Privacy & Cookies

1. Who we are

RiSKFiX LLP (“RiSKFiX”, “we”, “us”, “our”) is a fire safety and health & safety consultancy registered in England & Wales (partnership number OC407139), with its registered office at The Venture Centre, University of Warwick Science Park, Sir William Lyons Road, Coventry CV4 7EZ. We operate the websites riskfix.co.uk, firedoorrepairs.com, coventryfiredoors.co.uk, portsmouthfiredoors.co.uk and birminghamfiredoors.co.uk.

We are the “data controller” for the personal data described in this policy. For any privacy question, or to exercise your rights, contact us at enquiries@riskfix.co.uk or 01926 675275.

We are registered with the Information Commissioner’s Office (ICO) under registration number ZB595982.

2. What personal data we collect

• Enquiry and contact data — your name, email address, phone number, company or organisation, the property or site your enquiry concerns, and the content of your message, when you submit an enquiry form, email us, or call us.
• Client and contract data — contact details, site and building information, purchase orders, correspondence, and the records needed to quote for and deliver our services.
• Contractor and supplier data — contact details, qualifications, certifications, insurance and compliance information for the subcontractors and suppliers we work with.
• Website and technical data — IP address, browser type, pages visited, and similar analytics or cookie information (see section 7).

Documents and files you send us

Files sent with an enquiry

When you contact us through one of our website enquiry forms, or by email, you can include files such as floor plans, fire risk assessments, fire strategies, existing reports and photographs.

Why we use them. To understand your requirements, prepare a quotation and, if you go ahead, plan and carry out the work. We rely on the steps needed, at your request, before entering into a contract with you, and on our legitimate interest in responding properly to enquiries.

Personal data about other people. Documents such as fire risk assessments and photographs can contain other people’s details, for example residents’ names or people visible in photographs. Please only send what is needed for your enquiry and remove personal details that are not relevant where you can. By sending documents, you confirm you are entitled to share them with us for this purpose.

Documents uploaded by contractors

We may email contractors a one-time secure link to send us documents we need to keep them on our approved contractor list, such as insurance and accreditation certificates. The link shows only the documents we have asked for, can be used once, and expires after 14 days. We record the files uploaded, when they were uploaded, the contractor’s confirmation that the documents are current and relate to their company, and technical information needed to keep the link secure, such as IP address.

Why we use them. To check that the contractors we use hold the insurance and accreditations the work requires, to keep track of expiry dates, and to send reminders when a document needs renewing. We rely on our legitimate interest in making sure work we arrange is carried out by properly insured and qualified contractors, and on the steps needed to enter into and perform our contract with the contractor.

Documents we do not want. Please do not send identity documents, passports, driving licences, DBS checks or other criminal-record information. If a file appears to contain this kind of information, it is automatically held separately, is not processed further, and is deleted when we review it, or within 30 days at the latest.

How we handle all files you send us

Security checks. Files are checked automatically on our own systems when they arrive.

Reading and organising documents. We use trusted service providers acting on our behalf to help us process and organise documents, for example to identify the type of document and record details such as dates, insurers or cover levels. A member of our team checks these details before they are relied on.

Who we share files with. Where it is needed to price or carry out work, we share relevant files with the contractors and specialists we engage for that job. They may use them only for that purpose. We also use trusted service providers to store and process files on our behalf, under contracts that require them to keep your data secure.

Transfers outside the UK. Some of our service providers may process data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or Addendum, or a UK adequacy decision.

How long we keep files. Files relating to work we carry out are kept with the job record for 6 years after the end of our relationship. Files sent with an enquiry that does not lead to a contract are deleted after 36 months. Contractor documents are kept while the contractor remains on our approved list and for 6 years after that. Files held separately because they appear to contain identity or criminal-record information are deleted within 30 days.

We do not intentionally collect special-category (sensitive) personal data. Please do not send us sensitive personal information unless we have specifically asked for it.

3. How and why we use your data (and our lawful basis)

• To respond to your enquiry and prepare a quotation — lawful basis: steps taken at your request before entering a contract, and our legitimate interests in responding to enquiries.
• To provide our services, manage the contract, schedule works, and issue reports and invoices — lawful basis: performance of a contract.
• To meet our legal and regulatory obligations (for example health & safety, fire safety, and tax) — lawful basis: legal obligation.
• To manage our contractor and supplier relationships — lawful basis: legitimate interests / contract.
• To operate, secure, and improve our websites and services — lawful basis: legitimate interests.
• To send you service updates or, where you have agreed, marketing — lawful basis: legitimate interests or consent. You can opt out of marketing at any time.

4. Who we share your data with

We share personal data only where necessary, with:

• Subcontractors and suppliers we engage to deliver your services.
• Service providers who help us run our business — including Xero (accounting and invoicing), Stripe (payments), our website host, and our cloud, IT and email providers.
• Professional advisers such as accountants, insurers, and legal advisers.
• Regulators and authorities where required by law.

We do not sell your personal data. Where a provider processes data outside the UK, we ensure an appropriate UK-approved safeguard is in place.

5. How long we keep your data

We keep personal data only as long as necessary for the purposes above and to meet our legal, accounting, and regulatory obligations. As a general guide, we retain client and contract records for 6 years after the end of our relationship, and enquiry data that does not lead to a contract for 36 months.

6. Your rights

Under UK data protection law you have the right to: access your personal data; have inaccurate data corrected; have data erased; restrict or object to our processing; obtain your data in a portable format; and, where our processing is based on consent, withdraw that consent at any time. To exercise any of these rights, contact enquiries@riskfix.co.uk.

You also have the right to complain to the ICO (ico.org.uk, 0303 123 1113) — though we would welcome the chance to resolve any concern first.

7. Cookies and website connections

The website typeface is served from this site, not Google Fonts. We no longer ask for a font-loading preference or store a cookie-consent choice. We do not use advertising or cross-site tracking cookies. Cookieless website analytics may record technical information such as pages visited and browser details.

Cloudflare Turnstile loads to protect the enquiry form from automated submissions. It processes technical browser and connection information to provide a verification token. Depending on the visitor's connection and Cloudflare configuration, Cloudflare may use a security clearance cookie; it is not an advertising cookie.

Images are served by this website and Lovable's asset delivery service, not Wix. Our website host and asset delivery provider receive the information needed to serve the requested image, such as the IP address. Selecting Find address sends the postcode to our address-lookup service, Ideal Postcodes, via this website. It does not run a lookup just because you open the page. Submitting an enquiry sends the information and security token to our enquiry platform at crm.fixrisk.co.uk.

8. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.

9. Changes to this policy

We may update this policy from time to time. The current version is always available at riskfix.co.uk/privacy, with the “last updated” date shown above.

10. Contact

RiSKFiX LLP, The Venture Centre, University of Warwick Science Park, Sir William Lyons Road, Coventry CV4 7EZ · enquiries@riskfix.co.uk · 01926 675275

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