Privacy Policy

Last updated: 31 August 2026

RELF FACILITIES MANAGEMENT LTD ("Relf Facilities Management", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request information about our services, or otherwise interact with us.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

RELF FACILITIES MANAGEMENT LTD

Company number: 16763304

Registered in: England and Wales

Email: contact@relffacilitiesmanagementltd.co.uk

Relf Facilities Management is the data controller responsible for personal information processed in connection with this website and our business activities.

2. Information we collect

Depending on how you interact with us, we may collect the following types of personal information:

Your name
Company or organisation name
Job title or role
Email address
Telephone number
Postal or business address
Information contained in enquiries or correspondence
Information relating to services you have requested or are considering
Information provided when requesting a quotation
Information relating to existing customer or supplier relationships
Website usage and technical information, such as IP address, browser type and device information
Any other information you voluntarily provide to us

We do not normally seek to collect sensitive personal information through this website.

3. How we collect your information

We may collect personal information when you:

Submit an enquiry through our website
Contact us by telephone, email or other means
Request a quotation
Become a customer or supplier
Correspond with us regarding our services
Subscribe to receive communications from us
Visit or use our website
Provide information to us during the course of a business relationship

We may also receive information from third parties where this is necessary and lawful, for example from an organisation making an enquiry on behalf of its business.

4. How we use your information

We may use personal information to:

Respond to enquiries
Provide quotations and proposals
Provide and administer our services
Communicate with customers, prospective customers and suppliers
Manage contractual relationships
Process payments and maintain financial records
Maintain business and customer records
Improve our services and website
Deal with complaints or enquiries
Protect our business against fraud, misuse and other unlawful activity
Comply with legal and regulatory obligations
Send marketing communications where we are legally permitted to do so

We will only use your personal information for purposes that are lawful, fair and transparent.

5. Our lawful bases for processing

We rely on one or more of the following lawful bases under the UK GDPR, depending on the circumstances:

Contract

We may process your information where it is necessary to enter into or perform a contract with you.

For example, this may include providing a quotation, arranging services or managing an existing customer relationship.

Legitimate interests

We may process information where it is necessary for our legitimate business interests and those interests are not overridden by your rights and freedoms.

This may include responding to business enquiries, managing customer and supplier relationships, improving our services and protecting our business.

Legal obligation

We may process personal information where necessary to comply with a legal or regulatory obligation.

Consent

Where required, we may rely on your consent to process personal information, for example for certain forms of electronic marketing or non-essential cookies.

Where we rely on consent, you may withdraw it at any time.

6. Marketing

We may occasionally contact existing or prospective customers about our services where this is permitted by applicable law.

Where consent is required, we will ask for it before sending marketing communications.

You can opt out of marketing communications at any time by contacting us or using the unsubscribe facility provided in the communication.

We will not sell your personal information to third parties.

7. Sharing your information

We may share personal information where necessary with:

Service providers who provide IT, website, hosting, email, accounting or other business services
Professional advisers, such as accountants, solicitors or insurers
Payment service providers where applicable
Government bodies, regulators or law enforcement agencies where legally required
Contractors or suppliers where necessary to provide our services
Prospective customers or business contacts where you have requested or authorised us to provide information

Where we use third-party service providers to process personal information on our behalf, we take reasonable steps to ensure that appropriate contractual and security arrangements are in place.

We do not sell or rent personal information.

8. International transfers

Some third-party service providers may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that your information receives an appropriate level of protection.

9. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

The length of time we retain information will depend on its nature and purpose.

For example:

Enquiry information may be retained for a reasonable period after the enquiry has been dealt with.
Customer and contractual records may be retained for the duration of the business relationship and for an appropriate period afterwards.
Financial and accounting records will generally be retained for the period required by applicable legislation.
Marketing information will be retained until you unsubscribe or it is otherwise no longer required.

We may retain information for longer where necessary to comply with legal obligations or to establish, exercise or defend legal claims.

10. Keeping your information secure

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

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

11. Cookies

Our website may use cookies and similar technologies.

Cookies are small text files placed on your device that can be used to make websites function correctly, remember preferences, understand website usage and, where applicable, provide analytics or other functionality.

Some cookies may be strictly necessary for the operation of the website.

Where non-essential cookies are used, we will obtain consent where required by law.

You can control or disable cookies through your browser settings and, where applicable, through our website's cookie controls.

If our website uses third-party analytics, advertising, embedded media or other services that place cookies, those services may process information in accordance with their own privacy policies.

12. Your data protection rights

Subject to certain legal exceptions, you have rights under UK data protection law including:

The right to be informed about how your personal information is used
The right to access personal information we hold about you
The right to request correction of inaccurate or incomplete information
The right to request deletion of your personal information in certain circumstances
The right to request restriction of processing in certain circumstances
The right to object to certain processing, including direct marketing
The right to data portability in certain circumstances
The right to withdraw consent where we rely on consent

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.

13. How to exercise your rights

To exercise any of your data protection rights, please contact us using:

Email: contact@relffacilitiesmanagementltd.co.uk

We may need to request additional information to verify your identity before responding to a request.

We will normally respond to valid requests within the time period required by applicable data protection legislation.

14. Complaints

If you have concerns about how we have handled your personal information, we encourage you to contact us first so that we can investigate and attempt to resolve the matter.

You also have the right to complain directly to the Information Commissioner's Office.

Information Commissioner's Office (ICO)

Website: https://ico.org.uk/

Telephone: 0303 123 1113

15. Third-party websites

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices, content or security of third-party websites. We recommend that you review the privacy policy of any third-party website you visit.

16. Changes to this Privacy Policy

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

The latest version will always be published on this page, together with the date it was last updated.

RELF FACILITIES MANAGEMENT LTD

Company number: 16763304

Registered in England and Wales

Privacy contact: contact@relffacilitiesmanagementltd.co.uk