Privacy Policy

1. Who this policy applies to

This policy applies to visitors to tradesfix24.uk, homeowners, tenants, landlords, property managers, prospective customers, customers, contractors and other people who contact or interact with TradesFix. It also applies to information processed through customer, property, contractor or account-management tools that TradesFix may introduce, including TradesFix OS.

2. Information we may collect

Depending on how you use our services, we may collect contact details such as your name, telephone number and email address; property details such as address or postcode; enquiry, quote and job information; photographs or documents you choose to provide; appointment and communication records; billing and transaction information; landlord, tenant or property-manager details where relevant to a job; contractor or engineer details where needed to arrange work; and technical/security information generated when you use our website or online services, including limited anti-abuse identifiers used to protect public forms.

Please avoid sending sensitive personal information unless it is genuinely needed for us to provide the service safely or appropriately.

3. How we collect information

We may receive information directly from you through our website forms, telephone, WhatsApp or other communications. We may also receive information from a landlord, property manager, tenant, contractor or other authorised person where they ask us to arrange or manage work concerning you or a property you occupy, own or manage.

4. Why we use personal information and our lawful bases

We use personal information to respond to enquiries and take steps you ask us to take before entering into a contract; provide, schedule and manage services; prepare quotes and invoices; communicate about appointments and jobs; allocate suitable tradespeople; maintain service, safety and audit records; prevent misuse, fraud and security incidents; manage complaints, warranties and disputes; meet tax, accounting, insurance, safety and other legal obligations; and improve our operations.

Our main lawful bases under UK data-protection law are contract (including steps at your request before a contract), legal obligation, and legitimate interests such as running an effective property-services business, keeping appropriate records, protecting our systems and dealing with enquiries. Where consent is legally required — for example for certain optional marketing or non-essential cookies — we will ask for it separately and you can withdraw it.

5. Website enquiries, quote requests and form security

When you submit a callback or quote request, the information is transmitted securely to our website backend. We use it to respond to your request, contact you, assess the job and decide the appropriate next step. Website enquiry records may be stored in Cloudflare infrastructure and an email notification may be sent to TradesFix. A successful form submission does not itself create a contract or guarantee an appointment.

We use proportionate anti-spam and security controls on public forms. These may include hidden anti-bot fields, request-rate controls and Cloudflare Turnstile. Turnstile is designed to distinguish legitimate visitors from automated abuse and may process limited technical information for that security purpose. We do not use it for advertising profiling.

6. TradesFix OS, customer records and property records

As our systems develop, TradesFix may use its own operations platform, referred to as TradesFix OS, to manage customers, properties, enquiries, jobs, schedules, quotes, invoices, contractors, communications, memberships and related service records. The platform is intended to use role-based access so people only receive the access needed for their role.

If a landlord or property manager asks us to work at a property, we may hold information about the relevant property, occupier, access arrangements and job history so that the work can be organised and supported. We will not use future TradesFix OS functionality to make solely automated decisions that produce legal or similarly significant effects unless we first put an appropriate lawful process and notice in place.

7. Who we may share information with

We may share relevant information with tradespeople, engineers, employees or contractors assigned to a job; landlords, property managers, tenants or property owners where necessary to manage the relevant work; website, hosting, email, communications and IT providers; job-management and customer-service providers; payment, banking and accounting providers; insurers and professional advisers; and public authorities, regulators or law-enforcement bodies where required by law.

We only share information that is reasonably necessary for the relevant purpose. Gas work arranged by TradesFix is carried out by appropriately qualified Gas Safe registered engineers, who may need relevant customer and property information to carry out the work.

8. International data transfers

Some technology suppliers operate internationally. If personal information is transferred outside the United Kingdom, we require an appropriate lawful transfer mechanism where one is needed, such as UK adequacy regulations or approved contractual safeguards.

9. How long we keep information

We do not keep personal information indefinitely. Retention depends on why the information is held, whether you become a customer, the nature of the work, warranty or safety requirements, tax and accounting obligations, insurance requirements and the time needed to establish, exercise or defend legal claims.

Enquiries that do not become jobs will normally be reviewed for deletion after they are no longer reasonably needed. Customer, job, invoice and transaction records may need to be retained for longer where there is an ongoing relationship or a legal, accounting, warranty or claims reason to keep them. TradesFix OS will use retention rules consistent with these principles. Short-lived security and rate-limit records are retained only for the period needed to prevent repeated abuse and are then removed or allowed to expire.

10. Security

We use reasonable technical and organisational measures designed to protect personal information, including access controls, HTTPS in transit, managed cloud infrastructure and limiting access according to business need. No internet or storage system can be guaranteed completely secure, so we review security measures as our systems develop.

11. Your data-protection rights

Depending on the circumstances, you may have rights to be informed about our processing, access your personal information, correct inaccurate information, request deletion, restrict processing, object to certain processing, receive certain information in a portable format and withdraw consent where processing is based on consent. Some rights are subject to legal conditions and exemptions.

To make a privacy request, email help@tradesfix24.uk or use our contact page. We may need to confirm your identity before acting on a request.

12. Complaints

If you have a concern about how we use personal information, please contact us first so we can try to resolve it. You also have the right to complain to the UK Information Commissioner's Office (ICO). You can find current contact and complaints information at ico.org.uk.

13. Marketing

Submitting a service enquiry does not sign you up to marketing. If we introduce email or SMS marketing, we will provide the required choice and unsubscribe controls and will use an appropriate lawful basis.

14. Cookies and similar technologies

Our use of cookies and similar technologies is explained in our Cookie Policy. We do not currently intentionally enable advertising or behavioural tracking cookies on the public website. If that changes, we will update our information and obtain consent where required.

15. Changes to this policy

We will review this policy as our website, suppliers and TradesFix OS develop. Material changes will be reflected on this page and, where required, brought to affected people’s attention before a new use of their personal information begins.