Privacy Notice
This notice is being checked by our solicitor before we open for bookings.
Who we are
Hand’s On Maintenance is a trading name of Hand’s On Maintenance Group Ltd, registered in England and Wales. We’re the controller of your personal data. Contact: hello@handsonmaintenance.com.
What we collect
- Contact details you give us: name, phone and email
- The address of the job, which we use to quote and carry out the job (team members only see it once they are booked onto your job)
- Job details and photos you send us
- Account details for the customer, landlord and team portals
- Reviews you choose to leave, including an optional photo
- If you register interest in Managed Maintenance: your name, email, number of properties and postcode area
- Website usage data, only if you accept analytics cookies
How we use it, and how long we keep it
| What we use | Why | Lawful basis | How long we keep it |
|---|---|---|---|
| Name, address, phone, email | To quote, book, do and invoice your job; to run your account | Contract (Art 6(1)(b)) | 6 years after your last job |
| Job details, photos of the work, job sheet, signatures, certificates | To show who did the work, when, and that it was signed off; guarantees and claims | Contract; legitimate interests (Art 6(1)(f)); legal obligation for certificates | 6 years after the job (certificates for as long as the law or the landlord needs) |
| Payment records | Accounts and tax | Legal obligation (Art 6(1)(c)) | 6 years |
| Your record of accepting our terms (version, time, device) | To show what was agreed | Legitimate interests | 6 years |
| Marketing preferences | Occasional offers, only if you agree (or as an existing customer, until you opt out) | Consent / soft opt-in (PECR reg 22) | Until you opt out |
| Calls and messages | To deal with your enquiry or emergency | Contract; legitimate interests | 2 years |
| Accounts with no activity for 24 months | — | — | Closed after we tell you |
Who we share it with
The person doing your job (our team or a vetted subcontractor working for us); our processors: our job management system, Netlify (website hosting), Zoho (email), Tide (banking), SumUp or our card provider (payments), GoCardless (Direct Debit, once used), and our accountant and insurer. Some processors store data outside the UK under approved safeguards. We never sell your data.
Your rights
Access, correction, deletion, restriction, objection, portability and withdrawing consent. Contact us; you can also complain to the ICO (ico.org.uk, 0303 123 1113).
Cookies
Only strictly necessary cookies (such as your login session) are set without consent; analytics only if you opt in. See our cookie policy.