Privacy Policy

1. Introduction

Renvi Ltd values your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, request a quotation, instruct our services or otherwise interact with us.

This Privacy Policy applies to personal data processed by Renvi Ltd in connection with our website and business services. It should be read alongside our Terms and Conditions and any quotation, appointment document or service agreement issued by Renvi.

We process personal data in accordance with applicable data protection law, including the UK GDPR and the Data Protection Act 2018.

2. Who We Are

Renvi Ltd is the data controller for the personal data covered by this Privacy Policy, unless otherwise stated.

Company name: Renvi Ltd

Company number: 17019517

Registered office: Argent House, 5 Goldington Road, Bedford, Bedfordshire, United Kingdom, MK40 3JY

Phone: 0330 520 2150

Email: enquiries@renvi.co.uk

Website: www.renvi.co.uk

For data protection enquiries, please contact us using the email address above.

3. Definitions

In this Privacy Policy:

• Personal data means any information relating to an identified or identifiable individual.
• Processing means any use of personal data, including collecting, storing, using, sharing or deleting it.
• Client means any person, company, landlord, managing agent, contractor, consultant, facilities team, commercial property representative or other party who contacts or instructs Renvi.
• Services means Renvi's services, including commercial plumbing, public health installations, servicing and maintenance, water compliance, design consultancy, technical reporting, remedial works and associated support.
• Website means www.renvi.co.uk and any related pages operated for Renvi.

4. What Personal Data We Collect

The personal data we collect depends on how you interact with us. We may collect the following types of information:

• Name and job title
• Company or organisation name
• Email address and telephone number
• Business address, site address, billing address or postal address
• Details of your enquiry, project, property, plumbing requirement, public health system, maintenance requirement, compliance requirement or design/technical support requirement
• Photographs, site information, asset details, drawings, schematics, reports or records supplied to us or created during service delivery
• Purchase order details, invoice details and payment administration information
• Correspondence, emails, contact form submissions and call notes
• Website usage information, IP address, browser type, device information and cookie data
• Marketing preferences and communication preferences
• Information needed for pre-qualification, appointment, insurance, health and safety, site access or onboarding purposes

We do not intentionally collect special category personal data through our website. If you provide information that includes special category data, we will only use it where necessary for the purpose for which it was provided or where required by law.

5. How We Collect Personal Data

We may collect personal data directly from you, from your organisation or from third parties involved in a project or appointment.

• When you submit a website enquiry or contact form
• When you email, telephone or message us
• When you request a quotation or instruct services
• When you provide drawings, reports, site records, photos or project information
• When we attend site and collect information required to complete our services
• When a managing agent, contractor, consultant, landlord, facilities team or other representative provides your details to us
• When we issue quotations, reports, invoices or service documents
• When you use our website and cookies or similar technologies collect technical data

6. How We Use Personal Data

We use personal data for the following purposes:

• Responding to enquiries — handling contact forms, calls, emails and quotation requests.
• Providing services — arranging site attendance and delivering commercial plumbing, public health installations, servicing and maintenance, water compliance, design consultancy, remedial works, validation and associated reporting.
• Preparing documents — producing quotations, reports, recommendations, certificates, schedules, site records, invoices and project correspondence.
• Managing client relationships — communicating with clients, contractors, consultants, landlords, managing agents and facilities teams.
• Health, safety and access — managing access arrangements, permits, security requirements, site hazards, RAMS and safe delivery of services.
• Accounts and administration — purchase orders, invoicing, credit control, payment records, tax records and business administration.
• Legal and compliance — keeping records, handling disputes, enforcing terms, meeting regulatory obligations and protecting our legal position.
• Website operation — maintaining, improving and securing our website and understanding how visitors use it.
• Marketing — sending relevant updates or service information where permitted by law or where consent has been given.

7. Our Lawful Bases for Processing

We only process personal data where we have a lawful basis to do so. Depending on the circumstances, we may rely on the following lawful bases:

• Contract: where processing is necessary to provide a quotation, enter into a contract or deliver services you have requested.
• Legitimate interests: where processing is necessary for our legitimate business interests, such as responding to enquiries, managing client relationships, delivering services, improving our website, protecting our business and maintaining records.
• Legal obligation: where processing is necessary to comply with tax, accounting, regulatory, health and safety, legal or other statutory obligations.
• Consent: where you have given consent, for example for certain marketing communications or optional cookies where applicable.

