1. Who we are
Extract Compliance Ltd, Governour House, 3 Chapel Street, Congleton, Cheshire CW12 4AB, is the data controller responsible for your personal data. Our registered contact details are: telephone 0330-133-8231, email Info@extractcompliance.com.
If you have any questions about this policy or how we handle your data, please contact us using the details above and ask for the person responsible for data protection.
2. What personal data we collect
We only collect the personal data we need to respond to your enquiry and provide our services. The table below summarises what we hold, where it comes from, and why.
| Category | Examples | Source | Why we use it |
|---|---|---|---|
| Identity | First name, last name | When you complete our contact or site-survey form | To address you and identify your enquiry |
| Contact details | Email address, telephone number | When you complete a form or call us | To respond to your enquiry and provide a quote |
| Service information | The service required, your message, site details | When you complete a form or speak to us | To understand your needs and scope the work |
| Usage data | Pages visited, referring site, browser type | Collected automatically via cookies and server logs | To improve the website and monitor security |
We do not collect special category data (such as health or biometric data) and we do not use your data for automated decision-making or profiling.
3. Lawful basis for processing
Under the UK GDPR we rely on the following lawful bases:
- Consent — where you give us your details via a form and agree to be contacted about your enquiry.
- Contract — where we need your data to provide a quote, survey or cleaning service you have requested.
- Legitimate interests — to respond to general enquiries, maintain records for insurance and compliance, and keep the website secure.
- Legal obligation — where we are required to keep records (for example, TR19® compliance certificates) for a defined period.
4. Cookies
Like most websites, this site uses cookies to function. We group them as follows. You can control non-essential cookies using the cookie notice shown on your first visit.
| Type | Purpose | When used | Duration |
|---|---|---|---|
| Essential | Session and security cookies required for the website to function | On by default — required for the site to work | Until you close your browser |
| Analytics | Aggregated, anonymous statistics on how the site is used | Only with your consent | Up to 12 months |
| Functionality | Remembering choices such as your cookie preference | On when you accept cookies | Up to 12 months |
Most web browsers let you control or delete cookies through the browser settings. Disabling essential cookies may affect how the site works.
5. How we share your data
We do not sell your personal data. We only share it where necessary:
- With trusted processors such as our hosting and email providers, who act on our instructions and under contract.
- Where we are legally required to do so, for example by a regulator, fire authority or court order.
- To insurers where evidence of compliance work is needed to support a claim.
We do not transfer your personal data outside the UK or EEA without appropriate safeguards in place.
6. How long we keep your data
We only keep your data for as long as we need it:
- Enquiries and quotes — kept for up to 24 months after your last contact, then deleted or anonymised.
- Compliance records and certificates — retained for the period required by insurers and TR19® guidance, typically up to 7 years.
- Website and security logs — kept for up to 12 months for security and audit purposes.
7. Data security
We take appropriate technical and organisational measures to protect your data against unauthorised access, loss, alteration or disclosure. Access is limited to staff who need it to carry out their roles.
8. Your data protection rights
Under the UK GDPR you have the following rights. To exercise any of them, contact us using the details above — there is no charge and we will respond within one month.
| Right | What it means |
|---|---|
| Right to be informed | You have the right to know how and why we use your data — this policy fulfils that duty. |
| Right of access | You can request a copy of the personal data we hold about you. |
| Right to rectification | You can ask us to correct anything that is inaccurate or incomplete. |
| Right to erasure | In most cases you can ask us to delete your data when it is no longer needed. |
| Right to restrict processing | You can ask us to limit how we use your data in certain circumstances. |
| Right to object | You can object to processing based on legitimate interests or direct marketing. |
| Right to data portability | You can receive your data in a structured, machine-readable format. |
If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
9. Changes to this policy
We may update this policy from time to time. Changes will be posted on this page with an updated revision date. We will notify you of significant changes where they affect how we use your data.