Privacy Policy

Last Updated: 20 July 2026

This Privacy Policy is a template provided for general informational purposes only and does not constitute legal advice. You should obtain independent legal advice to ensure this policy is appropriate for your specific processing activities and business practices.

1. Introduction

Qualifix Limited ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, share, store, and protect your personal data when you visit our website (www.qualifixms.co.uk), contact us, request a quote, or use our building and maintenance services (including handyman work, refurbishments, bathroom and kitchen installations, and property inspections with reports). We operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy applies to personal data we process about:

website visitors;
prospective customers (including people who request quotes);
customers and their representatives;
property owners, landlords, tenants, occupiers, and other individuals whose personal data may be included in property-related communications or inspection reports (where relevant).

Please read this Privacy Policy together with any privacy notices we may provide at the time we collect your personal data (for example, when you request a quote or instruct us to carry out an inspection).

2. The Data We Collect

We may collect and process the following types of personal data (where relevant):

Identity Data: Name (and, where applicable, title and company name).
Contact Data: Email address, telephone number, billing address, and service/property address (including addresses in the Northwest of England).
Property and Service Data: Property details and service-related information you provide or that is necessary for us to carry out our services (e.g., property type, condition details, access arrangements, inspection findings, photos you provide to help explain an issue, and information needed to produce property inspection reports).
Transaction Data: Details about payments to and from you and details of services you have purchased from us.
Technical Data: Internet protocol (IP) address, browser type and version, time zone setting, and other technology on the devices you use to access our website, including information collected via cookies.
Usage Data: Information about how you use our website and services. Information we do not intentionally collect

We do not intentionally collect:

special category data (such as information about your health, racial or ethnic origin, religious beliefs, or biometric data); or
data about children (our services are intended for adults and business customers).

If you choose to provide special category data to us (for example, within an email), we will handle it with appropriate care and only process it where we have a lawful basis to do so.

Images and inspection evidence

Where needed for service delivery or reporting, we may collect photographs and notes relating to a property (for example, images of defects, damage, or works completed). These images may incidentally capture personal items within a property. We encourage customers to remove or cover personal items where practical before inspections or works. 3. How We Collect Your Data

We use different methods to collect data from and about you:

Direct interactions: You may provide your personal data by contacting us (by phone, email, via our website, or in person), requesting a quote, instructing us to provide services, or providing information needed to complete a job or inspection. This includes enquiries about handyman services, refurbishments, bathroom/kitchen installations, or property inspections.
Automated technologies: As you interact with our website, we may automatically collect Technical Data about your equipment and browsing patterns via cookies and server logs (see section 9).
Third parties and publicly available sources: In some cases, we may receive personal data from:

◦ landlords, letting agents, or property managers who instruct us or provide contact details for access/works;

◦ contractors or tradespeople involved in delivering a service (for coordination and scheduling);

◦ professional advisors (such as mortgage brokers, surveyors, or legal advisors) where you ask us to liaise with them or it is necessary for the service; and/or

◦ publicly available sources (for example, address details needed to identify a property correctly), where appropriate.

4. Legal Basis for Processing

We will only use your personal data when the law allows us to. Under UK GDPR, we rely on one or more of the following lawful bases (depending on the activity):

Performance of a Contract: Where we need to perform a contract with you, or take steps at your request before entering into a contract (e.g., responding to an enquiry, providing a quote, arranging a visit, carrying out building/maintenance works, and producing property inspection reports).
Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Examples include: running and improving our business; maintaining service quality; ensuring staff/contractor safety; keeping appropriate records; preventing fraud; and responding to or defending potential complaints or claims.
Legal Obligation: Where we need to comply with a legal or regulatory obligation (e.g., accounting/tax record-keeping, health and safety obligations, or responding to lawful requests from authorities).
Consent: Where you have given consent (e.g., where required for certain marketing communications or non-essential cookies). You can withdraw consent at any time by contacting us.

Marketing

Where we send marketing communications, we will do so in line with applicable marketing laws. You can opt out at any time by using the unsubscribe option (where provided) or by contacting us using the details in section 11.

If you do not provide personal data

If you do not provide information we reasonably need to provide a quote or deliver services, we may not be able to proceed with your request or fulfil our contract with you.

5. How We Use Your Personal Data

We use your personal data for the following purposes (as applicable):

Responding to enquiries: To respond to questions and requests made by phone, email, or via our website.
Providing quotes and arranging services: To assess the work required, provide estimates/ quotes, schedule appointments, and coordinate access (including liaising with landlords, agents, tenants, or contractors where needed).
Service delivery: To carry out building, maintenance, refurbishment, bathroom/kitchen installation, and handyman services, including communicating with you before, during, and after the work.
Property inspections and reporting: To conduct property inspections and produce detailed inspection reports (including documenting relevant property details and, where necessary, using photos as supporting evidence).
Administration and account management: To manage invoicing, payments, record keeping, and customer service.
Improving our services and website: To understand how our services and website are used and to improve quality and customer experience.
Marketing (where permitted): To send service updates or marketing communications where lawful (and where required, with your consent). You can opt out at any time.

