Privacy Policy

When you submit a quote request through this website, we collect:

• Your name, email address and telephone number
• Your company name, where you provide one
• Details about the property and the service you are enquiring about — property type, size, location, frequency, urgency, current arrangements and any free-text description you write

We do not use advertising or analytics cookies, and we do not track you across other websites.

We use this information only to:

• Respond to your enquiry and prepare a quotation
• Contact you about the services you asked about
• Deliver and administer services if you become a client
• Keep the accounting records we are required by law to keep

Our lawful basis is taking steps at your request prior to entering into a contract, and our legitimate interest in responding to business enquiries. Where we hold records for accounting purposes, the basis is legal obligation.

We do not sell your data, and we do not use it to send marketing unrelated to your enquiry.

We use a small number of service providers to run the business. They process your data on our instructions only:

• Netlify — hosts this website and serves the quote form
• Resend — delivers the notification email when you submit the form
• Intuit QuickBooks — holds our customer records, quotations and invoices
• Google Workspace — our business email

Some of these providers process data outside the UK. Where that happens, transfers are covered by the safeguards permitted under UK data protection law, such as the UK International Data Transfer Addendum.

We may also share information with a contractor engaged to carry out work at your property, but only what they need to do that job.

If your enquiry does not lead to work, we keep it for up to 24 months and then delete it. If you become a client, we keep your records for the duration of our relationship and then for six years, which is the retention period required for UK accounting and tax records.

Under UK GDPR you have the right to:

• Ask for a copy of the personal data we hold about you
• Have inaccurate data corrected
• Ask us to delete your data, where we are not required to keep it
• Object to or ask us to restrict how we use it
• Ask us to transfer it to another provider

To exercise any of these, email us at kairosteamservices@gmail.com. We respond within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

This website is served over HTTPS, and access to our customer records is restricted to Kairos personnel who need it. No system is perfectly secure, but we take reasonable technical and organisational measures to protect your information.

Kairos Facilities Management Limited
Registered in England and Wales
Email: kairosteamservices@gmail.com