Privacy Policy – Maple Bros Limited

Effective date: 21 November 2025
Last updated: 21 November 2025

Maple Bros Limited (“we”, “us”, “our”) is committed to protecting your personal data. This privacy policy explains how we collect, use, store and share your information when you contact us, request a quote, use our website, or become a customer.

We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Information Commissioner’s Office+1

1. Who we are (Data Controller)

Company name: Maple Bros Limited
Registered address: 2 Clarendon Road, Ashford, England, TW15 2QE
Trading address (if different): [INSERT TRADING ADDRESS]
Email: [email protected]

Maple Bros Limited is the data controller for the personal data described in this policy.

We do not currently have a Data Protection Officer (DPO). If this changes, we will update this policy. Information Commissioner’s Office

2. What personal data we collect

We may collect and process the following personal data:

Identity & contact data: name, address, postcode, email address, phone number.
Job/quote data: details about your property, requested work, site photos you provide, measurements, access notes, and quote history.
Communication data: emails, messages, call notes, and any information you choose to share with us.
Payment & transaction data: invoices, payment status, and basic payment references (we do not store full card details).
Website usage data (if applicable): IP address, device/browser type, pages visited, and cookies (see Cookies section).

We do not intentionally collect special category data (such as health data). If you share it with us, we will only use it where needed for your request. Information Commissioner’s Office

3. How we use your data, and our lawful bases

UK GDPR requires us to explain why we use your data and the lawful basis we rely on. Information Commissioner’s Office+1

Purpose	Data used	Lawful basis
Responding to enquiries & providing quotes	Identity & contact data, job/quote data, communication data	Legitimate interests (to run our business and respond to requests)
Carrying out work you book with us	Identity & contact data, job/quote data, communication data	Contract (to perform services you’ve agreed to)
Invoicing & taking payments	Identity & contact data, transaction data	Contract and Legal obligation (tax/accounting)
Customer service & record keeping	Identity & contact data, job/quote data, communication data	Legitimate interests and Legal obligation
Marketing to existing customers (e.g., reminders, follow-ups)	Identity & contact data, communication data	Legitimate interests (you can opt out anytime)
Website analytics & improving our site (if used)	Website usage/cookie data	Consent (for non-essential cookies) and/or Legitimate interests (for essential functions)

You can withdraw consent for marketing or cookies at any time (see Your Rights). Information Commissioner’s Office+1

4. Where we get your data from

Directly from you (phone, email, web forms, social media, in person).
From your representatives (e.g., family member or landlord contacting us on your behalf).
From publicly available sources if needed to locate a property or confirm details.

5. Who we share your data with

We only share your data when necessary, and never sell it.

We may share relevant data with:

Service providers/contractors working with us on your job (only what they need to do the work).
Suppliers (e.g., to order materials for your project).
Professional advisers (accountants, insurers).
Legal/regulatory bodies if required by law.

All third parties are expected to keep your data secure and use it only for agreed purposes. Information Commissioner’s Office

6. How long we keep your data

We keep personal data only as long as necessary:

Quotes/enquiries not accepted: typically up to 12 months.
Customer job records & communications: typically 6 years after completion (for warranty, tax, and legal reasons).
Invoices/financial records: 6 years minimum to meet HMRC requirements.
Marketing lists: until you opt out or we decide the list is no longer relevant.

If you want more detail, contact us. Information Commissioner’s Office

7. How we protect your data

We use reasonable security measures to protect your information, including:

Access controls on business devices/accounts
Secure storage of paperwork where used
Trusted, password-protected systems
Limiting access to staff/contractors who need it

No method of transmission or storage is 100% secure, but we work hard to protect your data. Information Commissioner’s Office

8. Your rights

You have rights under UK GDPR, including:

Right of access – ask for a copy of your data
Right to rectification – correct inaccurate data
Right to erasure – ask us to delete data (where applicable)
Right to restrict processing – limit how we use your data
Right to object – especially to marketing
Right to data portability – receive data in a usable format
Right to withdraw consent – where consent is the basis

To exercise any right, contact us using the details above. Information Commissioner’s Office

9. Complaints

If you’re unhappy with how we handle your data, please contact us first and we’ll do our best to fix it.

You also have the right to complain to the Information Commissioner’s Office (ICO): Information Commissioner’s Office+1

Website: ico.org.uk
Telephone: 0303 123 1113

10. Cookies (website)

Our website may use cookies and similar tools to work properly and understand how visitors use the site.

Essential cookies help the site function.
Non-essential cookies (analytics/marketing) will only be used if you consent.

You can manage cookies through your browser settings or any cookie banner on our site.

11. International transfers

We normally store data in the UK. If we ever use a provider that stores data outside the UK, we will ensure appropriate safeguards are in place under UK GDPR.

12. Changes to this policy

We may update this privacy policy from time to time. The latest version will always be posted on our website, with the effective date shown at the top.

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