Example processing activities and typical lawful bases

To help explain how we process your data, below are examples of typical activities and the lawful bases we may rely on:

Handling an enquiry and providing a quote: Performance of a contract (pre-contract steps) and/or legitimate interests.
Scheduling works and accessing a property: Performance of a contract and/or legitimate interests.
Producing an inspection report requested by a customer/landlord/business: Performance of a contract.
Maintaining invoices and tax records: Legal obligation.
Keeping records to manage complaints or defend legal claims: Legitimate interests (and, where relevant, legal obligation).
Sending marketing emails/texts (where required): Consent and/or legitimate interests (as applicable), always with an opt-out option.

6. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. We limit access to your personal data to those employees, contractors, and other third parties who have a business need to know.

Our measures may include (where appropriate):

access controls and password protection for systems and devices;
restricting access to emails/files to those who need it for work purposes;
using reputable IT and cloud service providers; and • procedures for handling and storing paperwork securely.

No method of transmission over the internet is completely secure. While we take appropriate steps to protect your personal data, we cannot guarantee its absolute security.

7. Data Retention

We will only retain your personal data 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. In general, we retain:

Enquiries and quote records (including contact details and correspondence): typically up to 12 months from the last contact, unless you become a customer or we need to keep it longer for our legitimate interests (e.g., to handle follow-up queries or defend potential claims).
Customer and service delivery records (including work details, communications, and related documents): typically up to 6 years after the completion of the service (to manage our business records and for potential legal claims).
Invoices and payment/tax records: typically up to 6 years (to meet UK accounting and tax requirements).
Property inspection reports and supporting information: typically up to 6 years from issue date, unless a longer period is requested by a client and is appropriate, or we are required to retain it for legal reasons.
Marketing preferences/opt-out records: as long as necessary to respect your preferences and demonstrate compliance.

We may retain data for longer where necessary to establish, exercise, or defend legal claims, or where we are required to do so by law. We will securely delete or anonymise personal data when it is no longer needed.

8. Your Legal Rights

Under UK data protection laws, you have rights including:

Access: The right to ask for copies of your personal information.
Rectification: The right to ask us to correct personal information you think is inaccurate or incomplete.
Erasure: The right to ask us to delete your personal information in certain circumstances.
Restriction: The right to ask us to restrict the processing of your personal information in certain circumstances.
Objection: The right to object to the processing of your personal information in certain circumstances (including where we rely on legitimate interests or for direct marketing).
Data Portability: The right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
Withdraw consent: Where we rely on consent, you have the right to withdraw it at any time (without affecting the lawfulness of processing before withdrawal).

These rights are not absolute and may apply only in certain circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

9. Cookie Policy

Our website uses cookies and similar technologies to distinguish you from other users. This helps us provide you with a good experience and allows us to improve our site.

Cookies are small text files placed on your device when you visit a website. Some cookies are necessary for the website to function, while others help us understand how visitors use the site.

We may use:

Essential cookies: Required for the operation of our website (for example, security and basic functionality).
Analytical/performance cookies: Allow us to recognise and count the number of visitors and see how visitors move around our website (to help improve the way our website works).
Functionality cookies: Used to recognise you when you return to our website and to remember your preferences (where relevant).

Managing cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or may not function properly.

Where required, we will ask for your consent for non-essential cookies.

10. Third-Party Links

Our website may include links to third-party websites (for example, social media platforms or other websites we reference). Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. Please review the privacy policy of each website you visit.

If you contact us via a third-party platform (such as social media), your data may also be processed by that platform under its own privacy policy.

11. Contact Details, Complaints, ICO Contact Details, and Disclaimer

If you have any questions about this Privacy Policy, want to exercise your data protection rights, or have a complaint about how we handle your personal data, please contact us:

Full name of legal entity: Qualifix Limited
Email address: Qualifixproperty@gmail.com
Telephone number: 07593637492
Website: www.qualifixms.co.uk

Complaints procedure

We aim to resolve privacy questions and complaints fairly and promptly.

Contact us first using the details above with a description of your concern (and any relevant dates or reference information).
We may ask for information to confirm your identity (to protect your data).
We will investigate and respond as soon as reasonably possible.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

ICO contact details

Website: https://www.ico.org.uk
Telephone: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom

Sharing your data

We may share personal data where necessary for the purposes set out in this Privacy Policy, including with:

Third-party contractors and tradespeople engaged to help deliver services (e.g., specialist subcontractors).
Landlords, letting agents, or property managers (where they are your client/contact or have instructed us, or where relevant to the service being provided).
Mortgage brokers, surveyors, or other professional advisors (where relevant and where you have asked us to share information or it is necessary to support the service).
Legal, insurance, and professional advisors (e.g., solicitors, insurers, accountants) where necessary for compliance, claims, dispute resolution, or enforcing our rights.
IT and communications providers (e.g., email, cloud storage, and systems we use to run our business), who process data on our behalf under appropriate safeguards.
Payment providers and banks (where relevant) to process payments and manage transactions.
Regulators, law enforcement, and other authorities where we are required to disclose information by law or to protect our legal rights.

We do not sell your personal data.

Disclaimer (template / no legal advice)

This Privacy Policy is provided as a template for general informational purposes only and does not constitute legal advice. If you need advice about privacy or data protection compliance, you should seek independent legal advice.