1. Information We Collect

When you contact us for our property maintenance services in Edinburgh, we may collect the following information:

• Personal Identification Information: Name, email address, phone number, postal address
• Property Information: Property address, postcode (e.g., EH6, EH10, EH1-EH17), property type
• Service Details: Information about the property maintenance, kitchen renovation, bathroom remodeling, cold room installation, shop fitting, flooring, or emergency repair services you request
• Communication Data: Records of your enquiries, quote requests, and our responses
• Technical Data: IP address, browser type, and usage data when you visit our website

2. How We Use Your Information

We use the information we collect to:

• Respond to your enquiries and provide the property maintenance services you request
• Prepare and send you free, no-obligation quotes for our services across Edinburgh, Fife, Dundee, Perth, and Stirling
• Schedule and confirm appointments for site surveys and installations
• Send you important updates about your project (kitchen, bathroom, cold room, shop fitting, flooring, or shutters)
• Process payments and manage your account
• Comply with legal obligations, including Gas Safe and NICEIC requirements
• Improve our website and services based on your feedback

Legal basis for processing: We process your personal data based on your consent (when you contact us and agree to our terms), for the performance of a contract (when you engage our services), and for our legitimate business interests (improving our services).

3. How We Protect Your Information

We take data security seriously. MA Property Maintenance Edinburgh implements appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These include:

• Secure servers and encrypted data transmission (SSL certificates)
• Restricted access to personal data on a need-to-know basis
• Regular security reviews and updates
• Staff training on data protection and GDPR compliance

4. Sharing Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your data with:

• Service providers who assist us in operating our business (e.g., email delivery, form submission services like FormSubmit) – these parties are contractually obligated to keep your information confidential
• Legal authorities when required by law or to protect our legal rights
• With your explicit consent for any other purpose

Third-party services: Our website uses FormSubmit to handle contact form submissions. When you contact us via our forms, your data is processed by FormSubmit in accordance with their privacy policy. We recommend reviewing their policy for more information.

5. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements. Typically:

• Enquiry and quote data: 2 years from last contact
• Customer project data: 7 years for warranty and legal purposes
• Accounting records: 7 years as required by UK tax laws

When your data is no longer needed, it is securely deleted or anonymised.

6. Your Rights Under GDPR

If you are located in the United Kingdom or the European Economic Area, you have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal information we hold about you
• Right to Rectification: Correct inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal data (“right to be forgotten”)
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a structured, commonly used format
• Right to Object: Object to processing based on legitimate interests or direct marketing
• Right to Withdraw Consent: Withdraw previously given consent at any time

To exercise any of these rights, please contact us using the details below. We will respond within 30 days.

7. Cookies

Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device that help us understand how you use our site. We use:

• Essential Cookies: Necessary for the website to function properly
• Analytics Cookies: To understand how visitors interact with our site (e.g., Google Analytics)
• Functional Cookies: To remember your preferences

You can control cookies through your browser settings. Disabling cookies may affect some website functionality.

8. Third-Party Links

Our website may contain links to external sites (e.g., Gas Safe Register, NICEIC, Edinburgh Chamber of Commerce). We are not responsible for the privacy practices or content of these third-party websites. We encourage you to read their privacy policies before providing any personal information.

9. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us immediately so we can delete it.

10. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with an updated “Last Updated” date. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions about this privacy policy, how we handle your data, or wish to exercise your data protection rights, please contact us:

• Email: support@mapropertymaintenanceedinburgh.co.uk
• Phone: +44 7474 785944
• Post: 3A Commercial Quay, Edinburgh, EH6 6HF, United Kingdom

For data protection matters, you also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.