Privacy policy
We use your details to respond to your enquiry, prepare a quotation and manage agreed work. Your enquiry and photos are kept off the public website. You can contact us about your information at any time.
1. Who we are
A & F SOLUTIONS LTD, company number 13853740, registered in England and Wales. Registered office: 9 Granny Hall Park, Brighouse, HD6 2JL. We are responsible for the personal information we collect to manage your enquiry and our services. For privacy questions or requests, email admin@afsolutions.uk or write to our registered office.
2. Information we collect
We collect the information you provide: your name, organisation, email, phone number, property type and postcode, system and equipment selections, approximate quantities, job description and uploaded photos. We may also keep correspondence, appointment details, reviewed estimates, quotations, invoices, test records and reports where you become a customer.
Hosting providers may process technical information such as IP addresses, request times, browser information and security logs to operate and protect the website. Optional photos may contain location or device metadata; remove anything you do not want to share before uploading.
3. Why we use it and our lawful bases
- Individual customers: information necessary to prepare a quotation you request and carry out your contract is processed for pre-contractual steps and performance of that contract.
- Business contacts: we use the contact details of staff acting for an organisation in our legitimate interests in responding to enquiries, arranging work and managing customer relationships. We consider the impact on the people concerned and use only the information needed.
- Administration and security: we rely on legitimate interests to maintain appropriate records, investigate complaints, protect the website and establish or defend claims.
- Legal requirements: we use and retain information where necessary to meet applicable accounting, tax or other legal obligations.
The privacy acknowledgement on our enquiry form confirms you have read this information. It does not subscribe you to marketing or create a service contract. We do not add enquiry details to marketing lists. If a separate activity depends on your consent, we will explain it and you may withdraw that consent without affecting earlier lawful processing.
4. Photos, sensitive information and other people
Please send equipment and work-area photos only. Avoid faces, residents, children, patient details, staff records, passwords, alarm codes and other confidential information. Share another person’s contact details only where you are authorised to do so, and let them know about this policy.
We do not ask for health information or resident records through this form. If extra information is needed for a safe visit, arrange an appropriate way to provide it directly with us. We may need to remove unnecessary or unsuitable information from an enquiry.
5. Who can access information
Enquiries and attachments are stored in the website’s private storage and reviewed through a restricted dashboard. They are not displayed on the public website. Our website uses OpenAI Sites hosting and Cloudflare infrastructure; these service providers process information to deliver storage, hosting and security services. Email or telephone correspondence is also handled through the relevant communication providers.
Where necessary for your work, information may be shared with authorised engineers, suppliers or subcontractors, limited to what they need. Professional advisers, insurers or public authorities may receive information where necessary for advice, claims or legal requirements. We do not sell your information.
6. Hosting and international processing
Online hosting and communication services can involve processing outside the UK. The countries and safeguards depend on the providers and service used. Contact us for information about the arrangements applicable to your enquiry. Where a restricted transfer is required, the relevant UK transfer requirements and appropriate safeguards must be satisfied. This website does not promise UK-only storage.
7. How long we keep information
We retain information only for as long as needed for its purpose. For an enquiry that does not proceed, we consider whether discussions are active, whether follow-up is reasonably expected, and whether a complaint or dispute remains unresolved. For completed work, we consider accounting requirements, warranties, ongoing servicing, the useful relevance of reports and certificates, and applicable legal-claim periods.
Photos and optional supporting information may be removed sooner when they are no longer needed. Records should be reviewed and deleted or anonymised once there is no continuing reason to retain them. Information relevant to an unresolved dispute or legal obligation may need to be kept longer. You can ask what we hold and request deletion; a deletion request may not override a legal reason to retain a record.
8. Your rights
Depending on the circumstances, you may have rights to access and correct your information, request deletion or restricted use, receive certain information in a portable format, and withdraw consent where processing relies on consent.
You have the right to object to processing based on legitimate interests. Tell us your circumstances and we will consider your request.
Contact admin@afsolutions.uk to exercise your rights. We may ask for proportionate evidence of identity before releasing information. We normally respond within one month; where a lawful extension or exception applies, we will explain it.
You may complain to the Information Commissioner’s Office, telephone 0303 123 1113. You can also contact us first so we can try to resolve your concern.
9. Cookies and automated decisions
We have not added advertising trackers or marketing analytics to the website. Hosting and security services may use essential cookies or similar technical mechanisms. Restricted administrator pages use authentication. Your browser and email application manage their own settings.
Quotation requests are reviewed by a person. We do not make decisions with legal or similarly significant effects solely by automated processing. Submitting the form saves an enquiry and reference; it does not automatically book work or take payment.
10. Required information and changes
The form identifies the details needed to respond to your request. You can leave optional information blank; insufficient job details may mean we need to contact you before preparing a quotation. If you prefer, contact us by email or phone instead.
We may update this policy when our services or processing arrangements change. The date at the top identifies this version.