Last updated: 04/08/2026

Equip2Save Property Maintenance Ltd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share personal information when you:

visit our website;

request a quote;

contact us;

become a customer;

interact with our advertising or social media accounts; or

otherwise use our services.

We process personal information in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable privacy and electronic communications laws.

1. Who We Are

Equip2Save Property Maintenance Ltd is the controller responsible for the personal information described in this policy.

Company name:

Equip2Save Property Maintenance Ltd

Registered Company Number:

SC688265

Registered Address:

Glenrath Hope, Peebles, EH45 9JW

Email:

[email protected]

Phone:

01721 205305

2. Information We Collect

The personal information we collect depends on how you interact with us.

Contact and identity information

This may include:

your name;

telephone number;

email address;

home, business or project address; and

the organisation you represent, where applicable.

Enquiry, quote and project information

This may include:

the type of work you require;

property and site details;

measurements, photographs or videos;

access arrangements;

preferred dates and times;

specifications and material preferences;

quote and appointment information; and

notes relating to the proposed or agreed work.

Customer and transaction information

This may include:

contracts and agreed work;

invoices and payment records;

deposit and balance information;

payment status;

refunds;

warranties and guarantees; and

records needed for accounting, insurance or legal purposes.

Where payment is processed by a third-party payment provider, we may receive confirmation and transaction information without receiving or storing full payment-card details.

Communications

We may retain records of communications sent through:

telephone;

email;

text message;

website forms;

social media;

online messaging services; and

other communication channels used in connection with an enquiry or project.

Website and technical information

Where permitted, we may collect:

IP address;

browser and device information;

approximate location;

referral source;

pages viewed;

links and buttons clicked;

form and website interactions;

advertising identifiers; and

information about how visitors navigate and use the website.

Further details are provided in our separate Cookie Policy.

Marketing preferences

We may record:

whether you have agreed to receive marketing;

the communication methods you selected;

when and how consent was provided; and

any subsequent opt-out or withdrawal of consent.

Special-category information

We do not normally need or intentionally request special-category personal information, such as health, religious or biometric information.

Please avoid providing this information unless it is genuinely necessary. Where we need to process it, we will only do so where a valid legal condition applies.

3. How We Collect Personal Information

We may collect personal information:

Directly from you

For example, when you:

submit a website form;

request a quote;

book an appointment;

call, email or message us;

accept a quotation;

enter into a contract;

make a payment; or

communicate with us during or after a project.

Through our website

Information may be collected through website forms, cookies, analytics tools, session-recording tools and advertising technologies, subject to your cookie choices.

Through social media and advertising platforms

We may receive information when you:

message our social media accounts;

respond to an advert;

complete an online lead form;

comment on or interact with our content; or

choose to share your contact details through a platform.

From another person or organisation

We may receive your details from:

someone acting with your authority;

a joint property owner;

a contractor, supplier or professional adviser;

a referral partner; or

an organisation you represent.

Where appropriate, we will take reasonable steps to ensure you are aware that we hold your information.

4. How and Why We Use Your Information

We only process personal information where we have a lawful reason to do so.

Responding to enquiries and preparing quotes

We use your information to:

understand the work required;

contact you;

arrange site visits;

prepare quotations; and

answer questions.

Our lawful basis is taking steps at your request before entering into a contract. Where you are acting on behalf of an organisation, we may also rely on our legitimate interests in managing business enquiries.

Providing services and managing projects

We use your information to:

schedule and carry out work;

communicate about the project;

coordinate materials, labour and access;

manage changes or delays;

issue invoices;

collect payment; and

provide aftercare, warranty or guarantee support.

Our lawful basis is the performance of a contract or taking steps before entering into one.

Business administration and record keeping

We may use information to:

maintain customer and project records;

manage finances and accounting;

respond to complaints or disputes;

establish, exercise or defend legal claims;

maintain insurance records; and

manage the operation of our business.

Our lawful basis may be contractual necessity, legal obligation or our legitimate interests in running and protecting the business.

Complying with legal obligations

We may process information where necessary to comply with:

tax and accounting requirements;

health and safety obligations;

court orders;

regulatory requirements; or

requests from public authorities that have a lawful basis.

Our lawful basis is compliance with a legal obligation.

Website security and performance

We may process technical information to:

operate and secure the website;

prevent fraud, misuse and automated attacks;

diagnose faults;

maintain website availability; and

protect our systems and users.

Our lawful basis is our legitimate interest in maintaining a secure and reliable website. Essential storage technologies may be used without optional consent where they are strictly necessary.

Website analytics and session recordings

With your consent, we use Google Analytics and Microsoft Clarity to understand:

how visitors find the website;

which pages are viewed;

how visitors navigate the site;

where visitors encounter problems;

how the site performs across different devices; and

how we can improve its content and usability.

Microsoft Clarity may provide session recordings, heatmaps and interaction information such as clicks and scrolling.

Our lawful basis is consent. You can withdraw this consent through the website’s cookie-preference controls.

Advertising measurement and retargeting

With your consent, we use Meta Pixel to:

measure visits and actions resulting from advertising;

understand advertising performance;

attribute enquiries to adverts;

create audiences based on website interactions; and

show relevant advertising to people who have previously interacted with the website or our social media presence.

Our lawful basis is consent. Further information is provided in our Cookie Policy.

Photographs and project content

We may take photographs or videos for:

project planning;

recording progress;

quality assurance;

resolving queries; or

maintaining project records.

We will only use identifiable property or customer content for promotional purposes where we have an appropriate lawful basis and, where required, permission.

5. Marketing Communications

We may send information about our services, offers or completed projects where:

you have provided consent;

the applicable existing-customer rules allow us to do so; or

another lawful basis and the relevant direct-marketing rules permit the communication.

