Privacy Policy

Introduction
At Kyle R. C. Perry Heating & Plumbing Ltd we take your privacy very seriously. We know that your data is personal to you and we will treat it with the utmost respect, as we would our own. We want you to know and understand how we handle and process your data. We may update our privacy policy from time to time, if changes are made, a notification will be posted on our website.

Our privacy policy highlights how we collect your data, what data we collect, why we collect your data, how your data is stored, how your data is shared, how long we keep your data for, measures in place to protect your data, how you can request we delete your data, how we would resolve any unlikely data disputes, and what would happen with your data if our business transferred ownership.

About Us
Company name: Kyle R. C. Perry Heating & Plumbing Ltd
Company address: 60 Queen Anne’s Drive, Westcliff-on-Sea, Essex, SS0 0NH
Company phone number: 07453 300328
Company email address: info@kyleperryheating.co.uk
Company website: www.kyleperryheating.co.uk
Registered in England & Wales company number: 10060632
Company director: Kyle Perry

Legal Basis For Processing Your Data
Under the UK General Data Protection Regulation (UK GDPR), we must have a lawful basis for processing your personal data. The lawful bases we rely on include:

Contractual necessity – where processing your data is necessary for us to provide the services you have requested.

Legal obligation – where we are required by law to retain certain records, such as invoices and gas safety documentation.

Legitimate interests – where processing your data helps us operate our business effectively, such as maintaining service records, sending service reminders, or improving our website.

How We Collect Your Data
There are a variety of ways we collect your data:

You can submit an enquiry in the ‘contact’ section of our website. When you submit an enquiry through the contact form on our website, the information you provide is sent directly to our company email address.

Your data will also be collected if you contact us directly by calling, texting, or sending a WhatsApp message to our company phone number: 07453 300328, or sending a direct email to our company email address: info@kyleperryheating.co.uk.

Customers may also contact us via our social media accounts such as Facebook, Instagram and TikTok.

You can also contact us via our accreditations, such as the Gas Safe Register website, Vaillant website, Worcester website, CIPHE website, WaterSafe website etc., all of which are ways we collect your data.

Website Analytics
Our website may use analytics services such as Google Analytics to help us understand how visitors use our website. These services may collect information such as your IP address, browser type, pages visited and time spent on our website. This information helps us improve the functionality and performance of our website. Google may process this information in accordance with their own privacy policy.

Cookies
Our website may use cookies to improve functionality and analyse website traffic. Cookies are small text files stored on your device when visiting our website. You can control or disable cookies through your browser settings.

What Data We Collect
The data we collect is limited to the following: your title, full name, postal address, the address of the property/location you require our services at, your phone number, and your email address. We do not collect any bank details whatsoever.

Why We Collect Your Data
Your data is required for us to carry out the services we provide.

In some cases, providing certain information may be required in order for us to comply with legal obligations such as issuing gas safety documentation or registering installations.

We require your title and full name for a variety of reasons, including: for us to address you accordingly, for us to post you a quotation for the services you require, printing on your invoice upon completion of a service, printing on gas safety certificates/warning notices, registering any installed products for their warranty, and notifying Gas Safe and the Local Authority of newly installed products.

We require your postal address for a variety of reasons, including: for us to post you a quotation, for us to attend your address to provide our services, printing on invoices, gas safety certificates/warning notices, registering products for warranty, and notifying Gas Safe and the Local Authority.

We require the address of the property/location you require our services at (where different from your postal address) for a variety of reasons, including: for us to print on your quotation to clearly indicate where our services will be carried out, for us to attend the property/location, printing on invoices, gas safety certificates/warning notices, registering products for warranty, and notifying Gas Safe and the Local Authority.

We require your phone number and email address for a variety of reasons, including: to issue you a quotation, contact you to arrange the date, time and location you require our services, explain diagnostics/results of the services we provide, printing on gas safety certificates/warning notices, registering products for warranty, and notifying Gas Safe and the Local Authority.

We may also use your contact details to send service reminders for products we have installed or previously serviced. We may invite customers to leave a review of our services on platforms such as Google. Participation in leaving a review is entirely voluntary.

Photos Taken During Work
From time to time we may take photographs at a property during installation, servicing, or repair work. These photographs are taken for purposes such as identifying equipment, recording installation details, assisting with ordering parts, or providing technical support from suppliers or manufacturers. These photographs are used for operational purposes only and will not be used publicly without your permission. Occasionally, we may take photographs or videos of our work for marketing or promotional purposes, such as showcasing installations on our website, social media accounts, or in advertising materials. We will only use images where individuals cannot be personally identified unless we have obtained your explicit consent. If you do not wish for images of your property or work to be used for marketing purposes, please inform us at the time of service.

