J7 Fire Ltd · Data protection
Privacy Notice
This notice explains how J7 Fire Ltd uses personal information when you visit the website, make an enquiry, request a quotation or instruct us to provide services.
Information we collect
Depending on the relationship and instruction, we may process:
- names, job titles, organisation details and contact information;
- enquiry, quotation, appointment, contract and correspondence records;
- premises details, access arrangements, photographs, plans, assessment evidence and information supplied for a report;
- invoice, payment and account-administration records;
- website, security, cookie-choice and analytics information; and
- limited information about people who may need assistance in an emergency where it is necessary for the service and lawfully supplied.
Please do not send unnecessary personal or special-category information. Where J7 receives employee, resident, visitor or other third-party information from a client, the client remains responsible for ensuring that it is lawful, relevant and limited to what the instruction requires.
Why we use it and our lawful bases
Enquiries and quotations
To respond, establish requirements and take steps before a contract. We rely on contract steps and our legitimate interest in operating and developing the business.
Providing services
To arrange access, perform the instruction, prepare deliverables, communicate findings and manage the client relationship. We rely on contract and, where applicable, legal obligations.
Accounts and governance
To invoice, receive payment, maintain business records, manage complaints, establish or defend claims and meet tax or regulatory duties. We rely on contract, legal obligations and legitimate interests.
Website and marketing
To secure and improve the website and measure effective enquiries. Essential technology is used where necessary; optional analytics or advertising technology is used only with the required consent.
Who we share information with
Information is shared only where necessary with service providers and professional advisers supporting J7, which may include Microsoft 365, website hosting and security providers, Xero, analytics providers where consent applies, payment providers, competent subcontractors or specialist partners, insurers, legal or accounting advisers, and public authorities where required by law. We do not sell personal information.
Where a specialist partner supports an instruction, J7 limits the information shared to what is needed to define, quote or deliver that work. The quotation explains the delivery route where relevant.
International processing
Some technology providers may process information outside the United Kingdom. Where this occurs, J7 uses providers and arrangements intended to provide an appropriate legal safeguard, such as UK adequacy regulations or approved contractual protections.
How long we keep information
J7 keeps personal information only for as long as it is needed for the relevant purpose and record. As a working standard:
- enquiries that do not become instructions are normally retained for up to 12 months;
- client, job, assessment, report and contractual records are normally retained for at least six years after completion or the last relevant transaction, and longer where safety, insurance, limitation or legal requirements justify it;
- accounting and VAT records are retained for the period required by law;
- marketing preferences are kept until withdrawal, with a limited suppression record where needed to respect an opt-out; and
- cookie and consent records are retained in accordance with the website's consent-management settings and reviewed periodically.
These periods may be shortened or extended where the facts, legal duties, an active dispute, an insurer's requirement or the nature of a safety record make that appropriate.
Your rights
Subject to the circumstances, you may ask for access, correction, erasure, restriction, portability or objection, and may withdraw consent where consent is the lawful basis. There is no fee in the ordinary course. J7 may need to verify identity and may retain information where a legal exception applies.
Send a request to info@j7fire.co.uk. You may also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint. We would appreciate the opportunity to address the issue first.
Automated decisions and children
J7 does not use website or client information to make solely automated decisions that produce legal or similarly significant effects. The website and services are directed to organisations and adults responsible for premises, not to children.
Cookies and changes
For website technologies and preference controls, read the Cookie Policy. This notice will be reviewed when systems, services or legal requirements change; the date above identifies the current version.