You can opt out at any time by:

using an unsubscribe option included in the communication;

replying and asking us to stop; or

contacting us using the details in this policy.

We will stop the relevant marketing communications after receiving your request. We may retain a minimal suppression record so that we can respect your preference and avoid contacting you again unintentionally.

We will not sell your contact details to third parties for their own marketing.

6. Cookies and Website Technologies

Our website uses essential technologies required for security, cookie-preference management and core website operation.

With your permission, it also uses:

Google Analytics for website measurement;

Microsoft Clarity for behavioural analytics, heatmaps and session recordings; and

Meta Pixel for advertising measurement and retargeting.

You can accept all cookies, use essential cookies only, or choose individual optional categories through the website’s cookie-preference tool.

Our separate Cookie Policy explains:

the cookie categories we use;

the individual cookies and providers;

their purposes;

how long they remain;

how consent is managed; and

how you can change your preferences.

7. Sharing Personal Information

We do not sell or rent personal information.

We may share information where reasonably necessary with:

Employees, subcontractors and suppliers

This may include people or businesses involved in:

assessing or delivering the work;

supplying materials;

arranging access;

providing specialist services; or

supporting the project.

We only share the information reasonably required for their role.

Business and technology providers

This may include providers of:

website hosting and management;

customer and enquiry management systems;

cloud storage;

email, telephone and messaging services;

payment processing;

accounting and invoicing;

data backup;

IT security;

analytics; and

advertising services.

These providers may process information on our behalf or, in some cases, for their own purposes under their respective privacy terms.

Professional advisers

We may share information with accountants, insurers, solicitors, debt-recovery providers or other advisers where reasonably necessary.

Authorities and legal bodies

We may disclose information where required by law or where reasonably necessary to:

comply with a legal obligation;

respond to a lawful request;

protect our rights or property;

prevent fraud or crime; or

establish, exercise or defend a legal claim.

Business changes

If the business is sold, reorganised or transferred, relevant information may be shared with prospective purchasers, advisers or successor organisations, subject to appropriate confidentiality and data-protection safeguards.

8. International Data Transfers

Some technology and service providers may process or store information outside the United Kingdom.

Where a restricted international transfer takes place, we take steps to ensure it is covered by an approved transfer mechanism, such as:

UK adequacy regulations;

the UK International Data Transfer Agreement;

the UK Addendum to approved standard contractual clauses; or

another lawful safeguard or exception.

These safeguards are intended to ensure that personal information continues to receive an appropriate level of protection. Current ICO guidance requires restricted transfers to be covered by adequacy, appropriate safeguards or a valid exception.

9. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, insurance and dispute-resolution requirements.

Our usual retention periods are:

Enquiries and unsuccessful quotations

Normally up to 24 months after the last meaningful contact, unless there is a reason to keep the information for longer.

Customer and project records

Normally up to six years after completion of the work or the last transaction, although some information may be retained longer where required for warranties, guarantees, insurance, disputes or legal claims.

Financial and accounting records

Normally for at least six years after the end of the relevant financial period, or longer where required by law or professional advice.

Marketing records

Until you withdraw consent or object to marketing. We may retain limited suppression information for as long as necessary to ensure your opt-out continues to be respected.

Website analytics and advertising information

For the periods set within the relevant platforms and explained in our Cookie Policy. Aggregated or anonymised information may be kept for longer where it no longer identifies an individual.

Complaints and disputes

Normally for up to six years after the matter is closed, depending on its nature and any applicable legal limitation periods.

We may delete or anonymise information earlier where it is no longer required.

10. How We Protect Your Information

We use reasonable technical and organisational measures designed to protect personal information against:

unauthorised access;

accidental loss;

alteration;

disclosure;

misuse; and

destruction.

These measures may include:

password-protected systems;

restricted access;

secure cloud services;

device security;

backups;

staff and contractor confidentiality; and

appropriate contracts with service providers.

No internet transmission or storage system can be guaranteed to be completely secure, but we take reasonable steps to reduce the risk.

11. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

request access to your personal information;

ask us to correct inaccurate or incomplete information;

request deletion of your information;

ask us to restrict how information is used;

object to processing based on legitimate interests;

object at any time to direct marketing;

receive certain information in a portable format;

withdraw consent at any time; and

complain to the Information Commissioner’s Office.

These rights are not absolute and may not apply in every situation. For example, we may need to retain information where required by law or for the establishment, exercise or defence of legal claims.

To exercise a right, contact:

Email: [email protected]
Telephone: 01721 205305

We may ask for information needed to confirm your identity before acting on a request.

The lawful basis used for processing can affect which rights apply. The ICO requires privacy notices to identify the applicable lawful bases and explains that individuals have an absolute right to object to direct marketing.

12. Automated Decision-Making

We do not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.

Advertising platforms may use automated systems to select audiences or deliver adverts, but Equip2Save does not use those systems to make legally significant decisions about individuals.

13. Complaints

Please contact us first if you have a concern about how we have handled your personal information. We will try to resolve the matter promptly.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.

Contact information and complaint guidance are available on the ICO website.

14. Changes to This Policy

We may update this Privacy Policy where:

our services change;

our technology or suppliers change;

our data-processing activities change; or

legal or regulatory requirements are updated.

The latest version will be published on our website with a revised “last updated” date.

Where a change significantly affects how we use personal information, we may provide an additional notice where appropriate.

15. Contact Us

For questions about this Privacy Policy or how we use personal information, contact:

📧 [email protected]

📞 01721 205305

🏠 Glenrath Hope, Peebles, EH45 9JW