Privacy Policy

1. Introduction

Urmston Gas Services Ltd ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share and protect your personal data when you use our website, contact us, or engage our heating, plumbing and gas services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

We are registered as a data controller with the Information Commissioner's Office (ICO) under registration number ZC211427.

2. Who We Are (Data Controller)

Urmston Gas Services Ltd
Company Number: 07068573
Registered Office: The Counting House, 4a Moss Lane, Swinton, Manchester, England, M27 9SA
Trading Address: 28 Southgate, Urmston, Manchester M41 9FS
Telephone: 07722 234 666
Email: info@urmstongasservices.co.uk
Website: www.urmstongasservices.co.uk
Gas Safe Register Number: 520477

3. Personal Data We Collect

We may collect and process the following categories of personal data:

3.1 Identity and Contact Data

• Full name
• Email address
• Telephone / mobile number
• Postal / property address

3.2 Service and Property Data

• Details of your heating system, boiler, appliances and related equipment
• Service history, job notes, photographs (where relevant to the work)
• Landlord or tenant information (for Gas Safety Certificates / CP12)
• Access instructions or special requirements for attending your property

3.3 Transaction and Financial Data

• Payment records and invoices
• Limited payment information processed via third-party payment providers (we do not store full card details)

3.4 Technical and Website Data

• IP address, browser type and version, device information
• Pages visited, time spent on site, and referral sources
• Cookie and similar technology data (see section 10)

3.5 Communications Data

• Records of telephone calls, emails, website enquiries and online bookings
• Complaints, feedback and correspondence

4. How We Collect Your Personal Data

• Directly from you: when you call us, email us, complete a website contact or booking form, request a quote, or engage our services.
• During the provision of services: when our engineers attend your property and record job details, appliance information and certificates.
• Automatically: through cookies and similar technologies when you visit our website.
• From third parties: occasionally from referrals, or publicly available sources where relevant and lawful.

5. How and Why We Use Your Personal Data (Purposes & Lawful Bases)

We only process your personal data where we have a lawful basis under UK GDPR. The main purposes and corresponding lawful bases are:

5.1 Providing quotes, bookings and services

Lawful bases: Performance of a contract (or steps prior to entering a contract); Legitimate interests (to respond efficiently to enquiries and deliver a professional service).

5.2 Issuing Gas Safety Certificates (CP12) and maintaining service records

Lawful bases: Legal obligation (Gas Safety (Installation and Use) Regulations and Gas Safe requirements); Performance of a contract.

5.3 Processing payments and maintaining financial records

Lawful bases: Performance of a contract; Legal obligation (tax, accounting and company law requirements).

5.4 Customer service, complaints handling and quality improvement

Lawful basis: Legitimate interests (to provide good customer service, resolve issues and improve our services).

5.5 Marketing and promotional communications

Lawful basis: Consent (where we have obtained it), or soft opt-in under PECR where applicable for existing customers. You can opt out at any time.

5.6 Website operation, security and analytics

Lawful basis: Legitimate interests (to keep our website secure, functional and to understand how it is used so we can improve it).

6. Who We Share Your Personal Data With

We do not sell your personal data. We may share it with the following categories of recipients only where necessary and with appropriate safeguards:

• Gas Safe Register — as required for registration, certificates and regulatory compliance.
• Sub-contractors or specialist engineers — only when necessary to complete a job, under strict contractual confidentiality obligations.
• Professional advisers — accountants, insurers, legal advisers, and our website/IT providers.
• Payment processors — to process card or bank payments securely.
• Cloud and IT service providers — for email, document storage, booking systems and website hosting (all under data processing agreements).
• Regulators, law enforcement or courts — where we are legally required to do so.

7. International Transfers

Your personal data is primarily processed and stored within the United Kingdom. Where we use service providers that transfer data outside the UK (for example certain cloud or analytics providers), we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement / Addendum, Standard Contractual Clauses, or an adequacy decision.

8. How Long We Keep Your Personal Data

We retain personal data only for as long as necessary for the purposes set out in this policy, or as required by law:

• Service and job records (including CP12 certificates): typically 6–7 years after the last interaction, or longer where required for legal, insurance or Gas Safe purposes.
• Enquiries and quotes that do not lead to work: usually 12–24 months.
• Financial and accounting records: as required by HMRC and company law (normally 6 years).
• Marketing preferences: until you withdraw consent or opt out.

9. Your Rights Under UK GDPR

• Right of access — to request a copy of the personal data we hold about you.
• Right to rectification — to have inaccurate or incomplete data corrected.
• Right to erasure ("right to be forgotten") — in certain circumstances.
• Right to restriction of processing — in certain circumstances.
• Right to data portability — to receive your data in a structured, commonly used format.
• Right to object — to processing based on legitimate interests or for direct marketing.
• Right to withdraw consent — where processing is based on consent, at any time.
• Right to lodge a complaint with the Information Commissioner's Office (ICO).

To exercise any of these rights, please contact us using the details in section 13. We will respond within one month (or as required by law).

10. Cookies and Similar Technologies

Our website uses cookies and similar technologies to ensure it functions properly, to remember your preferences, and to help us understand how the site is used. In particular:

• Essential cookies required for the website to work (including security and load-balancing).
• Google Maps cookies — used only when map content is displayed.
• Third-party translation service cookies — if you choose to use website translation features (these may collect data about your activity; please review that provider's privacy policy).
• Analytics or performance cookies (if enabled) — to help us improve the website.

You can control cookies through your browser settings. Blocking some cookies may affect the functionality of the website. Where required, we will seek your consent for non-essential cookies.

11. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures include access controls, secure systems, staff training, and contractual protections with our service providers. While we take reasonable steps to protect your data, no method of transmission or storage is completely secure.

12. Children's Data

Our services and website are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us and we will delete it.

13. Contact Us and Complaints

If you have any questions about this Privacy Policy, wish to exercise your rights, or have a complaint about how we handle your personal data, please contact us:

Email: info@urmstongasservices.co.uk
Telephone: 07722 234 666
Postal: Urmston Gas Services Ltd, 28 Southgate, Urmston, Manchester M41 9FS

You also have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
www.ico.org.uk

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements or for other operational reasons. The updated version will be posted on our website with a revised "Last updated" date. We encourage you to review this page periodically.

© 2026 Urmston Gas Services Ltd. All rights reserved. This Privacy Policy is provided in accordance with UK GDPR and the Data Protection Act 2018.