01
Introduction
Benjamin Services is committed to handling personal information
fairly, securely and transparently. This Privacy Policy explains
how we collect, use, store, share and protect information when you:
- Visit or use our website
- Submit an enquiry or request a quotation
- Call, email or message our team
- Book a repair, inspection, maintenance or property service
-
Provide details about a property, installation, fault,
renovation or construction project
-
Work with us as a customer, landlord, tenant, supplier,
contractor or professional contact
We process personal information in line with applicable UK data
protection and privacy law, including the UK General Data
Protection Regulation, the Data Protection Act 2018 and relevant
electronic communications rules.
02
Who Is Responsible for Your Information?
For the personal information covered by this policy,
BENJAMIN PROPERTY SERVICES LTD generally acts as
the data controller. This means that we decide why your information
is needed and how it is processed.
Registered company
BENJAMIN PROPERTY SERVICES LTD
Trading name
Benjamin Services
Company number
17299500
Service address
80 Bridge Lane, London, NW11 0EJ
Questions, requests or concerns relating to personal information
should be sent to
Benjaminpropertyservice@gmail.com
.
03
Personal Information We May Collect
The information we collect depends on how you contact us and the
type of property service you request. It may include:
Identity and contact details
Your name, telephone number, email address, postal address
and preferred method of communication.
Property and access details
The property address, property type, occupancy status,
access arrangements, parking information and authorised
contacts.
Service and project information
Details about faults, repairs, electrical systems,
plumbing, heating, roofing, damp, renovations,
installations, drawings and project requirements.
Bookings and customer records
Appointment dates, quotation details, job records,
correspondence, inspection findings, reports,
recommendations and previous work.
Financial and transaction information
Billing details, invoices, payment status, transaction
references and refund records. Payment-card details may be
processed directly by an authorised payment provider.
Photographs, videos and documents
Property photographs, videos, floor plans, reports,
certificates, quotations, specifications or files supplied
for assessment or project delivery.
Website and technical information
IP address, browser type, device information, pages viewed,
referring pages, website interactions and security logs.
Information you provide voluntarily
Any additional information you choose to share when
contacting us, requesting a service or working with our
team.
04
How We Collect Personal Information
We may collect personal information:
-
Directly from you through website forms, telephone calls,
emails, WhatsApp messages or face-to-face communication
-
When you request a quotation, inspection, booking, repair or
property service
-
From a landlord, tenant, managing agent, estate agent,
contractor or another authorised person
-
Through website cookies, security logs, server records and
analytics tools where enabled
-
Through booking, payment, communication, accounting or website
service providers
-
From publicly available sources where obtaining the
information is relevant and lawful
When another person provides information about you, they should
have authority or another lawful reason to share that information.
05
How and Why We Use Personal Information
We only use personal information where there is a clear business
purpose and an appropriate lawful basis.
Purpose
Typical lawful basis
Responding to enquiries and understanding your requirements
Steps requested before entering a contract or legitimate
interests
Preparing quotations, estimates and project proposals
Steps requested before entering a contract
Arranging appointments, bookings and property access
Contract or steps requested before entering a contract
Providing repairs, maintenance, inspections, installations,
renovations and other property services
Performance of a contract
Preparing job sheets, inspection reports, safety records,
certificates and project documentation
Contract, legal obligation or legitimate interests
Managing invoices, payments, refunds and accounting records
Contract, legal obligation or legitimate interests
Managing complaints, disputes, insurance matters and claims
Legitimate interests or legal obligation
Protecting our website, preventing misuse and diagnosing
technical problems
Legitimate interests
Improving our website, services and customer experience
Legitimate interests or consent where required
Sending optional service updates or marketing messages
Consent or another basis permitted by applicable marketing
rules
Where we rely on legitimate interests, we consider whether the use
of your information is necessary, proportionate and consistent
with your reasonable expectations.
06
Property Records, Reports and Certificates
Some services require us to create, receive or retain records such
as:
- Electrical inspection and installation records
- Gas-safety and heating-related records
- Plumbing, boiler and maintenance job sheets
- Property inspection findings and recommendations
- Renovation drawings, specifications and project notes
-
Photographs or videos showing property conditions or completed
work
-
Licensing, compliance, planning or building-control
documentation
These records may contain information relating to customers,
landlords, tenants, contractors, property managers or authorised
representatives. We may keep them where reasonably necessary for
contractual, safety, insurance, certification, regulatory or legal
purposes.
07
When We May Share Personal Information
Benjamin Services does not sell personal information to
advertisers or unrelated third parties.
We may share limited information where reasonably necessary with:
-
Employees, tradespeople, engineers, authorised subcontractors
and project partners
-
Equipment manufacturers, wholesalers, merchants and suppliers
-
Landlords, tenants, managing agents, property managers or main
contractors involved in the work
-
Booking, email, telephone, messaging and customer-management
providers
-
Website hosting, security, analytics and technical-support
providers
-
Payment processors, banks, invoicing and accounting providers
-
Insurers, solicitors, accountants and other professional
advisers
-
Certification, licensing, registration or regulatory bodies
where relevant
-
Courts, public authorities, law-enforcement agencies or
regulators where disclosure is legally required
Service providers acting on our behalf are expected to process
personal information only for authorised purposes and to protect
it appropriately.
