Privacy Policy

Information We Collect

We may collect and process different types of information about you when you visit our website, contact us, or use our electrical installation and maintenance services. The information we collect broadly falls into the following categories:

1. Personal identification and contact details

When you submit an enquiry, request a quote, apply for a role, or otherwise contact CIK MAINTANCE LTD, we may collect:

• Full name and title
• Business name and role or job title
• Email address and telephone number
• Postal or site address and region
• Preferences regarding services, contact, and communication

2. Service and project-related information

In the course of delivering electrical installation or maintenance services, we may collect information such as:

• Details of your property or premises (for example, site layout, electrical infrastructure details, project specifications)
• Records of works performed, inspections, reports, certifications, and associated documentation
• Billing, invoicing, and payment information associated with your organisation or account

3. Usage data and technical information

When you visit our website, we may automatically collect certain technical data, subject to your cookie preferences, including:

• IP address, browser type and version, and device identifiers
• Operating system, device type, and approximate geographic location
• Pages visited, time and date of visit, referring and exit pages, and clickstream data
• Interaction with on-page elements such as forms, links, and navigation

4. Communications and correspondence

We may keep records of communications you send to us, including:

• Emails, contact form submissions, and messages shared via our website
• Telephone call notes and meeting records relating to ongoing or potential projects
• Job applications, CVs, and supporting documents submitted for career opportunities

5. Special category and sensitive information

As a general rule, CIK MAINTANCE LTD does not seek to collect special category data (such as health, ethnicity, or religious information) through this website. Where such data is required in rare cases (for example, for health and safety or employment law reasons), we will only collect and process it where strictly necessary, lawful, and with appropriate safeguards in place.

How We Use Your Data

We use the personal data we collect only for specified, explicit, and legitimate purposes and in line with applicable UK data protection laws. Depending on how you interact with us, your data may be used for the following purposes:

1. Providing and managing our services

• Responding to enquiries, quote requests, and service questions submitted via our website or by other means
• Planning, delivering, and managing electrical installation, maintenance, and inspection projects
• Issuing project documentation, reports, and relevant industry or safety certifications
• Administering client accounts, including invoicing, payments, and contract management

2. Communication and client support

• Keeping you informed about the status of your enquiry, project, or service agreement
• Responding to support requests and technical questions related to our work
• Sharing important updates, such as changes to our services, terms, or policies

3. Improving our website and services

• Monitoring and analysing website usage to help us understand how visitors engage with our content
• Improving the performance, usability, security, and accessibility of our website
• Developing and enhancing our service offerings, processes, and client experience

4. Legal, regulatory, and compliance purposes

• Complying with legal and regulatory obligations, including safety, tax, and accounting requirements
• Maintaining appropriate records for audit, insurance, and risk management purposes
• Establishing, exercising, or defending legal claims where necessary

5. Recruitment and careers

If you submit an application or expression of interest via our Careers or Contact sections, we may use your information to:

• Assess your suitability for current or future roles with CIK MAINTANCE LTD
• Contact you regarding interview arrangements, feedback, and onboarding processes
• Meet our legal and regulatory obligations as an employer or prospective employer

Legal bases for processing

We rely on one or more of the following legal bases to process your personal data:

• Performance of a contract – where processing is necessary to enter into or fulfil a contract with you or your organisation.
• Legitimate interests – where processing is necessary for our legitimate business interests (for example, improving services, managing relationships, or ensuring network security) and does not override your rights and freedoms.
• Legal obligation – where we must process your data to comply with UK law or regulatory requirements.
• Consent – where you have explicitly given us consent, for example for certain marketing communications or optional analytics cookies. You may withdraw your consent at any time.

Data Sharing and Disclosure

CIK MAINTANCE LTD does not sell your personal data. We only share personal information where it is necessary, proportionate, and lawful to do so. We may share your data with the following categories of recipients:

1. Trusted service providers and vendors

We may engage carefully selected third parties to support our operations, such as:

• IT, hosting, and website infrastructure providers
• Communication tools and email service providers
• Professional advisers, such as accountants, auditors, or legal counsel
• Specialist contractors or suppliers involved in project delivery

These third parties are only permitted to process your data in accordance with our instructions and are required to maintain appropriate security and confidentiality measures.

2. Regulatory authorities and legal obligations

We may disclose your personal data where required to do so by law, regulation, or court order, or where such disclosure is necessary to:

• Comply with statutory or regulatory obligations (for example, health and safety, electrical standards, or tax requirements)
• Cooperate with law enforcement or regulatory investigations
• Protect our rights, property, staff, or clients and to detect, prevent, or address fraud and security issues

3. Business transfers

In the event of a merger, restructuring, acquisition, or transfer of some or all of our business, your personal data may be transferred to the relevant third party as part of the transaction. In such circumstances, we will take appropriate steps to ensure your information remains protected and that any recipient continues to use it in line with this Privacy Policy.

4. International data transfers

Our core operations are based in the United Kingdom. Where we engage third-party providers that process data outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses, to protect your personal information.

Security of Your Information

We take the security of your personal data seriously and implement technical and organisational measures designed to protect it from unauthorised access, alteration, disclosure, or loss.

