Privacy Policy
Last updated: 08/09/2025
Vital Facilities Solutions (“we”, “our”, “us”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store, and protect your personal data when you interact with our website, services, and communications.
1. Who We Are
Vital Facilities Solutions is a facilities management provider based in the UK. We deliver services in compliance, buildings, grounds maintenance, landscaping, cleaning, caretaking, estates management, playground installation, and building repairs.
Our registered business address is:
Vital Facilities Solutions
The Nurseries, Hey Lane, Huddersfield, West Yorkshire HD5 8JY
Website: https://vital-facilities.co.uk
Email: info@vital-facilities.co.uk
Telephone: 01484 940234
We are the Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information We Collect
We may collect and process the following types of personal data:
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Information you provide directly (name, contact details, enquiries, billing information)
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Information we collect automatically (IP address, browser type, usage data, cookies)
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Information from third parties (public sources, referrals)
3. How We Use Your Information
We use your personal data to:
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Provide and manage services
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Respond to enquiries and requests
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Send service updates, quotations, and invoices
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Improve our website and services
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Carry out marketing communications (with consent)
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Comply with legal obligations
4. Legal Bases for Processing
We process personal data under the following legal bases:
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Contractual necessity
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Legitimate interests
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Consent
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Legal obligation
5. How We Share Your Data
We do not sell your personal data. We may share data with:
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Service providers (IT, hosting, CRM, payment processors)
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Professional advisors (accountants, legal)
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Regulators or law enforcement
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Business partners (with safeguards)
6. Data Retention
We retain data only as long as necessary:
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Customer/supplier records: up to 7 years
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Marketing data: until opt-out/withdrawal of consent
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Enquiry data: up to 2 years unless converted into client
7. Your Rights
Under UK GDPR, you have rights to access, rectify, erase, restrict processing, object, withdraw consent, and data portability. Contact info@vital-facilities.co.uk to exercise these rights.
8. Cookies and Tracking
Our website uses cookies to improve user experience. See our Cookie Policy for details.
9. Data Security
We use secure servers, encryption (SSL), access controls, and staff training. No method is 100% secure.
10. International Transfers
We store data in the UK. If transferred abroad, we ensure safeguards (SCCs, adequacy decisions).
11. Third-Party Links
We are not responsible for third-party websites linked from our site.
12. Complaints
If unhappy, contact [Insert Contact Email] or lodge a complaint with the ICO (https://www.ico.org.uk).
13. Updates to This Policy
We may update this Privacy Policy. Changes will be posted with a new 'last updated' date.