• admin@semfacilities.co.uk
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Privacy Policy

Privacy Policy

Last Updated:  18th September 2026

Welcome to the privacy policy for Surrey Environmental Maintenance Ltd (“we”, “us”, or “our”).

We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you about how we look after your personal data when you visit our website (semfacilities.co.uk) and tell you about your privacy rights and how the law protects you.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Surrey Environmental Maintenance Ltd is the controller and responsible for your personal data.

Contact Details:

  • Full name of legal entity: Surrey Environmental Maintenance Ltd – Company Number: 04440445
  • Email address: admin@semfacilities.co.uk
  • Postal address: 19 Timber Lane, Caterham, Surrey, CR3 6LZ
  • Telephone number: +44 (0) 203 4750 999

If you have any questions about this privacy policy or our data protection practices, please contact us using the details above.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

2. The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified.

When you use our website or services, we may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:

  • Identity Data: Includes first name, last name, and job title.
  • Contact Data: Includes billing address, site/facility address, email address, and telephone numbers.
  • Company Data: Includes your company/facility name and details relating to your commercial property.
  • Technical Data: Includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
  • Usage Data: Includes information about how you use our website, products, and services.
  • Marketing and Communications Data: Includes your preferences in receiving marketing from us and your communication preferences.

3. How Is Your Personal Data Collected?

We use different methods to collect data from and about you, including through:

  • Direct interactions: You may give us your Identity, Contact, and Company Data by filling in forms (such as our “Get in Touch” form) or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you request an emergency breakdown repair, book a statutory gas safety inspection, or request a quote for planned preventative maintenance (PPM).
  • Automated technologies or interactions: As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Performance of a Contract: Where we need to perform the contract we are about to enter into or have entered into with you (e.g., dispatching engineers to your site, providing compliance certificates).
  • Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (e.g., responding to your general enquiries, keeping our website secure).
  • Legal Obligation: Where we need to comply with a legal obligation (e.g., retaining Gas Safety Records as required by the Gas Safety (Installation and Use) Regulations 1998).

5. Disclosures of Your Personal Data

We may share your personal data with the parties set out below for the purposes set out in section 4:

  • Internal Third Parties: Other companies or sub-contractors acting as joint controllers or processors who provide engineering or administrative support.
  • External Third Parties:
    • Service providers acting as processors based in the UK who provide IT, website hosting, and system administration services.
    • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, and insurers.
    • HM Revenue & Customs, the Health and Safety Executive (HSE), the Gas Safe Register, regulators, and other authorities based in the UK who require reporting of processing activities in certain circumstances.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

7. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.

By law, we have to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax purposes. Additionally, statutory compliance documents (such as Gas Safety Records) are retained as required by the relevant industry regulations.

8. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

  • Request access to your personal data.
  • Request correction of your personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing your personal data.
  • Request transfer of your personal data.
  • Right to withdraw consent where we are relying on consent to process your personal data.

If you wish to exercise any of the rights set out above, please contact us at admin@semfacilities.co.uk.

9. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

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