Privacy policy.

Who we are

This website is run by ION Facilities Management Group Ltd (“ION”, “we”, “us”), a company registered in England and Wales under company number 13456471. Our registered office is Unit 16 Woodward Road, Knowsley Industrial Park, Liverpool, L33 7UY.

We are the controller of the personal information described in this policy. This means we decide how and why it is used. If you have any questions about this policy or your information, contact us at info@ionfm.co.uk or on 0330 043 0316.

What information we collect

We only collect what we need. That includes:

• Enquiry details: your name, email address, phone number, site location and anything you write in your message when you use our enquiry form, email us or call us.
• Business contact details: if you are a client, supplier or contractor, the names, job titles and contact details of the people we deal with.
• Website usage information: technical information such as your IP address, browser type, device and the pages you visit. Some of this is collected using cookies – see our cookie policy.

We do not ask for, and ask you not to send us, sensitive information such as health details through the website.

How we use your information

We use your information to:

• respond to your enquiry, arrange a survey or site visit and send you a quote;
• provide and manage the services you have asked us for, including certificates, reports and servicing reminders;
• keep records we need for health and safety, compliance, insurance and accounting purposes;
• understand how our website is used so we can improve it (only where you have agreed to analytics cookies);
• keep our website and systems secure.

We do not sell your information, and we do not send marketing emails unless you have asked us to. You can ask us to stop at any time.

Our legal basis

Under UK data protection law we must have a lawful reason to use your information. Ours are:

• Contract: where we need your information to give you a quote or deliver work you have asked for.
• Legitimate interests: to reply to enquiries, manage our business relationships and keep our website secure. We only rely on this where it doesn’t override your rights.
• Legal obligation: where the law requires us to keep records, for example for tax or safety compliance.
• Consent: for non-essential cookies such as analytics. You can withdraw consent at any time using the “Manage consent” button on our website.

Who we share it with

We only share your information where we need to, with:

• companies that provide services to us, such as our website host, email and IT providers, and job management and accounting software – they act on our instructions and must keep your information secure;
• Google, for the map on our contact page and website analytics, but only if you accept the relevant cookies;
• manufacturers, certification bodies, insurers or subcontractors where this is needed to carry out or certify work at your site;
• professional advisers, regulators, the police or courts where the law requires it.

Some of our providers may store information outside the UK. Where they do, we make sure suitable safeguards are in place, such as UK adequacy regulations or approved contract terms.

How long we keep it

We keep enquiries that don’t lead to work for up to 2 years, so we can follow up and deal with any questions. If you become a client, we keep job records, certificates and invoices for as long as needed to meet legal, insurance and warranty requirements – usually 6 years after the work ends, and longer for safety certificates the law or industry standards require us to keep. After that, we securely delete or anonymise it.

Keeping your information safe

We use appropriate technical and organisational measures to protect your information, including secure (HTTPS) connections on our website, access controls and password-protected systems. Only people who need your information to do their job can see it.

Your rights

You have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• ask us to limit how we use your information;
• object to us using your information, including for direct marketing;
• ask us to transfer your information to another organisation;
• withdraw your consent at any time, where we rely on consent.

Some rights only apply in certain situations. To make a request, email info@ionfm.co.uk. There is no charge, and we will reply within one month.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.