Privacy Notice

Introduction

At Quality Roofing Hampshire Ltd, we take your privacy seriously. This Privacy Notice explains how we collect, use, store, and protect your personal data when you use our website, contact us, or when we carry out repair and maintenance services at your property on behalf of your landlord or housing provider.

We are committed to ensuring that your privacy is protected and that we comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our Role in Data Protection

When you visit our website or contact us directly: 

We act as the Data Controller. This means we decide how and why your data is processed.

When we carry out repairs at your home: 

We usually act as a Data Processor on behalf of your landlord, housing association, or local authority. In these cases, your housing provider is the Data Controller, and we only process your information based on their strict written instructions to get the job done.

What Information We Collect

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

Contact details: Your name, address, email address, and telephone number.

Property details: Information about your home, access requirements, and specific maintenance issues.

Photographs: Images of the repair work required or completed at your property (we train our staff to avoid capturing identifying features or people wherever possible).

Communication records: Emails, letters, or notes from telephone calls regarding your repair or enquiry.

Website data: Basic analytics data such as your IP address and how you navigate our site (managed via cookies).

How We Use Your Information

We use your personal data for the following purposes:

To provide our services: To schedule appointments, attend your property, and carry out necessary roofing or maintenance works. (Lawful basis: Contractual obligation / Legitimate interest).

To ensure Health & Safety: To protect you, the public, and our operatives while works are being carried out. (Lawful basis: Legal obligation).

To update your landlord: To report on the progress and completion of works, including sharing site photographs to prove the job was done correctly. (Lawful basis: Legitimate interest / Contractual obligation to the Data Controller).

To respond to enquiries: To answer questions you submit through our website or via email. (Lawful basis: Consent / Legitimate interest).

Who We Share Your Data With

We will never sell your personal data. 

We only share your data with trusted third parties where absolutely necessary:

Your Housing Provider/Landlord: We share updates, completion reports, and photos with the organisation that ordered the repair.

Our Subcontractors: If we need a specialist (e.g., a scaffolder or asbestos remover) to help complete your repair, we will share the minimum necessary details (like your address) so they can attend safely.

Our IT & Software Providers: We use secure cloud systems (such as Microsoft 365) to store data. We ensure these providers meet strict UK security standards.

We ensure that all personal data remains strictly within the UK or the European Economic Area (EEA).

How Long We Keep Your Data

We only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

For housing maintenance contracts, we are legally required by our clients to retain operational records (which may include your address and details of the work completed) for up to 11 years following the end of the overarching contract, in order to cover long-term liability and workmanship warranties.

Your Data Protection Rights

Under UK data protection law, you have specific rights regarding your personal data:

Right of Access: You can request a copy of the personal data we hold about you (a Subject Access Request).

Right to Rectification: You can ask us to correct inaccurate or incomplete data.

Right to Erasure: You can ask us to delete your personal data in certain circumstances.

Right to Restrict Processing: You can ask us to limit how we use your data.

Right to Data Portability: You can request that we transfer your data to another organisation.

Note: If we are processing your data on behalf of your housing provider (as a Data Processor), we may need to forward your request to them to ensure it is handled correctly according to their policies.

How to Contact Us

If you have any questions about this Privacy Notice, or if you would like to exercise any of your data protection rights, please contact our Data Protection Lead:

Email: dataprotection@qualityroofinghampshire.com

Phone: 07803844914

Postal Address: RG23 8DH

Complaints

If you feel that we have not handled your data correctly, we encourage you to contact us first so we can put things right. However, you also have the right to lodge a complaint directly with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).