Policy summary
We use personal information to respond to enquiries, provide quotes, arrange and carry out electrical services, keep appropriate business records and protect our website. We do not sell personal information and we do not use enquiry details for unrelated marketing without an appropriate lawful basis.
This policy applies to customers, prospective customers, website visitors and people who contact us by form, telephone, email or WhatsApp. It should be read alongside any quote, contract or job-specific terms we give you.
01
Who we are
Voltixx Electrical LTD is the controller responsible for the personal information described in this policy.
- Legal name
- Voltixx Electrical LTD
- Company number
- 16981350
- Registered office
- 6a Greenhill Parade, Great North Road, Barnet, England, EN5 1ES
- Telephone
- 020 3807 7669
Please use the subject line Data protection request when contacting us about this policy or your information. We are not currently required to appoint a data protection officer, so privacy enquiries are handled by the company directly.
02
Information we collect
Depending on how you interact with us, we may collect:
- your name, telephone number, email address and preferred contact method;
- your property or service address, postcode and customer type;
- details of the electrical issue, requested service, access arrangements and messages;
- photographs you choose to upload to help us assess the work;
- quotes, appointments, job notes, certificates, invoices, payments and correspondence;
- the time and reference number of a website enquiry and your acknowledgement of this policy;
- limited technical and security information generated when the website or admin area is used, such as request logs, device or browser information and IP address where recorded by our hosting provider; and
- your essential cookie or local-storage preference.
We normally collect this information directly from you. We may also receive it from another person acting for you, such as a landlord, tenant, letting agent, property manager or business representative. If you give us another person’s information, please make sure you are permitted to do so and that they know about this policy.
The contact and job information marked as required on our form is needed so we can assess and respond to your request. You do not have to provide it, but without it we may be unable to quote for or provide the requested service. Photographs are optional.
03
How and why we use your information
| Purpose | Typical information | Lawful basis |
|---|---|---|
| Responding to an enquiry, assessing a job and preparing a quote | Contact details, address, job description and optional photos | Taking steps at your request before entering a contract |
| Booking, managing and carrying out electrical work | Contact, property, access, service and job records | Performance of a contract |
| Issuing invoices, maintaining accounts, certificates and legally required records | Identity, job, payment and transaction records | Contract and legal obligation |
| Customer service, complaint handling, quality control and defending legal claims | Communications, job notes, photos and transaction history | Contract and our legitimate interests in operating responsibly and protecting legal rights |
| Protecting the website, preventing spam or misuse and maintaining the secure admin area | Enquiry references and limited technical or security logs | Our legitimate interests in maintaining a secure and reliable service |
| Remembering your website storage preference | Your accept or reject selection | Our legitimate interests and the strictly necessary storage exemption |
Where we rely on legitimate interests, those interests are to run an effective electrical services business, communicate with customers, improve service quality, keep proportionate records and protect our systems and legal rights. We consider whether those interests are necessary and balanced against your rights.
We do not carry out solely automated decision-making or profiling that produces legal or similarly significant effects. We will not use information supplied through the callback form for unrelated direct marketing unless we have a separate lawful basis and provide any opt-out required by law.
04
Photographs and uploaded files
You may upload up to ten photographs to help us understand an electrical problem or proposed job. Images are compressed in your browser before submission and are then stored with the enquiry by our website provider. They are available to authorised Voltixx personnel through the protected enquiry area.
Please photograph only what is relevant to the work. Avoid including faces, identity documents, payment cards, computer screens, private correspondence, alarm codes or other sensitive information. Do not upload an image of another person unless you have their permission or another lawful reason to do so.
06
International transfers
Some technology or communications providers may store or access information outside the United Kingdom. Where personal information is transferred internationally, we require an applicable safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, unless another lawful transfer mechanism applies. You may contact us for more information about the safeguards relevant to your information.
07
How long we keep information
We keep information only for as long as reasonably necessary for the purpose collected:
- enquiries that do not become a job, including uploaded photos, are normally kept for up to 24 months after the last meaningful contact;
- records relating to quotes, completed work, certificates, invoices, payments and associated communications may be kept for up to six years after the end of the customer relationship, or longer where law, insurance or an active dispute requires it;
- technical and security records are kept for the period reasonably needed to investigate incidents and maintain service security, subject to provider retention settings; and
- the website storage preference remains on your device until you clear browser storage or we replace the preference mechanism.
We may anonymise information so it can no longer identify anyone. Anonymous information may be kept for service reporting or business analysis. When identifiable information is no longer required, we delete it or arrange for secure deletion.
08
How we protect information
We use proportionate technical and organisational measures designed to protect personal information. These include encrypted website connections, restricted access to the enquiry admin area, authenticated administrative requests and deletion controls. Access is limited to people who need the information for their work.
No internet or storage system can be guaranteed completely secure. If you believe information sent to us has been lost, misused or accessed without permission, contact us promptly using the details above.
09
Your data protection rights
Depending on the circumstances and lawful basis, you may have the right to:
- ask for access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to erase information where there is no lawful reason to keep it;
- ask us to restrict how information is used;
- receive certain information in a portable format;
- withdraw consent where we rely on consent; and
- complain to the Information Commissioner’s Office.
You have the right to object to processing based on our legitimate interests in certain circumstances. You also have an absolute right to object to direct marketing. Voltixx does not currently use callback-form enquiries for unrelated marketing.
To exercise a right, email info@voltixxelectrical.co.uk. We may ask for information needed to confirm your identity and locate the relevant records. We normally respond within one month, although the law allows extensions in limited cases. Some rights are not absolute, and we will explain if an exemption applies.
11
Third-party websites and services
Our website links to external services including WhatsApp and Google Maps. Following an external link means the other provider may collect information under its own privacy terms. We do not control those external websites or their privacy practices.
12
Children’s information
Our services and enquiry form are intended for adults arranging electrical work. We do not knowingly collect children’s information through the website. A parent or guardian who believes a child has submitted personal information should contact us so we can review and, where appropriate, delete it.
13
Questions and complaints
Please contact us first if you have a privacy question or concern. We will investigate and try to resolve it promptly. You may also complain to the Information Commissioner’s Office, the UK data protection regulator:
Information Commissioner’s OfficeWycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
14
Changes to this policy
We review this policy when our services, providers or legal obligations change. The latest version will be published on this page and the review date will be updated. If a change materially affects how we use existing personal information, we will take reasonable steps to bring it to the attention of affected people before the new use begins.