Privacy Policy

At Facilities Management Solutions we are committed to safeguarding the privacy and security of personal data. This policy outlines how we collect, use, store, and protect information in the course of our operations, including when we subcontract work to third-party service providers.

We adhere to applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, ensuring that all personal data is handled lawfully, transparently, and securely.

1. Information We Collect

We collect personal and business-related data to facilitate our services. The types of data we may process include:

1.1 Business and Client Information
• Company name, business address, registration number, VAT number, and UTR number.
• Contact details, including names, job titles, phone numbers, and email addresses.
• Correspondence records (emails, calls, and messages exchanged between us and clients, subcontractors, or suppliers).

1.2 Financial and Transaction Data
• Invoice and payment details, including bank account information.
• Payment history and records of transactions with clients and subcontractors.

1.3 Operational and Service-Related Information
• Project details, service requirements, and subcontractor work logs.
• Insurance certificates and compliance-related documentation.
• Customer feedback, reviews, and complaint records.

1.4 Website & Digital Information
• IP addresses, browser type, device information, and usage data collected when you visit our website.
• Cookies and tracking technologies that help us understand website usage and improve our services.
We collect this data directly from individuals, through business interactions, or via our website and communication channels.

2. How We Use Your Information

We use the personal data we collect for the following purposes:

  • Service Delivery & Operations – Managing client projects, subcontracting work, and ensuring smooth service execution.
  • Communication & Customer Support – Responding to enquiries, coordinating work schedules, and resolving service issues.
  • Financial Transactions – Processing invoices, handling payments, and managing financial records.
  • Legal & Compliance Obligations – Ensuring regulatory compliance, maintaining accurate records, and preventing fraud.
  • Business Development & Marketing – Sending service updates, promotional materials, and relevant business communications (only where consent has been given).
  • Website & IT Security – Monitoring website traffic, preventing cyber threats, and improving our online presence.

We will only process personal data when there is a legitimate business need or legal requirement to do so.

3. How We Share Your Data

We do not sell or rent personal data to third parties. However, we may share data in the following circumstances:

3.1 Subcontractors & Service Providers
To deliver our services, we may share necessary information (such as client requirements and site details) with subcontractors who carry out work on our behalf. All subcontractors are required to comply with data protection laws and contractual confidentiality agreements.

3.2 Regulatory & Legal Authorities
We may disclose information when required to comply with legal obligations, regulatory requirements, insurance claims, or in response to lawful requests from authorities.

3.3 Business Support & IT Service Providers
We may share data with trusted third-party providers who assist with business operations, including:
• IT support and cloud storage services.
• Accounting, bookkeeping, and payment processing providers.
• Legal, compliance, and insurance advisors.
We take steps to ensure that any third parties processing data on our behalf do so securely and in accordance with data protection laws.

4. Data Security & Retention

We implement strict security measures to protect personal data from unauthorised access, loss, or misuse. These include:

  • Secure storage systems, encryption, and access control
  • Regular security audits and data protection
  • Employee and subcontractor confidentiality

We retain personal data only for as long as necessary to fulfil business, legal, and contractual obligations. The specific retention period depends on the type of data:

  • Financial records & invoices – Retained for at least 6 years as required by tax
  • Business correspondence & contracts – Retained for the duration of the contract and for a reasonable period thereafter.
  • Marketing data – Retained only as long as the individual has opted in to receive

Once the retention period expires, data is securely deleted or anonymised.

5. Your Rights Under Data Protection Law

Under UK GDPR, you have the following rights regarding your personal data:

5.1 Right to Access
You can request a copy of the personal data we hold about you.

5.2 Right to Rectification
If any information we hold is incorrect or outdated, you have the right to request corrections.

5.3 Right to Erasure (“Right to Be Forgotten”)
You may request that we delete your data in certain circumstances, unless retention is required by law.

5.4 Right to Restrict Processing
You can request that we limit the way we process your data under specific conditions.

5.5 Right to Data Portability
You can ask us to transfer your data to another organisation in a structured format.

5.6 Right to Object
You can object to data processing based on legitimate interests, including direct marketing.

5.7 Right to Withdraw Consent
If we process your data based on consent (e.g., marketing emails), you have the right to withdraw consent at any time.

To exercise any of these rights, please contact us using the details provided below.

6. Contact Information

If you have any questions or concerns about this privacy policy or how your data is handled, please contact:

Facilities Management Solutions (PGS) Ltd.
Unit 45, Garamonde Drive, Wymbush, Milton Keynes, MK8 8DD

e-mail: dan@fmsolutions.co.uk
telephone: 01908 034040

If you are not satisfied with how we process your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

7. Changes To This Privacy Policy

We may update this privacy policy from time to time to reflect legal or operational changes. Any updates will be posted on our website, and where appropriate, we will notify you directly.