Privacy notice

Who we are

Green Plumbers & Heating Services Ltd (“we”, “us”) is the data controller for the personal information described in this notice. We are a private limited company registered in England and Wales.

• Company number: 13230813
• Registered office: 64–66 Lavender Hill, London SW11 5RQ
• Email: [email protected]
• Phone: 020 8050 5913

We are not required to appoint a Data Protection Officer. Questions about this notice go to the email address above.

What we collect and where it comes from

From you

• Contact details: name, phone number, email address and the address of the property where work is needed.
• Job details: what the problem is, appliance makes and models, photos or videos you send us, and access arrangements such as key safe codes.
• Records of our work: quotes, invoices, payments, gas safety records, service records, commissioning checklists and warranty registrations.
• Messages: calls, texts, WhatsApp messages and emails you send us, and our notes of what was agreed.

From other people

• Landlords and letting agents give us tenants’ names and phone numbers so we can arrange gas safety checks and repairs.
• Trade partners (for example cleaning firms, electricians and maintenance companies) who refer you to us pass on your name, contact details and job details.

From the website

• What you type into the quote form.
• Your IP address and browser information, used by our spam check (Cloudflare Turnstile) and by our host to deliver and secure the site.

We do not collect special category data (such as health information) unless you choose to tell us, for example that a vulnerable person in the home has no heating so we can prioritise the job. We use that only to arrange the work.

Why we use it and our lawful basis

Purposes and lawful bases for processing

Purpose	Lawful basis (UK GDPR Article 6)
Replying to enquiries and preparing quotes	Steps taken at your request before a contract
Carrying out the work, invoicing and taking payment	Contract
Gas safety records, building regulations notifications and keeping tax records	Legal obligation
Registering boiler warranties with manufacturers	Contract
Arranging access with tenants on a landlord’s behalf	Legitimate interests: carrying out work the landlord has legally asked us to do
Reminding past customers that a service or gas safety check is due	Legitimate interests. You can opt out at any time
Protecting the website from spam and abuse	Legitimate interests
Handling complaints and legal claims	Legitimate interests

We do not use your information for automated decision-making or profiling, and we do not send marketing emails or texts without your consent.

You do not have to give us your details, but without a name, phone number and address we cannot quote for or carry out the work.

Who we share it with

• Our engineers who carry out your job.
• Gas Safe Register, which notifies your local authority of new boiler and appliance installations under the Building Regulations.
• Boiler and appliance manufacturers, to register your warranty.
• The landlord or letting agent who booked the work, if you are a tenant (for example your copy of the gas safety record).
• Service providers who process data for us under contract: Cloudflare (website hosting and spam protection), Resend (delivers quote form emails to us), and our email, phone and accounting providers.
• Our accountant and HMRC, for tax and accounting.
• Insurers, legal advisers, the police or regulators, when the law requires it or to deal with a claim.

We never sell your personal information.

Transfers outside the UK

Cloudflare and Resend may process data in the United States and other countries. Where that happens, the transfer is protected by the UK Extension to the EU–US Data Privacy Framework or by the UK International Data Transfer Agreement or Addendum, as UK GDPR requires.

How long we keep it

Retention periods

Information	Kept for
Enquiries that do not become a job	12 months
Quotes, invoices and payment records	6 years after the end of the tax year, for HMRC
Job records, installation and commissioning records	6 years after the work, the period for most contract claims
Landlord gas safety records	At least 2 years, as the Gas Safety (Installation and Use) Regulations 1998 require
Photos and messages about a job	Deleted with the job record

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you
• ask us to correct information that is wrong or incomplete
• ask us to delete your information, where we no longer need it
• ask us to restrict how we use it
• object to us using it on the basis of legitimate interests, including service reminders
• ask for information you gave us in a portable format
• withdraw consent at any time, where we rely on consent

Email [email protected] or call 020 8050 5913. It is free, and we will reply within one month. We may need to check your identity first.

Complaints

If you are unhappy with how we have used your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, 0303 123 1113.

Cookies and similar technologies

This website does not use advertising, analytics or tracking cookies. The quote form uses Cloudflare Turnstile to check that a real person is sending it. Turnstile reads technical signals from your browser for that security check only. It is strictly necessary to protect the form, so under the Privacy and Electronic Communications Regulations it does not need your consent. Our host may also use strictly necessary security measures.

The site remembers nothing about you between visits.

Keeping your information safe

We keep records in password-protected systems, limit access to the people who need it, and keep keys and key safe codes securely.

Changes to this notice

We will update this page if how we use personal information changes. The date at the top shows when it last changed.