-Elemental Fire Safety-

Elemental Fire Safety Ltd is dedicated to maintaining and respecting the privacy of all of its clients and ensures that confidentiality is upheld at all times (1).

The following privacy policy outlines the reasons we collect the data of any person who visits our website, our clients and any person who contacts or interacts with us, the types of personal data we collect and how we store and use client’s personal data.

If you do not wish for us to collect or hold your personal data, then please do not provide any personal information to us or use the Elemental Fire Safety Ltd website or social media pages.

If you have any questions relating to data protection, please email contact@elementalfiresafety.co.uk

-What type of information do we collect-

The information collected by Elemental Fire Safety Ltd includes (but is not limited to); client’s name, address, contact details, business premises plans, business ownership information and any other information that the client chooses to disclose, as well as any relevant information pertaining to the legally responsible person for the client business and employees of the client business.

The relevant privacy policies of the host organisations for the Elemental Fire Safety Ltd website and social media accounts provide details of the information collected by the website and social media accounts. This includes (but is not limited to) Hostinger.com and LinkedIn.com.

-Why do we have your personal information-

Elemental Fire Safety Ltd requires access to Personal Data in order to fulfil its contractual commitment to the client. Elemental Fire Safety Ltd will not hold on to Personal Data unnecessarily for longer than it is required. Upon engaging Elemental Fire Safety Ltd you are consenting for Elemental Fire Safety Ltd to collect, process and store your Personal Data so far as it extends to the complete and satisfactory provision of the contractual services.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• We have a legal obligation.

• We need it to perform a public task.

• We have a legitimate interest.

-What do we do with your Personal Data-

Elemental Fire Safety Ltd will use your Personal Data to complete the services that are due to the client to the best of their ability. These tasks may include, but are not limited to;

• To identify the client, the business or any other relevant person to which the Personal Data applies.

• To identify any previous services or products that you have obtained from Elemental Fire Safety Ltd or any of our associated or partnership businesses.

• To contact you regarding any administrative actions required on your account regarding any services you have previously received, are requesting to receive or may request to receive in the future.

• To help detect and prevent fraud or loss.

• To contact you in any way regarding any products or services you may be interested in both now and in the future unless you have previously asked us not to.

• To monitor any or all communications at our discretion or for quality assurance and/or training purposes.

• We may check your details against fraud prevention agencies, and if we suspect any fraud, we may report or record this to the relevant agencies.

• We will not disclose your Personal Data to any third party except under the terms outlined within this Privacy Policy.

We may allow the disclosure of your Personal Data to other third-party companies or organisations under the following circumstances;

• If we receive a legitimate request from a relevant regulating or enforcing body in relation to any legal or regulatory purposes or as a part of any legal proceedings or any prospective legal proceedings.

• If the company is partially or fully acquired, sold or purchased or if any of the company’s assets are acquired, sold or purchased, resulting in the majority ownership or control of the business being transferred, your Personal Data may be included as part of the company’s assets.

Where a client provides Personal Data related to another person, the client accepts and agrees that they have the express permission to share such Personal Data from any individual to whom the Personal Data relates.

-How we store your information-

Elemental Fire Safety Ltd takes the security of your Personal Data very seriously. Therefore, we take every measure to store your Personal Data using appropriately secure means.

We store Personal Data in fully encrypted cloud-based storage facilities.

-Your data protection rights-

Under data protection law, you have rights including:

• Your right of access – You can ask us for copies of your personal information.

• Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

• Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

• Your right to object to processing—You have the right to object to the processing of your personal data in certain circumstances.

• Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond.

Please email contact@elementalfiresafety.co.uk if you wish to make a request.

-How to complain-

If you are unhappy with how Elemental fire Safety Ltd has accessed, processed or stored your data, please email Managing Director Steve Mathieson at contact@elementalfiresafety.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

(1) If an Elemental Fire safety Ltd representative identifies a serious life risk at a client’s premises, under the duties and code of conduct for IFE membership, the representative may be required to disclose such information pertaining to the life risk to the local Fire and Rescue Authority as the Enforcing Authority.

-Quotes-

Quotes are based on information provided by the client in relation to the premises and services required at the time of booking. If at the time of inspection the premises materially differs in size, construction, use or occupancy from the description provided or the services requested at the time of the quote are altered then Elemental Fire Safety Ltd reserve the right to amend the quote accordingly and will inform the client.

-Invoicing-

• An invoice will be issued following the delivery of the report.

• Payment terms are strictly no later than 28 days from the date of the invoice.

• Invoices will display the full quoted price minus any deposit already paid.

• Late payment may incur additional charge and could impact the scheduling of future assessments.

• Clients bear responsibility for ensuring the accuracy of their email information.

-Deposits-

• To secure the chosen appointment date, a non-refundable deposit of 10% of the final fee must be paid on acceptance of the quote.

-Report lead time-

• The standard lead time for delivering fire risk assessment reports is 3 weeks from the date of the inspection.

• Expedited report delivery, termed Fast-Track, may be available upon request for an additional fee.

-Client responsibilities-

• Clients are obliged to provide honest and accurate information pertinent to the fire risk assessment process.

• Any changes or updates to the provided information must be promptly communicated to Elemental Fire Safety Ltd.

-Health & Safety-

• Any safety concerns or issues identified during the assessment must be addressed promptly and cooperatively with Elemental Fire Safety Ltd.

-Liability-

• Elemental Fire Safety Ltd shall not be held liable for any inaccuracies or omissions in the assessment arising from incomplete or misleading information provided by the client.

-Rescheduling & cancellations-

• Clients may reschedule assessments with a minimum notice of 7 days. Inadequate notice may incur rescheduling fees, set at 10% of the quoted price.

• Cancellations made with less than 48 hours notice will result in charges equivalent to the full quoted price.

• Elemental Fire Safety Ltd reserves the right to waive or modify cancellation fees under exceptional circumstances, at its discretion. Any such waiver or modification will be communicated to the client in writing.

-Confidentiality-

• All information gathered during the assessment process shall be treated confidentially and utilised solely for the purpose of fire risk assessment.

-Governing Law-

• These terms and conditions shall be governed by and construed in accordance with the laws of the United Kingdom.

• Nothing in these terms and conditions shall affect the client’s statutory rights.

• By engaging the services of Elemental Fire safety Ltd, clients acknowledge and agree to abide by these terms and conditions. Elemental Fire Safety Ltd reserves the right to update or modify these terms at any time with prior notice.

-Privacy Policy-

-Terms & Conditions-

★★★★★