Privacy Policy

Welcome to Pro Property Facilities Management (“we,” “us,” “our”). This Privacy Policy explains how we collect, use, disclose and protect personal information when you visit our website, contact us, or engage our services, including any communications (e.g., email, WhatsApp, phone). We are committed to safeguarding your privacy and complying with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

1. Who We Are 

Pro Property Facilities Management provides professional property and facilities management services to commercial and domestic clients, supporting Property, Asset, and Estate Managers with maintenance, plumbing, electrical, carpentry, fire safety and related services.  

2. Information We Collect 

We collect personal information in the following ways: 

a. Information You Provide Directly
When you contact us, request a quote, enquire about services, or submit forms, we may collect: 

• Name 
• Contact details (email address, phone number) 
• Property address and related service details 
• Communication preferences 

b. Automatically Collected Information
When you use our website, we may automatically collect: 

• IP address and device/browser information 
• Pages visited and interaction data (analytics) 
• Cookies and similar tracking data 

c. Communications
Information you send when communicating with us (e.g., messages via email, WhatsApp, phone) may be stored for operational and support purposes. 

3. How We Use Your Information 

We use your personal data for these purposes: 

• To provide and manage the services you request 
• To communicate with you about enquiries, appointments, and service updates 
• To respond to your questions and requests 
• To improve our website, services, and customer experience 
• To comply with legal or regulatory obligations 

4. Legal Basis for Processing 

We rely on one or more of the following: 

• Contractual necessity – Processing necessary to fulfil your requests or contract with us 
• Legitimate interests – To improve operations and service quality 
• Consent – Where you agree to receive marketing or communications 
• Legal obligations – To meet regulatory or statutory requirements 

5. Cookies and Tracking Technologies 

We use cookies to improve user experience, analyse site usage and support website functionality. You can manage cookie settings via your browser; however, disabling cookies may limit certain features. 

6. Sharing and Disclosure of Personal Data 

We may share your information with: 

• Service providers or contractors who assist in delivering services 
• Regulatory authorities if required by law 
• Parties involved in a business transaction (e.g., sale or restructuring)
  We will not sell your personal data to third-party marketers. 

7. Data Retention 

We retain personal information only as long as necessary for the purposes we collected it and to comply with legal obligations, resolve disputes, and enforce our agreements. 

8. International Transfers 

Your information may be processed by staff or service providers operating outside the UK. We take appropriate safeguards to ensure your data remains protected in accordance with applicable laws.

9. Your Rights 

Under applicable data protection law, you have the right to: 

• Access the personal data we hold about you 
• Request correction or deletion of your data 
• Restrict or object to processing 
• Withdraw consent (where processing is based on consent)
  To exercise these rights, please contact us using the details below. 

10. Security 

We implement technical and organisational measures to protect personal data from unauthorised access, disclosure or loss. However, no system is fully secure — use of email or internet carries inherent risk. 

11. Children’s Privacy 

Our services and website are not directed at individuals under 16. We do not knowingly collect personal data from children. 

12. Changes to This Policy 

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a new effective date. 

13. Contact Us 

If you have questions, concerns or requests about your personal data or this policy, please contact: 

Pro Property Facilities Management
Email: andy@propropertyfm.com