Privacy policy
What is this Privacy Policy for?
This Privacy Policy explains how Trade Bank Ltd collects, uses, stores and protects your personal data when you contact us, request a quote, use our website, or engage us to provide property maintenance services.
We are committed to protecting your privacy and handling your personal information in a clear, secure and responsible way.
When we collect and use your personal data, we do so in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws in the United Kingdom.
This policy explains:
who we are
what personal data we collect
how we collect and use your personal data
who we may share it with
how long we keep it
your rights in relation to your personal data
how to contact us if you have any questions or concerns
Please read this policy carefully.
Key terms of the policy:
We, us, our | Trade Bank Ltd |
Personal data | Any information that relates to an identifiable individual. |
Special category personal data | This includes sensitive personal data, such as information about:
We do not normally need to collect special category personal data in the course of providing our services. |
Personal data we collect about you
We may collect the following personal data when you contact us, request a quote, book work with us, or use our website:
Personal data we will collect |
|
This information helps us understand your enquiry, provide quotes, arrange visits, carry out work, and manage our customer relationship with you.
If you do not provide the information we need, it may delay or prevent us from responding to your enquiry or providing our services.
How your personal data is collected
We collect most personal data directly from you, including when you:
- call us
- email us
- message us through social media
- complete a website contact form
- request a quote
- send us photographs or information about a job
- speak to us in person
- engage us to carry out property maintenance or repair work
We may also collect information:
- from publicly available sources, where relevant
- from someone acting on your behalf, such as a family member, landlord, tenant, letting agent, property manager or business representative
- through our website, including by the use of cookies and analytics tools
- through our IT systems, such as email, scheduling, invoicing and customer management systems
How and why we use your personal data
Under data protection law, we must have a lawful basis for using your personal data. We may use your personal data for the following reasons:
- to respond to your enquiry
- to provide a quote or estimate
- to arrange site visits, appointments and work schedules
- to carry out property maintenance, repairs or improvement services
- to communicate with you about your job or enquiry
- to send invoices and manage payments
- to keep internal records of jobs, communications and customer history
- to improve our services, systems and customer experience
- to maintain website security and performance
- to comply with legal or regulatory obligations
- to establish, exercise or defend legal claims where necessary
- to send marketing communications where permitted by law or where you have consented
Our lawful bases for processing your personal data may include:
To take steps at your request before entering into a contract
For example, when you ask us for a quote or contact us about work you may want carried out.
To perform a contract with you
For example, when we use your details to schedule work, communicate with you, and complete the services you have asked us to provide.
To comply with our legal obligations
For example, to keep financial records, comply with tax requirements, or respond to lawful requests from authorities.
For our legitimate interests
For example, to operate our business efficiently, maintain customer records, improve our services, protect our systems, and follow up on enquiries and completed work.
Where we rely on legitimate interests, we do so only where we believe your rights and freedoms are not overridden.
Special category personal data
We do not normally collect or process special category personal data.
If, in rare circumstances, you provide us with special category personal data, we will only use it where the law allows us to do so, including where necessary with your explicit consent or where required for legal reasons.
Who we share your personal data with
We may share your personal data with trusted third parties where necessary for the operation of our business and the delivery of our services. These may include:
- IT and website service providers
- email and communication providers
- scheduling, CRM or job management software providers
- accounting, invoicing and payment service providers
- marketing service providers
- professional advisers such as accountants, insurers or legal advisers
- subcontractors or suppliers where necessary to help deliver services
- regulatory bodies, government authorities or law enforcement agencies where required by law
We only share information where necessary and we take reasonable steps to ensure that any third party handling your personal data does so securely and in accordance with applicable data protection law.
We do not sell your personal data to third parties.
Where your personal data is held
Your personal data may be stored at our business premises and within the systems used by our trusted service providers.
These may include secure cloud-based systems used for:
- email communication
- customer records
- job scheduling
- invoicing and accounts
- website hosting
- form submissions and enquiries
Some providers may store data outside the United Kingdom. Where this happens, we will take appropriate steps to ensure your personal data is protected and transferred lawfully.
How long we keep your personal data
We keep your personal data only for as long as necessary for the purposes for which it was collected, including:
- responding to enquiries
- providing services
- maintaining customer and job records
- complying with legal, tax and accounting obligations
- resolving complaints or disputes
- enforcing our legal rights
The length of time we keep your data may vary depending on the type of information and the reason we hold it.
For example, we may retain:
- enquiry records for a reasonable period in case you come back to us
- customer and job records for as long as needed for business, tax and legal purposes
- marketing preferences until you unsubscribe or ask us to stop
- website analytics data in line with our website and cookie settings
When your personal data is no longer required, we will delete it securely or anonymise it.
Further details about our retention periods are available on request.
Your rights
Under data protection law, you have rights in relation to your personal data. These rights may include:
Access
You have the right to ask for a copy of the personal data we hold about you.
Rectification
You have the right to ask us to correct inaccurate or incomplete personal data.
Erasure
You have the right to ask us to delete your personal data in certain circumstances.
Restriction of processing
You have the right to ask us to restrict how we use your personal data in certain situations.
Data portability
You may have the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format.
Object to processing
You have the right to object to certain types of processing, including direct marketing.
Rights relating to automated decision-making
You have the right not to be subject to a decision based solely on automated processing where that decision has legal or similarly significant effects on you.
We do not normally carry out automated decision-making of this kind.
To exercise any of your rights, please contact us using the details below.
We may need to ask for information to verify your identity before responding to your request.
Promotional communications
We may use your contact details to send you updates about our services, offers, promotions or business news where permitted by law.
We may contact you by:
- telephone
- text message
We will only send you marketing communications where we are allowed to do so under applicable law, and where required, we will ask for your consent.
You can opt out of receiving marketing communications at any time by:
- contacting us directly
- using the unsubscribe link in an email, where available
We will not share your personal data with other organisations for their own marketing purposes.
Cookies and website usage
Our website may use cookies and similar technologies to help it function properly, improve user experience, and collect information about how visitors use the site.
Cookies may be used for purposes such as:
- website functionality
- traffic analysis
- performance monitoring
- user preferences
You can control cookies through your browser settings. If you disable certain cookies, some parts of the website may not function as intended.
A separate Cookies Policy may also be provided on our website.
Keeping your personal data secure
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, misuse, loss, destruction or damage.
These measures may include:
- secure email and password practices
- restricted access to personal data
- use of trusted software providers
- secure storage of records
- staff awareness of confidentiality and data protection responsibilities
Although we take security seriously, no system is completely secure. If we become aware of a personal data breach that we are legally required to report, we will do so in accordance with our legal obligations.
How to complain
We hope we can resolve any concerns you may have about how we use your personal data.
If you have any questions or complaints, please contact us first.
You also have the right to complain to the Information Commissioner’s Office (ICO), which is the UK regulator for data protection.
The ICO can be contacted through its website or by telephone.
Changes to this privacy policy
We may update this Privacy Policy from time to time to reflect changes in the law, our services, or the way we operate our business.
Any updates will be posted on our website with a revised effective date.
How to contact us
If you have any questions about this Privacy Policy or the personal data we hold about you, please contact:
Trade Bank Ltd
Phone: 07753 280608
Email: james@trade-bank.co.uk