Where we rely on consent, you may withdraw that consent at any time by contacting us.

8. Sharing Personal Data

We may share personal data where necessary to provide our services, manage our business or comply with legal obligations. This may include sharing data with:

• Clients, landlords, managing agents, contractors, consultants, facilities teams and other parties involved in the relevant project or property
• Associated public health engineering delivery teams, subcontractors, suppliers or specialist service providers appointed to support the services
• Laboratories used for water sampling and analysis
• Professional advisers, including accountants, insurers, legal advisers and business advisers
• Website hosting, IT, email, CRM, accounting, document management or software providers
• Payment processors or banking providers
• Regulators, courts, law enforcement or public authorities where required by law
• Potential buyers, investors or advisers in connection with a business sale, restructuring or investment process

We only share personal data where there is a proper reason to do so and will limit the information shared to what is reasonably necessary.

9. International Transfers

Some of our service providers may process data outside the United Kingdom. Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place in accordance with applicable data protection law.

10. Data Security

We take reasonable technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration or destruction.

These measures may include access controls, password protection, secure storage, limited access to business records, secure communication methods and the use of reputable service providers.

No method of transmission over the internet or electronic storage is completely secure. You should only send information to us using methods you consider appropriate for the sensitivity of the information.

11. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to provide services, respond to enquiries, maintain business records, comply with legal obligations, resolve disputes and protect our legal position.

In general:

• Enquiry records may be retained for a reasonable period to manage follow-ups and future instructions.
• Client, quotation, report, project and invoice records may be retained for legal, tax, insurance, contractual and professional record-keeping purposes.
• Marketing preferences may be retained for as long as needed to manage your preferences and demonstrate compliance.
• Website analytics and cookie data may be retained in accordance with the settings of the relevant tools and cookie controls.

Where information is no longer required, we will delete, anonymise or securely archive it where appropriate.

12. Marketing Communications

We may contact business clients or contacts with information about Renvi services where permitted by law and where the communication is relevant to your role or previous interaction with us.

You can opt out of marketing communications at any time by contacting us at enquiries@renvi.co.uk or using any unsubscribe option provided in the communication.

We will not sell your personal data to third parties.

13. Cookies and Website Analytics

Our website may use cookies and similar technologies to help the website function, improve user experience, understand website performance and support security.

Cookies are small files placed on your device when you visit a website. Some cookies may be necessary for the website to operate. Others may be used for analytics, preferences or marketing, depending on the tools installed on the website.

Where required, non-essential cookies should only be set with your consent. You can usually manage cookies through the website cookie banner and through your browser settings.

14. Third-Party Websites

Our website may contain links to third-party websites, platforms or services. We are not responsible for the privacy practices, security or content of those third-party sites. You should review their privacy policies before providing personal data to them.

15. Your Data Protection Rights

Under data protection law, you may have the following rights in relation to your personal data:

• The right to be informed about how your personal data is used
• The right to access your personal data
• The right to request correction of inaccurate or incomplete personal data
• The right to request erasure of personal data in certain circumstances
• The right to request restriction of processing in certain circumstances
• The right to object to processing in certain circumstances
• The right to data portability in certain circumstances
• The right to withdraw consent where processing is based on consent
• Rights in relation to automated decision-making and profiling, where applicable

These rights are not absolute and may be subject to exemptions or limitations under applicable law.

16. How to Exercise Your Rights

To exercise your data protection rights, please contact us at enquiries@renvi.co.uk.

We may need to verify your identity before responding to a request. We will respond within the timeframe required by applicable law.

17. Complaints

If you have concerns about how we use your personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection matters.

ICO website: www.ico.org.uk

18. Automated Decision-Making

Renvi does not currently make decisions about individuals using solely automated processing that produces legal or similarly significant effects.

19. Children

Our website and services are intended for business and property-related enquiries and are not directed at children. We do not knowingly collect personal data from children through our website.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, services or legal requirements.

The latest version should be published on our website with the updated date shown at the top or bottom of the page.

21. Contact Details

If you have any questions about this Privacy Policy or how Renvi uses personal data, please contact:

Phone: 0330 520 2150

Email: enquiries@renvi.co.uk

Post: Renvi Ltd, Argent House, 5 Goldington Road, Bedford, Bedfordshire, United Kingdom, MK40 3JY

Website: www.renvi.co.uk