
12. Third-party links and communications
Links to services such as WhatsApp and Instagram take you to third-party services that have their own privacy notices. Information sent through those services is also handled by the relevant provider. Please review its privacy information before use.
13. Complaints
Please contact us first so that we can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority. Visit ico.org.uk/make-a-complaint or telephone 0303 123 1113. You may also seek a remedy through the courts.
14. Changes to this notice
We may update this notice when our practices or legal obligations change. The latest version will be published here with its revision date. Material changes may also be brought to your attention by an appropriate method.