Privacy Policy

Effective date: 16 September 2025
Domain covered: https://www.guardrailinspections.co.uk (the “Site”)
Who we are: Guardrail Inspections (the “Company”, “we”, “us”, “our”)

1) Who is the Data Controller

• The Data Controller for personal data processed via this Site and in our service delivery is:
  Guardrail Inspections (legal name to be inserted)
  Registered office: [Insert full address]
  Company number: [Insert if applicable]
  Email: privacy@guardrailinspections.co.uk
  Telephone: [Insert]

2) What Personal Data We Collect

We collect and process personal data that you provide or that is generated when you use the Site or engage our services:

• Contact details: name, job title, company, email, telephone, postal/site addresses.

• Enquiry details: project information, drawings/photos you upload, purchase orders, preferred dates, access notes.

• Commercial records: quotes, invoices, certificates, reports, and correspondence.

• Technical data (website): IP address, device/browser type, pages viewed, timestamps, referral source.

• Cookies/analytics: see Cookies section below.

• Call/meeting data: if you call or meet us, we may note time, attendees and outcomes.

• Recruitment (if applicable): CVs, cover letters, right-to-work information you choose to send.

We do not intentionally collect special category data via the Site.

3) How We Use Your Data (Purposes & Legal Bases)

We process personal data under the UK GDPR and the Data Protection Act 2018 on the following bases:

• To respond to enquiries and provide quotes
  Legal basis: Legitimate interests (B2B sales response) or steps prior to a contract.

• To deliver services (inspection, testing, maintenance) and issue certificates/reports
  Legal basis: Contract (performance of a contract).

• To manage our relationship (billing, support, renewals, reminders)
  Legal basis: Contract and Legitimate interests.

• To send essential service communications (e.g., safety notices, expiry reminders)
  Legal basis: Legitimate interests / Legal obligation (where applicable).

• To improve the Site and diagnose issues (analytics, security)
  Legal basis: Legitimate interests (operate and secure our services).

• Marketing to business contacts (sensible, relevant B2B updates)
  Legal basis: Legitimate interests. You can opt out anytime.

• Recruitment (processing applications)
  Legal basis: Legitimate interests / Steps prior to a contract.

Where we rely on consent (e.g., non-essential cookies), you can withdraw consent at any time via Cookie Settings.

4) Sharing Your Data (Processors & Recipients)

We share data only as needed to run our business and deliver services:

• IT/hosting & security providers (website host, backup, DDoS/CDN).

• Email/communications platforms and file transfer tools.

• CRM/quoting/invoicing and accounting providers.

• Analytics providers (aggregated usage insights).

• Subcontractors/engineers working under our instruction for scheduled works.

• Professional advisors (legal, tax, insurance).

• Authorities/regulators where required by law or to protect rights/safety.

All processors are bound by written Data Processing Agreements.

5) International Transfers

If any processor stores data outside the UK, we use appropriate safeguards (e.g., UK International Data Transfer Agreement or Addendum to EU SCCs, plus risk assessments). Details are available on request.

6) How Long We Keep Your Data (Retention)

We keep data only as long as necessary for the purposes set out above:

• Enquiries/quotes: typically 12–24 months from last contact.

• Service & compliance records (certificates/reports/invoices): typically 6–10 years (legal/accounting requirements; useful for audit history).

• Website analytics: typically 14–26 months (aggregated).

• Recruitment records: typically 6 months if unsuccessful, or longer with consent.

When no longer needed, data is securely deleted or anonymised.

7) Your Rights (UK GDPR)

You have the right to:

• Access your personal data.

• Rectify inaccurate or incomplete data.

• Erase data (where applicable).

• Restrict or object to processing (including B2B marketing).

• Portability (receive data in a usable format).

• Withdraw consent for non-essential processing at any time.

To exercise rights, contact privacy@guardrailinspections.co.uk. We may need to verify identity.

If you’re unhappy with our response, you can complain to the ICO:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Tel: 0303 123 1113 | ico.org.uk

8) Cookies & Similar Technologies

We use cookies to operate the Site, measure performance and (if you agree) improve content.

• Strictly necessary (always on): security, load-balancing, consent logging.

• Performance/analytics (consent): aggregated stats on visits and page usage.

• Functionality (consent): remember your preferences.

• Marketing (consent, if used): measure campaign effectiveness.

You can manage preferences anytime via Cookie Settings (link your banner here). You can also block cookies in your browser, but some features may not work.

Example data collected: IP (shortened or hashed where supported), device type, pages, time on site, referring URL, events (e.g., form interactions).

**9) Security

We use technical and organisational measures to protect personal data, including HTTPS, access controls, least-privilege accounts, encryption in transit, patching and staff training. No system is 100% secure; we monitor and respond to incidents in line with UK GDPR requirements.

10) Children’s Privacy

Our services and Site are aimed at business users. We do not knowingly collect personal data from children.

11) Third-Party Links

Our Site may link to other websites. We’re not responsible for their privacy practices. Please review their policies.

12) Changes to This Policy

We may update this policy from time to time. The latest version will always be posted on this page with the effective date above. Material changes will be highlighted where reasonable.

13) How to Contact Us

• Email: info@guardrailinspections.co.uk

• Phone: 01242 420 255

• Data protection contact/DPO (if appointed): [Insert name/email]

Version Control

• Version: 1.0

• Last updated: 16 September 2025