Privacy Policy
How Brit Certify Ltd collects, uses and protects your personal data, and the rights you have under UK data protection law.
About this privacy notice
Last updated: 6 October 2026
This notice explains how Brit Certify Ltd, trading as BritCertify (“we”, “us”, “our”), collects and uses personal data when you visit britcertify.co.uk, request a quote, book a service, contact us or use our AI Assistant. It is written to meet the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who is responsible for your data?
Brit Certify Ltd is the controller of your personal data.
- Company: Brit Certify Ltd, Companies House number 15726592
- Registered office: 26 Marshalls Road, Romford, England, RM7 7ED
- Email: info@britcertify.co.uk
- Phone: 07889 344833
Please send any privacy question or request to info@britcertify.co.uk.
What personal data do we collect?
- Contact details: your name, phone number, email address and, if you are an agent or company, your organisation and role.
- Property details: the address of the property, its type and size, the services you need and any access notes.
- Tenant or occupier details: where you give them to us so we can arrange access, the name and contact details of a tenant, occupier or key holder.
- Job records: booking dates, inspection findings, certificates, reports and any photographs taken as part of an inspection.
- Payment records: quotes, invoices and confirmation of payment.
- Communications: messages you send us by phone, WhatsApp, email, our website forms or our AI Assistant.
- Technical data: basic information your browser sends when you visit the website, such as IP address and browser type, which our hosting provider may record in server logs for security.
We do not ask for special category data, such as health information, and please do not send it to us.
How do we collect your data?
- When you complete our quote or booking forms.
- When you call, WhatsApp or email us.
- When you use the AI Assistant chat on our website.
- From letting agents, landlords or managing agents who book on behalf of a property owner or who give us tenant details so we can arrange access.
- From our engineers when they carry out an inspection and complete a report.
How does the AI Assistant use your data?
Our website includes an AI Assistant that answers general questions about our services. Messages you type into the chat are sent to our AI provider, Anthropic, which processes them to generate replies on our behalf. Please do not enter sensitive information, such as health details, financial details or identity documents, into the chat.
If you give contact details in the chat and ask us to get in touch or provide a quote, we store those details and the relevant conversation as an enquiry so we can respond. Your conversation may also be remembered in your own browser so it is still there if you move between pages; see our cookie policy.
Why do we use your data, and on what lawful basis?
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries, chat requests and quote requests | Steps you ask us to take before entering a contract; our legitimate interests in answering enquiries |
| Booking and carrying out inspections and issuing certificates and reports | Performance of a contract with you |
| Contacting tenants or occupiers to arrange access | Our legitimate interests, and those of the landlord or agent, in carrying out safety checks the law requires |
| Invoicing, accounting and tax records | Legal obligation |
| Keeping job records and certificates, and handling complaints or claims | Our legitimate interests in showing what work was done and defending legal claims |
| Reminding you before certificates expire | Our legitimate interests in serving existing customers, or your consent where required; you can opt out at any time |
| Keeping the website and AI Assistant secure and working | Our legitimate interests in running a safe, functional website |
We do not use your data for automated decisions that have legal or similarly significant effects on you, and we do not sell your data.
How long do we keep your data?
- Enquiries, quotes and chat leads that do not lead to a booking: up to 24 months from your last contact.
- Job records, certificates, reports and invoices: 6 years after the end of the financial year in which the work was done, to meet legal and tax requirements and to deal with any claims.
- Reminder preferences: until you ask us to stop or we no longer provide the service.
When data is no longer needed, we delete it or anonymise it securely.
Who do we share your data with?
We share personal data only where needed to provide our services or run our business:
- Engineers and subcontractors who carry out the inspection or work at your property.
- Website hosting: our website is hosted by Hostinger.
- Email and communication providers we use to send and receive messages, quotes and certificates.
- AI provider: Anthropic, which processes AI Assistant chat messages to generate replies.
- Professional advisers, such as our accountants, where they need it to provide their services.
- Authorities and regulators, where the law requires us to share information.
Where you are a landlord or agent, we send certificates and reports to you, and to anyone else you ask us to send them to.
Is your data transferred outside the UK?
Some of our service providers may process or store data outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or approved contractual protections like the UK International Data Transfer Agreement, so your data receives an equivalent level of protection.
How do we keep your data secure?
We use appropriate technical and organisational measures to protect personal data, including access controls on our systems and limiting access to people who need it for their work. No method of transmission over the internet is completely secure, so please avoid sending sensitive information by email or chat.
What are your rights?
Under UK GDPR you have the right to:
- access the personal data we hold about you;
- ask us to correct inaccurate or incomplete data;
- ask us to erase your data, where there is no good reason for us to keep it;
- ask us to restrict how we use your data;
- object to our use of your data where we rely on legitimate interests;
- ask for a copy of data you gave us in a portable format;
- withdraw consent at any time, where we rely on consent.
To use any of these rights, email info@britcertify.co.uk. We will respond within one month, and there is usually no fee. We may need to confirm your identity first.
How can you complain?
If you are unhappy with how we have handled your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk.
Cookies
Our website uses only essential cookies and browser storage needed for it to work, such as remembering your AI Assistant conversation. We do not use advertising cookies. Full details are in our cookie policy.
Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed.