UK GDPR Compliance Statement

Welcome to West Midlands Maintenance Hub. We are committed to protecting your personal data and privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

West Midlands Maintenance is the data controller responsible for your personal data. If you have any questions about this privacy policy or our data practices, please contact us.

2. What Data We Collect

We collect and process the following personal data:

• Name and email address (for account creation and communication)
• Property addresses and postcodes (for maintenance requests)
• Photos and videos (when submitted with maintenance requests)
• Messages and communications (chat messages within the system)
• Company information (for lettings agents)
• Usage data (to improve our services)

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contractual necessity: To provide maintenance services and manage requests
• Legitimate interests: To improve our services and communicate effectively
• Consent: For marketing communications (where applicable)
• Legal obligations: To comply with UK laws and regulations

4. How We Use Your Data

We use your personal data to:

• Process and manage maintenance requests
• Communicate with you about your requests and quotes
• Provide access to tenants and relevant parties
• Generate reports and invoices
• Improve our services and user experience
• Comply with legal obligations

5. Data Sharing

We may share your data with:

• Authorized tenants and lettings agents (as per access permissions)
• Service providers who help us operate our platform
• Professional advisers and contractors
• Law enforcement or regulatory bodies when legally required

We do not sell your personal data to third parties.

6. Data Retention

We retain your personal data for as long as necessary to:

• Provide our services to you
• Comply with legal obligations (typically 6-7 years for business records)
• Resolve disputes and enforce our agreements

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access: Request a copy of your personal data
• Right to rectification: Correct inaccurate or incomplete data
• Right to erasure: Request deletion of your data (in certain circumstances)
• Right to restrict processing: Limit how we use your data
• Right to data portability: Receive your data in a structured format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Where we rely on consent, you can withdraw it at any time

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. This includes encryption, secure servers, and access controls.

9. International Transfers

Your data is primarily stored and processed within the UK. If we transfer data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

10. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any significant changes by email or through the platform.

11. Contact & Complaints

If you have any questions about this privacy policy or wish to exercise your rights, please contact us through the platform.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues:

ICO Website: www.ico.org.uk
ICO Helpline: 0303 123 1113