08
International Data Transfers
Some website, cloud-storage, communication, analytics, email or
software providers may process information outside the United
Kingdom.
Where personal information is transferred internationally, we take
reasonable steps to ensure that an appropriate legal safeguard is
in place. This may include:
- A UK adequacy regulation
- Approved contractual data-protection safeguards
-
Another international transfer mechanism permitted by UK law
09
How Long We Keep Personal Information
We keep personal information only for as long as it is reasonably
required for the purpose for which it was collected and for any
applicable legal, contractual, regulatory, accounting or insurance
requirements.
General enquiries
Normally up to 24 months after the last meaningful contact
Unaccepted quotations
Normally up to 24 months, unless a longer period is
reasonably justified
Customer and project records
Normally up to six years after completion or the end of the
customer relationship
Invoices and accounting records
Retained for the period required by applicable tax,
accounting and legal rules
Reports and certificates
Retained where required for safety, certification,
contractual or evidential purposes
Marketing preferences
Retained while relevant, including suppression records
needed to respect opt-out requests
Information may be kept for longer where there is an unresolved
complaint, dispute, insurance matter, legal claim, regulatory
requirement or another justified reason.
Information that is no longer required will be deleted,
anonymised or securely disposed of where reasonably practicable.
10
Data Security
We use reasonable technical and organisational measures designed
to protect personal information against accidental loss,
unauthorised access, alteration, disclosure or misuse.
These measures may include:
- Controlled access to business systems and records
- Account authentication and password protection
- Secure website connections where supported
- Software, server and device security updates
- Restricted access to customer and project information
- Secure deletion and document-disposal procedures
-
Review of service providers that process personal information
No internet connection, email service or electronic storage system
can be guaranteed to be completely secure. Please avoid sending
unnecessary confidential or sensitive information through
unsecured communication channels.
11
Cookies and Similar Technologies
Our website may use cookies and similar technologies to:
- Operate essential website features
- Remember interface or privacy preferences
- Protect forms and website security
- Understand website performance and visitor activity
-
Measure enquiries, bookings or advertising performance where
enabled
Where consent is legally required, optional cookies or similar
technologies will not be activated until you have made an
appropriate choice. Essential technologies or those covered by a
legal exception may operate without prior consent.
Cookie preferences may be available through our website banner or
privacy controls. You can also manage cookies through your browser,
although disabling essential technologies may affect how the
website works.
12
Marketing Communications
Messages relating to quotations, appointments, reports, invoices,
ongoing projects or requested services are service communications
and are not treated as optional marketing.
We may send information about relevant Benjamin Services services
where:
- You have provided valid consent
-
Another lawful basis permitted by applicable direct-marketing
rules applies
-
The communication is reasonably relevant to an existing
customer relationship
You can opt out of marketing messages at any time by using an
unsubscribe option where available or by emailing
Benjaminpropertyservice@gmail.com
.
We may retain a limited suppression record to make sure that your
opt-out preference continues to be respected.
13
Your Data Protection Rights
Depending on the circumstances and the lawful basis used, you may
have the right to:
Access
Ask for a copy of the personal information we hold about
you.
Rectification
Ask us to correct information that is inaccurate or
incomplete.
Erasure
Ask us to delete personal information in certain
circumstances.
Restriction
Ask us to limit how information is processed in certain
circumstances.
Objection
Object to processing based on legitimate interests or
direct marketing.
Data portability
Request eligible information in a structured,
commonly used and machine-readable format.
Withdraw consent
Withdraw consent where consent is the basis on which we use
your information.
Complain
Raise a concern with us or complain to the Information
Commissioner’s Office.
These rights are not absolute and may be subject to legal
exceptions. We may need to verify your identity before responding
to a request.
To exercise a data-protection right, email
Benjaminpropertyservice@gmail.com
and explain what you would like us to do.
14
Complaints and the Information Commissioner
Please contact Benjamin Services first if you have concerns about
how your personal information has been handled. We will review the
matter and try to resolve it fairly.
You also have the right to raise a complaint with the UK data
protection regulator:
15
Third-Party Websites and Services
Our website may contain links to maps, manufacturers, payment
providers, social-media platforms, booking systems or other
external websites and services.
These third parties operate under their own privacy notices and
terms. Benjamin Services is not responsible for the privacy
practices, security or content of external websites or services
that we do not control.
16
Children’s Information
Our website and property services are not directed specifically at
children. We do not knowingly collect personal information
directly from children where it is not reasonably necessary.
Where information relating to a child is relevant to property
access, occupancy, safety or service arrangements, it should
normally be provided by a parent, guardian, landlord, managing
agent or another authorised adult.
17
Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes to our
services, website technology, suppliers, business practices or
legal requirements.
The latest version will be published on this page, and the
revision date at the top of the policy will be updated.
Where appropriate, significant changes may also be communicated
through the website or another suitable method.