Privacy Policy

Last updated: 17 May 2026

Introduction

QF Property Maintenance Ltd ("QF Maintenance", "we", "us" or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, share and protect personal data when you visit our website, contact us, request a quote, book a service, receive maintenance services from us, or otherwise interact with our business.

This policy is intended to give you clear information about our data practices and your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

QF Property Maintenance Ltd is the controller responsible for the personal data covered by this Privacy Policy.

Registered/business address: Suite 223, Loughton Seedbed Center, Langston Road, Loughton, IG10 3TQ.

Email: info@qfmaintenance.com

Phone: 020 8050 4507

Definitions

Personal data means any information that identifies you or can reasonably be linked to you. Processing means anything we do with personal data, including collecting, storing, using, sharing, updating or deleting it. Controller means the organisation that decides why and how personal data is used. Processor means an organisation that processes personal data on behalf of a controller.

Information we collect

We may collect and use the following categories of personal data, depending on how you interact with us:

Identity data, such as your name, company name, landlord, tenant or property manager details where relevant.
Contact data, such as email address, phone number, postal address and preferred contact method.
Property and service data, such as service address, access details, job description, photographs you provide, appointment preferences, safety notes, parking/access notes and information about the requested maintenance issue.
Booking and communication data, such as enquiries, quote requests, booking forms, call notes, emails, messages, feedback, complaints and aftercare communications.
Service record data, such as work requested, work carried out, materials or parts used, attendance records, job status, notes from engineers or contractors, completion records and warranty or follow-up information.
Payment and billing data, such as invoice details, amounts owed, payment status, transaction references and accounting records. We do not intentionally collect full payment card details through this website.
Technical and website usage data, such as IP address, browser type, device type, operating system, referral source, pages visited, timestamps, error logs and approximate location inferred from technical data.
Marketing preference data, such as whether you have agreed to receive updates, whether you have opted out, and what types of communications may be relevant to you.

Information you provide directly to us

You may provide personal data directly when you complete a website form, call us, email us, request a quote, book a plumber/heating/drainage/handyman service, provide details about a property issue, send photographs, ask for support, make a complaint, leave feedback or communicate with us through social media or messaging channels.

Information collected automatically

When you use our website, some technical information may be collected automatically through cookies, server logs, analytics tools and similar technologies. This may help us keep the website secure, understand performance, identify errors, measure traffic and improve the experience for visitors.

Information from third parties

We may receive personal data from third parties where relevant to the service requested. This may include landlords, tenants, managing agents, property managers, referral partners, suppliers, payment or invoicing providers, booking/form providers, analytics providers, insurers, professional advisers or public sources where lawful and necessary.

Our lawful bases for processing

We only use personal data where we have a lawful basis. Depending on the context, we may rely on:

Contract: to provide quotes, take steps before entering a contract, arrange bookings, deliver services, manage payment and provide aftercare.
Legitimate interests: to run and improve our business, respond to enquiries, manage customer relationships, maintain service records, prevent misuse, protect our website, recover debts, handle complaints and keep customers informed about relevant services.
Legal obligation: to comply with tax, accounting, regulatory, insurance, health and safety, fraud prevention, legal claim and law enforcement obligations.
Consent: where you give consent, for example for certain marketing communications or non-essential cookies where required. You can withdraw consent at any time.

How we use your information

We use personal data for the following purposes:

To respond to enquiries and provide quotes, estimates or service information.
To arrange appointments, confirm bookings, allocate staff or contractors and deliver requested property maintenance services.
To contact you about access arrangements, emergency issues, job updates, delays, follow-up work, reminders or service-related matters.
To process invoices, payments, refunds, credit control and accounting records.
To maintain records of work requested, work completed, materials used, customer instructions, complaints, warranties and aftercare.
To manage customer service, quality control, training, internal reporting and business administration.
To improve our website, services, forms, communications and customer experience.
To protect our rights, property, staff, customers, website and systems.
To comply with legal obligations and respond to lawful requests from authorities, regulators, insurers or courts.

