Summary

At P.D. Electrical Services (SW) Limited, we respect your privacy and are committed to protecting your personal information.

This policy explains how we collect, use, store and protect the information you give us when you contact us, use our website, ask for a quote, book electrical work, or use our services.

We handle personal information in line with UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018.

Our policy covers

• Why we value your privacy
• How we collect information
• What information we hold
• Where we store your information
• What we use your information for
• Who is responsible for your information at our company
• Who has access to information about you
• The steps we take to keep your information private
• Your data protection rights
• How to complain
• Changes to this policy

Why we value your privacy

We value your privacy as much as we do our own, so we are committed to keeping your personal and business information safe.

We only ask for information that is needed to respond to your enquiry, provide a quote, carry out electrical work, manage bookings, issue paperwork, send invoices, or meet our legal and accounting obligations.

We will not use your personal information for reasons unrelated to why you gave it to us, and we will not give anyone access to it unless there is a valid business or legal reason to do so.

How we collect information

We may collect information when:

• You contact us through our website
• You contact us by phone, email, text message, WhatsApp, or social media
• You ask us for a quote
• You book electrical work with us
• You send us photos, videos, or details of an electrical issue
• We carry out electrical work, inspections, testing, certification, or follow-up support
• We send you invoices, receipts, certificates, reminders, or service information
• We send email campaigns, service updates, or marketing communications from our CRM, where appropriate

What information we store

When you contact us by email, phone, text, WhatsApp, or through our website, we may store:

• Your name and last name
• Your email address
• Your phone number
• Your home and work (where the job is) address or property address, where relevant
• Your message or enquiry
• Photos, videos, or documents you choose to send us or allow us to take when survey job
• Notes about the work you have asked us to quote for or carry out

When you book us for a job, we may store:

• Your name
• Your email address
• Your phone number
• Your address or the address where the work is being carried out
• Job details
• Quote details
• Appointment details
• Access arrangements or relevant site notes
• Electrical certificates, reports, test results, or compliance documents where relevant

If you contract us for electrical works, we keep records of:

• Quotes
• Jobs completed
• Invoices
• Payments
• Certificates and reports
• Customer communications relating to the work

We usually receive payment by BACS/bank transfer or cheque. We do not take card payments and we do not store credit or debit card details currently.

Where we store your information

We use trusted business systems to help us manage enquiries, customer records, jobs, messages and accounts.

Depending on how you contact us and what services you use, your information may be stored in:

• Microsoft Outlook — for emails, calendar appointments and communication history
• ActiveCampaign — our customer relationship management system and CRM email campaign platform
• TextMagic — where we send or receive SMS messages
• Trello — for job workflow and operational task management
• Xero — our accounts and invoicing software
• Our website contact form and related website systems
• Secure company devices used by authorised staff

When you contact us for electrical work, your information is stored in ActiveCampaign, which is our contact management system.

When we send email campaigns or service updates, these are managed through our CRM. You can unsubscribe or opt out of marketing communications.

When jobs are complete and paid, relevant accounting information is stored in Xero, our accounts software.

How we use your information

We use your information to:

• Reply to your enquiry
• Provide quotes
• Arrange appointments
• Carry out electrical work
• Send job updates or reminders
• Send invoices, receipts and statements
• Prepare and issue electrical certificates or reports
• Keep records of the work we have carried out
• Manage customer service and follow-up communication
• Send occasional email campaigns, service updates, reminders, or marketing communications
• Meet our legal, tax, accounting and insurance obligations
• Improve the way we manage enquiries and customer service

We may occasionally use your contact information to send you details of our services, offers, reminders, or useful updates.

When we do, you will have the option to unsubscribe from marketing communications. If you tell us not to contact you for marketing, we will respect that.

We may still contact you where necessary about existing work, bookings, invoices, certificates, safety matters, or legal/accounting requirements.

Who is responsible for your information at our company

Paul Dunn, Director, is responsible for the security of your information.

You can contact us using the details below:

• Email: pdelectrical@live.co.uk
• Phone: 01271 855729
• Mobile: 07530 183568

Postal address:

P.D. Electrical Services (SW) Limited
36 Bear Street
Barnstaple
Devon
EX32 7BZ
United Kingdom

Who has access to information about you

Only people who need access to your information for business reasons are allowed to use it.

This may include:

• Company directors
• Office/admin staff
• Electricians or engineers carrying out work
• Bookkeeping or accounting support
• Trusted software providers we use to run the business
• Professional advisers, where necessary
• Legal, tax, regulatory or insurance organisations, where required

Our management team may have access to information you have provided, but employees and contractors should only access the information needed to do their job.

For example, an engineer may need your name, phone number, job address and work details, but they do not need access to unrelated accounting or marketing information.

The steps we take to keep your information private

We take reasonable steps to protect your information and reduce the risk of unauthorised access, misuse, loss, or disclosure.

Where we store information in third-party services, we restrict access to people who need it.

We use secure passwords and, where available, multi-factor authentication.

We use Google password management tools to help manage passwords securely. We use different passwords for important services and avoid reusing the same password across multiple systems.

The computers and devices we use are protected by passcodes, passwords, fingerprint access, facial recognition, or other security measures where available.

Company computers ask for authentication when started and after a short period of inactivity.

Mobile devices are also protected by passcode, fingerprint, or facial recognition where available.

We keep customer information only for as long as we reasonably need it for business, legal, tax, insurance, accounting, certification, or customer service purposes.

Your Data Protection rights

Under UK data protection law, you have rights over your personal information.

These rights may include the right to:

• Ask what personal information we hold about you
• Ask for a copy of your personal information
• Ask us to correct inaccurate information
• Ask us to delete information where we no longer need it
• Ask us to restrict how we use your information
• Object to us using your information in certain circumstances
• Ask us not to send you marketing communications

Some rights may not apply in every situation, especially where we need to keep information for legal, accounting, insurance, certification, or legitimate business reasons.

If you want to make a request about your personal information, please contact us using the details in this policy.

How to complain

We take complaints very seriously.

If you have any reason to complain about the way we handle your personal information, please contact:

Paul Dunn

• Email: pdelectrical@live.co.uk
• Phone: 01271 855729
• Mobile: 07530 183568

Or write to:

P.D. Electrical Services (SW) Limited
36 Bear Street
Barnstaple
Devon
EX32 7BZ
United Kingdom

If you are unhappy with our response, you can contact the Information Commissioner’s Office, which is the UK regulator for data protection complaints.

Changes to this policy

If we change the contents of this policy, those changes will become effective from the moment we publish the updated policy on our website.