Our security measures include:

• Using secure servers and modern encryption technologies where appropriate
• Restricting access to personal data to authorised personnel and service providers only
• Maintaining access controls, authentication procedures, and role-based permissions
• Implementing regular updates, backups, and monitoring on key systems
• Using secure communication channels for sensitive exchanges wherever feasible

While we strive to use commercially reasonable means to protect your personal data, no method of transmission over the internet or method of electronic storage is completely secure. Therefore, we cannot guarantee absolute security, but we continuously review and enhance our safeguards in line with good industry practice.

If you believe your interaction with us is no longer secure or you suspect a security incident involving your data, please contact us immediately using the details in the Contact Information section below.

Data Retention Policy

We retain personal data only for as long as is necessary to fulfil the purposes described in this Privacy Policy, including satisfying any legal, accounting, or reporting requirements.

Retention periods

Typical retention periods may include:

• Client and project records: retained for the duration of the contract and then for a period necessary to comply with legal and regulatory obligations, manage warranties, and handle potential disputes.
• Financial and invoicing information: retained for the minimum periods required under UK tax and accounting legislation.
• General enquiries and correspondence: retained while your enquiry is open and for a reasonable period thereafter for reference and quality assurance.
• Recruitment information: retained for the duration of the recruitment process and, if unsuccessful, for a limited period in line with fair recruitment practices, unless you request earlier deletion where lawful.

Criteria for determining retention

When setting retention periods, we consider:

• The nature and sensitivity of the personal data
• The potential risk of harm from unauthorised use or disclosure
• The purposes for which we process the data and whether these can be achieved by other means
• Applicable legal, regulatory, contractual, and operational requirements

Once personal data is no longer required, we will either securely delete, anonymise, or aggregate it so that it can no longer be associated with an identifiable individual.

Your Data Protection Rights

Under the UK GDPR and related data protection legislation, you have a number of rights in relation to the personal data we hold about you. These rights may be subject to certain conditions and legal exceptions, but we will always respond to your requests in line with applicable law.

Your rights include:

• Right of access: You can request confirmation of whether we process your personal data and obtain a copy of that data, along with information about how we use it.
• Right to rectification: You can request that we correct or complete any inaccurate or incomplete personal data we hold about you.
• Right to erasure: In certain circumstances, you can request that we delete your personal data, for example where it is no longer necessary for the purposes for which it was collected.
• Right to restrict processing: You can ask us to suspend the processing of your personal data in specific situations, such as while we verify its accuracy or assess an objection.
• Right to object: You can object to processing based on our legitimate interests, on grounds relating to your particular situation. We will stop processing unless we have compelling legitimate grounds to continue.
• Right to data portability: In certain cases, you can request a copy of the personal data you provided to us in a structured, commonly used, and machine-readable format and have it transferred to another controller where technically feasible.
• Rights related to consent: Where we rely on your consent (for example, for certain marketing or cookie preferences), you may withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.

Exercising your rights

To exercise any of your data protection rights, please contact us using the details in the Contact Information section. We may need to request specific information from you to help us confirm your identity and ensure your right to access your data.

We aim to respond to all legitimate requests within one month. In some cases, this period may be extended, for example if your request is complex or you have made multiple requests. We will keep you informed if this occurs.

Right to lodge a complaint

If you have concerns about how we handle your personal data, we encourage you to contact us first so that we can try to resolve the issue. You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner's Office (ICO), via www.ico.org.uk.

Cookies and Tracking Technologies

Our website may use cookies and similar technologies to enhance your browsing experience, understand how visitors use our site, and support essential functionality. Cookies are small text files placed on your device when you visit a website.

How we use cookies

Subject to your preferences and applicable law, we may use:

• Strictly necessary cookies: Required for core site functionality and security, such as remembering your cookie choices or enabling access to secure areas.
• Performance and analytics cookies: Used to collect anonymous statistics on how visitors use our website so we can improve structure, content, and usability.
• Functionality cookies: Used to remember your choices (for example, language or region) and provide enhanced, more personalised features.

For more details on the specific cookies we use and how long they last, please refer to our dedicated Cookie Policy.

Managing your cookie preferences

You can manage or disable cookies through your browser settings and, where available, through any on-site cookie banner or preference tools. Please note that disabling certain cookies may affect the functionality and performance of our website.

Links to External Sites

Our website may contain links to other websites, resources, or services that are operated by third parties, such as industry bodies, partners, or professional organisations.

These external sites are not controlled by CIK MAINTANCE LTD, and we are not responsible for their content, security, or privacy practices. When you follow a link to an external website, the collection and use of your personal data are governed by that site's own privacy policy and terms, not by this Privacy Policy.

We encourage you to review the privacy policies of any external sites you visit before providing any personal information.

Changes to This Privacy Policy

We may update or amend this Privacy Policy from time to time to reflect changes in our practices, legal or regulatory developments, or improvements to our services and website.

When we make material changes, we will take appropriate steps to inform you, which may include updating the "Last updated" date at the top of this page, highlighting the change on our website, or contacting you directly where required by law.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data.

Contact Information

If you have any questions about this Privacy Policy, our data protection practices, or if you wish to exercise your data protection rights, please contact CIK MAINTANCE LTD using the details below:

We will review all privacy-related communications and respond as promptly as we reasonably can, in accordance with applicable legal requirements.