Marketing communications

We may contact existing customers with relevant service updates or information about similar property maintenance services where the law allows. Where consent is required, we will ask for consent first. You can opt out of marketing at any time by contacting info@qfmaintenance.com or using any unsubscribe option included in a message.

We do not sell personal data. We may share personal data only where necessary and appropriate, including with:

Our employees, approved contractors, tradespeople or engineers who need information to provide services.
Suppliers, merchants, manufacturers or warranty providers where needed for parts, materials, quotes, technical support or warranty claims.
Website, hosting, CRM, booking, form, email, analytics, communication, IT support and security providers.
Payment, banking, invoicing, bookkeeping and accounting providers.
Insurers, solicitors, accountants, debt recovery providers, dispute resolution services and other professional advisers.
Regulators, public authorities, courts, law enforcement or other third parties where we are legally required to disclose data or need to protect our legal rights.

Where third parties process personal data for us, we expect them to use appropriate safeguards and process it only for agreed purposes.

Business transfers

If QF Maintenance is involved in a business sale, reorganisation, merger or transfer of assets, relevant customer and business records may be shared with advisers, potential buyers or a successor organisation where lawful and necessary.

Cookies and tracking technologies

Our website may use cookies and similar technologies for essential operation, security, performance, analytics, functionality and, where used, marketing. Strictly necessary cookies help the website work properly. Non-essential cookies, such as analytics or marketing cookies, should only be used with consent where required by law.

You can manage cookies through your browser settings. Where our website provides a cookie banner or preference tool, you can use it to manage your choices. Disabling some cookies may affect website functionality.

Your privacy rights and choices

Depending on the circumstances, you may have the following rights under UK data protection law:

Right of access: to ask for a copy of personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete personal data.
Right to erasure: to ask us to delete personal data in certain circumstances.
Right to restriction: to ask us to limit how we use personal data in certain circumstances.
Right to object: to object to processing based on legitimate interests or direct marketing.
Right to data portability: to ask for certain data in a structured, commonly used format where applicable.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time.

How to exercise your rights

To exercise your rights, contact info@qfmaintenance.com. We may need to verify your identity before acting on a request. We will respond within the timeframe required by law. Some rights are subject to legal limits, exemptions or competing obligations such as accounting, legal claims or safety requirements.

Data retention

We keep personal data only for as long as necessary for the purpose it was collected, including service delivery, customer support, legal, tax, accounting, insurance, warranty and dispute purposes. Typical retention periods may include:

Enquiry records: for a reasonable period after the enquiry so we can respond, follow up and improve service.
Customer, booking and service records: for as long as needed to manage the service relationship, aftercare, warranties, complaints, insurance matters or legal claims.
Invoice, tax and accounting records: generally up to 6 years where required for business, tax and legal record keeping.
Marketing preference records: until you change your preference or ask us to update them, with suppression records retained where needed to respect opt-outs.

When we no longer need personal data, we will delete, anonymise or securely archive it as appropriate.

Data security

We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, misuse, alteration or disclosure. These may include access controls, secure systems, provider checks, staff awareness and limiting data access to those who need it.

No website, email system or electronic storage method can be guaranteed completely secure. If you believe your data or communication with us may have been compromised, please contact us promptly.

International data transfers

Some technology providers may process personal data outside the UK. Where this happens, we expect appropriate safeguards to be in place, such as UK adequacy regulations, approved standard contractual clauses, international data transfer agreements or other lawful transfer mechanisms.

Children's privacy

Our website and services are not directed at children, and we do not knowingly collect personal data from children through this website. If you believe a child has provided personal data to us, please contact us so we can review and take appropriate action.

Third-party links

Our website may contain links to third-party websites, platforms, maps, forms, booking tools or social media pages. This Privacy Policy does not apply to those third parties. Please review their privacy notices before providing personal data to them.

UK and EEA privacy rights

If you are in the UK or EEA, you have the rights described above under applicable data protection law. You also have the right to lodge a complaint with your local supervisory authority. In the UK, this is the Information Commissioner's Office (ICO): https://ico.org.uk/.

Contact us

If you have questions, concerns or requests about this Privacy Policy or how we handle personal data, please contact:

QF Property Maintenance Ltd