How Your Data Is Stored
Your data is stored in a variety of ways, including: handwritten in a diary on the date(s) you require our services, handwritten on a notepad when it is not possible to immediately liaise a date/time, handwritten on invoices and gas safety certificates/warning notices, and stored electronically via email, text message, WhatsApp, service reminders, and on Apple devices.

Some customer data is also stored securely within our accounting software, Xero, which we use for invoicing and financial record keeping. Your data stored electronically via email, text message, WhatsApp, service reminders, and on Apple devices may be retained for as long as reasonably necessary to maintain service records, provide customer support, and send service reminders. We periodically review stored data and remove information that is no longer required.

How Your Data Is Shared
From time to time we may need to share your data with third parties to allow us to carry out our services. Your data may be shared with suppliers, subcontractors, waste removal companies, manufacturers, the Gas Safe Register and Local Authority, and our accountants.

Suppliers – The data shared with suppliers is usually limited to your postal address, or the address of the property/location you require our services at (when different from your postal address), but may include your title, full name and phone number. The suppliers will require this information in order to deliver any materials required to carry out our services. We trust that any of your data collected by the suppliers will be kept confidential and subject to their own privacy policy.

Subcontractors – The data shared with subcontractors is usually limited to your title and full name, your postal address, or the address of the property/location you require our services at (when different from your postal address), but may include your phone number. Subcontractors may include electricians, tilers, plasterers, sealant applicators, carpenters, decorators, and labourers. In some circumstances subcontractors may contact you directly to arrange access to the property or confirm arrival times. We trust that any of your data collected by subcontractors will be kept confidential and subject to their own privacy policy.

Waste Removal Companies – The data shared with waste removal companies is usually limited to your postal address, or the address of the property/location you require our services at (when different from your postal address), but may include your title, full name, and phone number. Waste removal companies require this information to collect and dispose of installation waste. We trust that any of your data collected will be kept confidential and subject to their own privacy policy.

Manufacturers – The data shared with manufacturers is usually limited to your title, full name, postal address, the address of the property/location you require our services at, your phone number, and your email address. Manufacturers require this information to register products for their guarantee(s). We trust that any of your data collected will be kept confidential and subject to their own privacy policy.

Gas Safe Register & Local Authority – The data shared with the Gas Safe Register and the Local Authority is usually limited to your title, full name, postal address, the address of the property/location you require our services at, your phone number, and your email address. This information is required when we register new products with Gas Safe and/or notify the Local Authority of installations for Building Regulations. We trust that any of your data collected will be kept confidential and subject to their own privacy policy.

Accountants & Accounting Software – The data shared with our accountants is what we print on our invoices, which is usually limited to your title, full name, postal address, or the address of the property/location you require our services at, but may include your phone number and your email address. Our invoices and financial records are processed and stored using Xero accounting software. This software securely stores customer invoice data electronically and allows our accountants to prepare and file our accounts as required by law. We trust that any data processed through Xero or by our accountants will be handled securely and in accordance with their respective privacy policies.

How Long We Keep Your Data For
The length of time your data will be kept depends on where the data is stored (diary, invoice, gas safety certificate etc.).

Your data stored in our diary will remain for the remainder of the year, on the pages where it was written.

Your data stored on a notepad will be destroyed confidentially soon after we have fulfilled our services.

We are legally obliged to keep a record of all purchases and sales invoices for 6 years.

Gas safety certificates and warning notices must also be retained for 6 years.

Electronic data stored on Apple devices, email, WhatsApp, or service reminders is retained as long as reasonably necessary to maintain service records, provide support, and send reminders. We periodically review and delete data that is no longer required.

Measures In Place To Protect Your Data
We understand that your data is your identity and take appropriate measures to protect it.

Our website has an active SSL certificate.

Diaries are kept in a locked van on site, or at our registered address overnight.

Unneeded data (e.g., notepad notes) is shredded.

Gas safety certificates, old diaries, and paid invoices are stored in a locked filing cabinet.

Electronic data on Apple devices is password protected and encrypted. While these measures are in place, we cannot guarantee against malicious exploits.

How You Can Request We Delete Your Data
Under GDPR, you have the right to know how we collect your data, have it corrected or updated, not provide it, access it, or request it be deleted.

More information can be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

To exercise your rights, please call 07453 300328 and ask for Kyle Perry, or email info@kyleperryheating.co.uk. We will be happy to delete/destroy your data if requested.

How We Would Resolve Any Unlikely Data Disputes
In the unlikely event of a data dispute, we will work to identify the root cause and keep you informed. If your data is accidentally leaked (e.g., sent to the wrong email address), we will take immediate action to minimise risk, request deletion from the unintended recipient, and notify you. Where required by law, we will report breaches to the Information Commissioner’s Office.

What Would Happen With Your Data If Our Business Transferred Ownership
Although we have no plans to sell the business, customer data may be transferred to a new owner as part of the business assets if it were sold. The new owner would be required to process your data in accordance with applicable data protection laws.

Last Updated: March 2026