Privacy policy

Who is responsible for your information

Isle of Wight Roofing is responsible for personal information collected through this website and for handling enquiries about its roofing services. The business identity and available contact details are displayed with this notice. To ask a privacy question or exercise your rights, use the contact form, mark the message “Privacy request” and tell us how you would like us to respond. You do not need to agree to optional source tracking to contact us.

Information we collect

When you enquire, we collect your name, email address, the telephone number you choose to provide, your postcode, the service you select, your message and any answer to “How did you hear about us?”. We record when the enquiry was received, a reference, the privacy notice version acknowledged and our correspondence and follow-up notes. If an enquiry becomes a project, we may also need a property address, access information, the agreed specification, quotations, invoices and information required to arrange and document the work. Please do not include payment card details, passwords, health records or other sensitive information in the website form.

Technical information and optional source tracking

The website uses essential session and security cookies to protect forms and administrator sign-in. Hosting systems may process request times, IP addresses, browser information and technical error details for delivery and security. If you accept optional source tracking, we also record the first and latest qualifying source of your visit, the landing-page path, the referring website’s hostname and campaign labels in the link, such as utm_source and utm_campaign. We use campaign click parameters only to classify a source and do not retain the click identifier itself. We do not keep the full referring URL or its search terms. When you send an enquiry, consented source information is attached to it. If you decline, the enquiry records that tracking was declined; any source you voluntarily select in the form is still kept as part of your enquiry.

Why we use information and our lawful bases

We use your enquiry and contact information to respond, assess requested roofing work, prepare quotations, arrange visits and take steps at your request before entering a contract. Where a contract is agreed, we use the necessary information to perform it. We retain relevant financial and contractual records to meet legal obligations and establish, exercise or defend legal claims. We rely on legitimate interests to secure the website, prevent spam, manage correspondence and improve our enquiry handling, having regard to your rights and reasonable expectations. Optional visit attribution relies on your consent. An acknowledgement that you have read this notice is not consent to unrelated marketing. We do not add website enquirers to marketing lists or send their details to advertising platforms.

Who may receive information

Access is limited to authorised people who need the information to handle enquiries, administer the business or perform agreed work. Service providers supporting hosting, email delivery, maintenance, backups or business administration may process information on our behalf under appropriate confidentiality and data-processing arrangements. Where necessary for an agreed job, relevant contact and property information may be shared with appointed contractors. We may disclose information to insurers, advisers, regulators or public authorities where required by law or necessary for a legitimate claim. We do not sell personal information.

International processing

We do not deliberately transfer enquiry records to an advertising platform. Some hosting, support, email or backup providers may process information outside the country where it was collected. Where a restricted international transfer is necessary, we use an applicable adequacy arrangement or appropriate contractual safeguards and assess any additional measures required. You can contact us for information about the safeguards relevant to your data. Provider access is limited to what is needed for the service.

How long information is kept

Enquiry records that have not become an accepted project are normally deleted after 24 months without an update. Records marked as accepted projects are normally retained for six years after the latest relevant update for contract, accounting and claims purposes. A record may be retained longer where a legal obligation, active dispute or documented legal hold requires it; it is reviewed when that reason ends. Optional visit attribution expires after 30 days, unless attached to a submitted enquiry, when it follows that enquiry’s retention period. Cookie preferences last 180 days and essential sessions normally expire after two hours of inactivity. Application logs rotate after 14 days; failed notification jobs are scheduled for removal after seven days. Backup copies follow the configured backup cycle and are restricted from ordinary use. Deletion requests are also applied to restored data before normal use resumes.

How we protect information

We use access controls, administrator authentication, two-factor protection for business records, request validation and restrictions against cross-site form submissions. Enquiry messages, telephone numbers and internal notes are encrypted in the application database. Public forms do not permit visitors to choose administrative status or alter existing enquiries. Enquiry notification emails sent to our authorised enquiry-handling inbox include your submitted contact details, postcode, selected service, message and source information so we can respond. Internal administration notes are not included. Security also depends on maintained hosting, protected credentials and timely updates. No internet service can eliminate every risk; suspected personal data incidents are assessed and notifications made where legally required.

Your rights

Subject to the relevant legal conditions, you may request access to your personal information, correction of inaccurate information, erasure, restriction of processing and a portable copy of information you supplied. You may object to processing based on legitimate interests. You may withdraw optional tracking consent at any time through cookie preferences; this stops future optional tracking and does not affect the lawfulness of earlier processing. Ask us separately if you want already submitted attribution data erased. We may need proportionate information to verify your identity. Requests are normally answered within one month; if a lawful extension is needed because of complexity or volume, we explain why within that period. We explain any applicable exception rather than treating a right as absolute.

Complaints, children and changes

Please contact us first if you are concerned about our use of your information so that we can investigate. You also have the right to complain to the Information Commissioner’s Office, including where you remain dissatisfied with our response. The website is intended for people arranging property services and does not knowingly seek information from children. We do not make decisions producing legal or similarly significant effects solely by automated processing. This notice may be updated when our practices change; the effective date is displayed below. Material changes are brought to your attention where required.