GDPR Privacy Notice

1. Who we are

Questions about how we use personal information or requests concerning your data-protection rights should be sent using the contact details above.

2. Personal information we collect

Depending on how you interact with RidgeOak, we may collect:

• Your name.
• Your email address.
• Your telephone number.
• Your property or service address.
• Your billing address, where different.
• Details of the work or services you require.
• Measurements, quantities, service choices and answers entered into our quotation calculator.
• Photographs or videos submitted for quotation purposes.
• Messages, emails and records of telephone conversations.
• Appointment, quotation and booking information.
• Invoices, payment records and transaction references.
• Customer feedback, reviews and complaint information.
• Website technical data, including IP address, browser type, device type and cookie preferences.

We ask customers not to submit unnecessary sensitive personal information through our forms, calculator or photograph-upload facility.

3. How we collect personal information

We may collect information directly from you when you:

• Complete a contact or quotation form.
• Use the online quotation calculator.
• Upload photographs or videos.
• Contact us by telephone, email or social media.
• Request a site visit.
• Accept a quotation or book work.
• Make a payment.
• Provide feedback or submit a review.

We may also receive limited information from another person acting on your behalf, a property owner, landlord, tenant, managing agent, contractor, referral partner or publicly available source.

4. Why we use your information

5. Our lawful bases

We only process personal information where we have a lawful basis. Depending on the circumstances, we may rely on:

6. Online quotation calculator

When you use our quotation calculator, we may process the information you enter, including:

• The services you select.
• Measurements and quantities.
• Property and surface conditions.
• Material and waste-removal selections.
• Your contact details.
• Photographs submitted with your request.

We use this information to produce an indicative estimate, review your requirements, contact you and prepare a more accurate quotation.

The calculator does not make a legally binding decision about you. A calculator result is an estimate based on the information provided and remains subject to review, confirmation and, where necessary, a site inspection.

7. Photographs and videos

Photographs and videos submitted for an estimate may contain personal information, including images of a home, vehicle, person or identifying feature.

We use submitted images to assess the proposed work, prepare estimates, confirm site conditions and maintain records of the enquiry or service.

Customers should avoid including people, children, documents, vehicle registration numbers or other unnecessary identifying information in uploaded images.

Images supplied for quotation or service purposes will not be used for advertising, portfolio or social-media purposes without separate permission where permission is required.

8. Who we may share information with

We may share personal information where necessary with:

• Website, hosting and email-service providers.
• Quotation, form and customer-communication providers.
• Payment processors and banking providers.
• Accountants, bookkeepers and professional advisers.
• Employees, contractors or subcontractors involved in providing the requested service.
• Material suppliers and waste-disposal providers.
• Insurers and legal advisers.
• Government departments, regulators, courts or law-enforcement authorities where legally required.

We do not sell personal information to third parties.

Service providers may only use personal information for the agreed purpose and must apply appropriate confidentiality and security measures.

9. International data transfers

Some website, email, software or technology providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal transfer mechanism and suitable safeguards are in place.

10. How long we retain information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, insurance and dispute-resolution requirements.

Our general retention approach is:

• Unsuccessful or unaccepted quotation enquiries: normally up to 24 months after the last meaningful contact.
• Customer, contract and completed-job records: normally up to six years after completion or final payment.
• Invoices and accounting records: retained for the period required by applicable tax and accounting law.
• Photographs connected with an accepted job: retained with the job record where reasonably necessary.
• Marketing information: retained until consent is withdrawn, an objection is received or the information is no longer required.
• Cookie and consent information: retained according to the relevant cookie or consent-record period.

Information may be retained for longer where necessary for a complaint, legal claim, insurance matter, regulatory investigation or other legal requirement.

11. Data security

We use reasonable technical and organisational measures designed to protect personal information against:

• Unauthorised access.
• Accidental loss or deletion.
• Improper disclosure.
• Unlawful alteration or misuse.
• Malicious or unauthorised website activity.

Access to personal information is limited to people who reasonably require it for their work or to provide services to RidgeOak.

No internet, email or storage system can be guaranteed to be completely secure. Customers should not submit unnecessary confidential or sensitive information through ordinary email or website forms.

12. Your data-protection rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

• Be informed about how your personal information is used.
• Request access to personal information held about you.
• Request correction of inaccurate or incomplete information.
• Request erasure of information in certain circumstances.
• Request restriction of processing in certain circumstances.
• Object to processing based on legitimate interests or direct marketing.
• Request data portability where the legal conditions apply.
• Withdraw consent where processing is based on consent.
• Challenge certain automated decisions where the relevant legal requirements apply.

These rights are not absolute and an exemption or another legal basis may apply in some circumstances.

13. Exercising your rights

To exercise a data-protection right, contact:

We may need to request reasonable information to confirm your identity and identify the records concerned.

We will normally respond within one month. Where a request is complex or multiple requests are received, the response period may be extended where permitted by law, and we will explain the reason.

There is normally no fee for exercising a data-protection right. However, a reasonable fee may be charged or a request may be refused where it is manifestly unfounded or excessive, where permitted by law.

14. Direct marketing

We may contact existing or prospective customers about relevant RidgeOak services where permitted by law.

You may opt out of marketing at any time by:

• Using an unsubscribe option provided in the message.
• Emailing contact@ridgeoak.co.uk .
• Calling 01707 243173.

Opting out of marketing will not prevent us from sending necessary messages about an existing enquiry, quotation, booking, payment or service.

15. Cookies

Our website uses cookies and similar technologies for essential functionality and, where consent has been provided, optional analytics, functionality or marketing purposes.

Detailed information about the cookies we use and how preferences can be changed is available in our Cookie Policy.

16. Information about other people

If you provide personal information about another person, you should ensure that you are authorised to provide it and that the person is aware of how RidgeOak may use their information.

17. Children’s information

RidgeOak’s services and quotation system are intended for adults.

We do not knowingly request personal information directly from children. Customers should avoid uploading identifiable images of children unless they are unavoidable and genuinely relevant to the enquiry.

18. Complaints

Please contact RidgeOak first if you have a concern about how your information has been handled. We will investigate the matter and attempt to resolve it.

You also have the right to complain to the UK Information Commissioner’s Office.

19. Changes to this notice

We may update this GDPR Privacy Notice when our services, website, quotation system, business practices or legal obligations change.

The latest version will be published on this page with an updated effective date.

20. Contact us