Who we are
Vanguard Fire Ltd (company number 17414236, registered in England and Wales) is the "controller" of your information, which means we decide how it is used. You can contact us about anything in this notice at Vanguardfireltd@gmail.com.
What we collect
- Your contact details: name, email address, phone number and your role (for example, managing agent).
- Building details: address, postcode, height, number of flats and fire doors, and any access notes you give us.
- Booking details: the inspection you want, your preferred date, and our own records of quotes and progress.
Please don't include sensitive information, such as health details about residents, in the access notes.
To protect the form from misuse, our server briefly holds your device's IP address in memory to limit repeated submissions. It is not stored with your booking.
Why we use it, and our legal basis
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Arranging your inspection, sending you a quote and confirming the visit | Taking steps you asked for before entering a contract, and performing that contract |
| Emailing you a confirmation of your request | Taking steps you asked for before entering a contract |
| Keeping business and accounting records | Legal obligation |
| Emailing you inspection reminders and occasional offers, only if you tick the optional box on the form | Your consent, which you can withdraw at any time |
| Protecting the booking form from spam and abuse | Our legitimate interest in keeping the service secure |
We only send marketing emails if you ticked the optional box on the booking form. Every marketing email includes a way to unsubscribe, and you can also tell us at any time by emailing the address above. We do not sell your information.
Who we share it with
- Google, which provides the email service we use to send and receive booking emails.
- Fly.io, our website hosting provider, which runs the server that stores booking requests. Your information is stored on its servers in London, UK.
These providers act on our instructions. Some may process information outside the UK. Where they do, we rely on the safeguards the law requires, such as UK adequacy regulations or approved contract terms.
We may also share information if the law requires it.
How long we keep it
- Requests that don't go ahead: deleted 12 months after you contacted us.
- Marketing list: your email and company details are kept until you unsubscribe, then removed from the list.
- Completed jobs: kept for 7 years after the last inspection, to meet accounting rules and in case of a later query about the work.
Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct anything that's wrong
- ask us to delete your information, or limit how we use it
- object to our use of it where we rely on legitimate interests
- withdraw your consent to marketing emails at any time
- ask for your information in a format you can take elsewhere
Email us to use any of these rights. We'll reply within one month.
Cookies
The booking form does not use cookies. Our staff-only admin area uses one essential cookie to keep staff logged in. It is not used for tracking.
Complaints
If you're unhappy with how we've handled your information, please contact us first. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.