1. Who we are

This privacy policy explains how Emery Group Limited ("Emery Group", "we", "us", "our") collects, uses and protects your personal information when you visit our website, contact us, use our services or apply to work with us.

Emery Group Limited is a company registered in England and Wales (Company No. 13940986). Our registered office is Unit 11/12 Hall Farm, Sywell Aerodrome, Sywell, Northamptonshire, NN6 0BN.

We are the data controller for the personal information described in this policy. We handle it in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).

If you have any questions about this policy or how we use your information, please contact our Data Protection Lead at info@emery-group.com or on 01604 969574.

2. The information we collect

Depending on how you deal with us, we may collect the following:

•       Contact details: your name, job title, organisation, email address, telephone number and postal address.

•       Site and property details: the address of the property or site we are quoting for or maintaining, access arrangements (such as gate or key safe codes) and photographs of the site taken for quoting or quality purposes.

•       Enquiry and service records: the details of your enquiry, quotes, bookings, service history, correspondence and any feedback or complaints.

•       Payment and billing information: invoices, payment records and billing contact details. We do not store full card details.

•       Marketing preferences: whether you have agreed to hear from us and any offers or vouchers you have used.

•       Website usage data: your IP address, browser type, the pages you visit and how you reached our site, collected through cookies (see section 9).

•       Job applicant information: your CV, qualifications, certifications, employment history and interview notes, if you apply to work with us.

If you live or work at a site we maintain under contract (for example, a residential development managed by a managing agent, or a school), we may hold limited information about you that has been provided by our client or by you directly, such as your name, flat or plot number and details of an issue you have reported.

3. How we collect your information

•       Directly from you, when you contact us by phone, email, social media or our website, request a quote, book a service or apply for a job.

•       From our clients, such as managing agents, facilities managers, schools and businesses, where this is needed to deliver the services they have engaged us for.

•       From our website, through cookies and similar technologies.

•       From advertising platforms such as Facebook and Instagram, where you submit your details to us through one of our adverts or lead forms.

4. How we use your information and our lawful basis

We use your personal information only where the law allows us to. The table below sets out what we use it for and the lawful basis we rely on.

What we use your information for

Lawful basis

Responding to enquiries and providing quotes

Steps prior to entering a contract; legitimate interests

Delivering, scheduling and managing our services

Performance of a contract

Invoicing, taking payment and keeping financial records

Performance of a contract; legal obligation

Contacting residents or site users about works at a site we maintain

Legitimate interests (and our client's instructions)

Handling complaints, feedback and quality checks

Legitimate interests

Sending marketing emails or texts about our services and offers

Consent, or legitimate interests for existing customers (you can opt out at any time)

Running and improving our website, and measuring the effectiveness of our advertising

Consent (for non-essential cookies); legitimate interests

Assessing job applications

Legitimate interests; steps prior to entering a contract

Meeting our legal, insurance, health and safety and regulatory obligations

Legal obligation; legitimate interests

Where we rely on legitimate interests, we have considered whether those interests are outweighed by your rights and freedoms. Our legitimate interests include running our business efficiently, delivering a high-quality service to our clients and promoting our services to people likely to be interested in them.

5. Marketing

We will send you marketing emails or texts only if you have agreed to receive them, or if you are an existing customer and we are telling you about similar services. In that case, you will have been given the chance to opt out.

Every marketing message includes a simple way to unsubscribe. You can also opt out at any time by emailing info@emery-group.com. We will never sell your information to third parties for their own marketing.

6. Who we share your information with

We share your information only where necessary, with:

•       our staff and approved subcontractors, where needed to carry out works at your property or site;

•       IT and software providers who host our website (Squarespace), email and files ([Microsoft 365 / Google Workspace]) and business systems;

•       our accountants, payroll provider, insurers and professional advisers;

•       advertising platforms such as Meta (Facebook and Instagram), where you have consented to advertising cookies or submitted a lead form;

•       our clients, where you are a resident or site user and information about works needs to be shared with the managing agent or organisation responsible for the site;

•       the police, regulators or other authorities, where we are legally required to do so.

Anyone who processes personal information on our behalf is bound by a written contract requiring them to keep it secure and to use it only on our instructions.

7. International transfers

Some of our service providers, such as our website host and advertising platforms, may store or process information outside the UK, including in the United States. Where this happens, we make sure appropriate safeguards are in place. These include UK adequacy regulations (such as the UK Extension to the EU–US Data Privacy Framework) and the UK International Data Transfer Agreement or Addendum.

8. How long we keep your information

We keep personal information only for as long as we need it for the purposes described above, or to meet legal, accounting or insurance requirements. For example:

Type of information

How long we keep it

Enquiries and quotes that do not lead to work

12 months

Customer and contract records

6 years after our contract with you ends

Financial and invoicing records

6 years from the end of the financial year

Marketing preferences

Until you opt out, or 2 years after you last engaged with us

Unsuccessful job applications

6 months after the recruitment decision

When information is no longer needed, it is securely deleted or destroyed.

9. Cookies

Our website uses cookies, which are small text files stored on your device. Essential cookies are needed for the website to work and cannot be switched off. We use analytics and advertising cookies only with your consent, which you can give or withdraw at any time through the cookie banner on our website.

Type of cookie

What it does

Essential

Keeps the website secure and working properly, and remembers your cookie choices.

Analytics

Helps us understand how visitors use our website so we can improve it (for example, Squarespace Analytics).

Advertising

Helps us measure and improve our adverts on platforms such as Facebook and Instagram (for example, the Meta Pixel).

You can also manage cookies through your browser settings. Blocking some cookies may affect how the website works.

10. How we keep your information secure

We use appropriate technical and organisational measures to protect your personal information. These include secure business-grade cloud systems with encryption, multi-factor authentication, role-based access controls, secure devices and regular staff training. All of our staff are DBS checked. Access codes and site details are shared only with the operatives assigned to your site.

11. Your rights

Under data protection law, you have the right to:

•       Access: request a copy of the personal information we hold about you.

•       Rectification: ask us to correct information that is inaccurate or incomplete.

•       Erasure: ask us to delete your information where there is no good reason for us to keep it.

•       Restriction: ask us to limit how we use your information.

•       Objection: object to us using your information based on legitimate interests, and to direct marketing at any time.

•       Data portability: ask for your information in a format you can take elsewhere.

•       Withdraw consent: where we rely on your consent, you can withdraw it at any time.

To exercise any of these rights, contact us at info@emery-group.com. We will respond within one month. There is normally no charge. We may need to ask for proof of identity before we act on your request.

12. Children

Our services and website are not aimed at children, and we do not knowingly collect personal information from anyone under 18. Where we work at schools and nurseries, we do not collect information about pupils. Photographs of sites are taken so that children are not identifiable.

13. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

Website: ico.org.uk/make-a-complaint

Telephone: 0303 123 1113

14. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with a new "last updated" date.

15. Contact us

Data Protection Lead, Emery Group Limited

Unit 11/12 Hall Farm, Sywell Aerodrome, Sywell, Northamptonshire, NN6 0BN

Email: info@emery-group.com

Telephone: 01604 969574