Welcome to Complaint Retrofits, operated by Compliant Retrofits Ltd. Your privacy is very important to us, and we are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website or use our services. By using our website, you agree to the terms outlined in this policy. If you do not agree, please refrain from using our site.
Conpliant Retrofits Ltd is registered in England and Wales (Company No. [Insert Company Number]) with a registered office at [Insert Address]. In this Policy, references to “we”, “us”, “our”, or “Complaint Retrofits” refer to Compliant Retrofits Ltd.
This Privacy Policy applies to all websites and applications operated by ComplaintRetrofits.co.uk. Our goal is to provide exceptional retrofit and compliance services while respecting your privacy and ensuring the security of your personal data.
This policy covers the collection and processing of personal data through your use of our websites, apps, and related services. We may update this policy periodically to comply with legal requirements or improve clarity. Updated versions will be posted on our website; please check regularly for changes.
We collect your data only when there is a legitimate reason, and where permitted by law. Keeping your data accurate and current helps us serve you better, so please notify us of any changes.
Ways we collect your data include:
If a subcontractor performs services on our behalf, they may also collect personal data which is shared with us for service delivery.
We may collect the following types of personal data:
We may also process anonymised or aggregated data for analysis and service improvement.
Sensitive personal data (e.g., health or ethnicity) is only collected with explicit consent when necessary.
Your personal data is used for:
You may opt out of marketing communications at any time, and we do not share your data for marketing without your consent.
We take appropriate technical and organisational measures to protect your data from unauthorised access, loss, or misuse. Our systems use encryption and secure servers to safeguard your information. However, no method of transmission over the internet is completely secure. If you suspect a data breach, please contact us immediately.
We may share your information with:
All partners and subcontractors are required to protect your data to the same standard.
We are based in the UK, and your data is stored on secure servers located in the UK or the European Economic Area (EEA). Some cloud service providers we use operate within these jurisdictions.
In some cases, your data may be transferred outside the UK or EEA. When this occurs, we ensure appropriate safeguards are in place to protect your privacy, such as UK government adequacy decisions or EU-approved contractual clauses.
We use your data only for the purposes for which it was collected unless a compatible new purpose arises, in which case we will notify you.
You have rights under data protection laws including:
Contact us at info@complaintretrofits.co.uk to exercise your rights.
We retain your personal data only as long as necessary to fulfil the purpose it was collected for, or as required by law. Typical retention periods depend on the data type and processing purpose.
| Data Type | Purpose | Legal Basis | Retention Period |
| CRM and Customer Records | Service management and support | Contract / Legitimate Interest | Indefinitely while contract active, then 2 years post-contract |
| Call recordings (CircleLoop, VOIP) | Training and quality assurance | Legitimate Interest | 3 years |
| Analytics Data (Google Analytics, Facebook Pixel) | Marketing insights and reporting | Consent | 6 months if marketing emails unopened |
| Transaction Data (Stripe, Xero, Sage Pay) | Purchase processing and accounting | Contract / Legal Obligation | Up to 8 years (accounting compliance) |
| Website Security (Cloudflare) | Protect websites from threats | Legitimate Interest | Duration of service |
| Hosting Data (AWS for Apps) | Service delivery and data storage | Contract / Legitimate Interest | Duration of service + 6 months |
| Marketing Emails (MailChimp) | Customer communications and newsletters | Consent / Legitimate Interest | Duration of contract or opt-out |
| Contact Form Data | Responding to enquiries | Consent | 2 years (or longer if customer) |
| Supply Chain & Installer Data | Managing delivery and service performance | Legitimate Interest / Contract / Consent | Up to 8 years (VAT/accounting) |
| Regulatory and Funding Bodies | Compliance and subsidy schemes | Legitimate Interest / Consent | Up to 8 years |
If you wish to raise a complaint about how we handle your data, please contact us at info@complaintretrofits.co.uk or write to our Compliance Department at [Insert postal address]. We aim to resolve complaints promptly and fairly.
If unsatisfied, you have the right to escalate your complaint to the Information Commissioner’s Office (ICO).
For questions, concerns, or requests regarding this policy or your personal data, please contact:
Email: info@complaintretrofits.co.uk
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You may accept or decline cookies via your browser settings. Note that disabling cookies may affect website performance.
Types of cookies we use:
Cookie Type | Purpose | Example Cookies & Duration |
Essential | Required for website operation | HSID (Google) – 2 years, AEC (Google) – 1 year |
Analytical & Customisation | Track visitor statistics and preferences | _ga (Google Analytics) – 2 years, _gid – 24 hours |
Performance & Functionality | Remember user preferences and login info | Chatra.clientId – 2 years |
Advertising | Deliver personalized ads | ANID (Google) – 8 months, CONSENT (Google) – 2 years |
For more about managing cookies, visit All About Cookies.
Google Analytics runs with a privacy-enhanced mode that can collect data even without cookies. To opt-out, visit: Google Analytics Opt-out
