A & F SOLUTIONS LTD

PRIVACY POLICY

Last updated: 14 October 2026

1. Introduction

A & F Solutions Ltd respects your privacy and is committed to protecting personal information.

This Privacy Policy explains how we collect, use, store, share and protect personal data and explains individuals' rights under applicable UK data-protection legislation.

This policy applies to customers, prospective customers, website visitors, suppliers, contractors, business contacts and other people whose personal information we process.

2. Who We Are

For the purposes of applicable data-protection law, A & F Solutions Ltd will generally be the data controller for personal information described in this policy.

A & F Solutions Ltd
Company number: 13853740

Registered office:
9 Granny Hall Park
Brighouse
England
HD6 2JL

Telephone: 07885 733524 (Finley) and 07921 864403 (Dean)
Email: [email protected]
Website: afsolutions.uk

3. What Personal Information We May Collect

Depending upon how you interact with us, we may collect:

Identity information

• Name.
• Job title.
• Employer or organisation.
• Customer or supplier identity.

Contact information

• Email address.
• Telephone number.
• Postal address.
• Site address.
• Property postcode.

Job and property information

• Type of premises.
• Equipment details.
• System make and model.
• Fault descriptions.
• Site access information.
• Service history.
• Installation information.
• Job notes.
• Survey information.

Quotation information

• Services requested.
• Quantities.
• Equipment selections.
• Custom requirements.
• Estimated labour.
• Location.
• Travel information.

Photographs and documents

• Photographs you email to us about a quotation, or send when we ask. The website quote form does not accept photograph uploads.
• Photographs taken as legitimate job records.
• Equipment images.
• Defect photographs.
• Site drawings.
• Certificates.
• Reports.

Financial and commercial information

• Quotations.
• Invoices.
• Payment status.
• Transaction information.
• Purchase-order details.

We would not normally require full payment-card details ourselves where a separate payment provider processes a transaction.

Communications

We may retain emails, messages, telephone notes and other correspondence relevant to enquiries or work.

Website and technical data

Depending upon the technologies used by our website, this may include:

• IP address.
• Browser information.
• Device information.
• Website pages visited.
• Date and time of visits.
• Referral source.
• Cookie preferences.
• Security logs.

4. How We Obtain Information

We may obtain personal information:

• Directly from you.
• Through our website.
• Through quotation forms.
• Through telephone enquiries.
• By email.
• Through business correspondence.
• From your employer or organisation.
• From property managers.
• From facilities-management providers.
• From contractors or consultants involved in a project.
• From publicly available business information.
• From website and analytics technologies where lawfully enabled.

5. Why We Use Personal Information

We may process information to:

• Respond to enquiries.
• Prepare estimates.
• Prepare formal quotations.
• Arrange appointments.
• Perform contracted work.
• Install equipment.
• Conduct servicing.
• Investigate faults.
• Maintain service histories.
• Produce certificates and reports.
• Manage customer relationships.
• Issue invoices.
• Manage payments.
• Manage suppliers.
• Handle complaints.
• Defend or pursue legal claims.
• Protect our staff and business.
• Maintain website security.
• Improve our services.
• Send marketing where legally permitted.

6. Our Lawful Bases

Depending upon the circumstances, we may rely on one or more lawful bases.

Contract

Processing may be necessary to take steps requested before entering into a contract or to perform a contract. This may cover preparing quotations, arranging jobs, providing services and communicating about work.

Legal obligation

We may process information where necessary to comply with legal requirements, including tax, accounting and other regulatory obligations.

Legitimate interests

We may process information where reasonably necessary for legitimate business interests, provided those interests are not overridden by individuals' rights. Examples may include managing customer relationships, keeping appropriate service records, defending legal claims, preventing fraud, protecting our systems, improving our services and managing business-to-business communications.

Consent

We may rely on consent where appropriate, including certain marketing activities or optional technologies. You may withdraw consent where consent is the lawful basis.

7. Website Quotation Form

Our website may allow customers to request quotations or estimates.

Information entered may include:

• Name.
• Email.
• Telephone number.
• Address/postcode.
• Selected service.
• Equipment.
• Quantity.
• Description of the work.
• Additional information.

We use this information to respond to the enquiry and assess the requested work. The enquiry is emailed to A&F Solutions at [email protected]. The website quote form does not accept photograph uploads.

8. Automatic Estimate Calculator

Our website may automatically generate an indicative estimate.

The system may process information such as service type, equipment, quantity, estimated labour, location, travel, mileage and pricing rules.

The estimate does not automatically accept a customer, approve a contract or make a legal or similarly significant decision about an individual.

A member of A&F Solutions may manually review the enquiry.

9. Photographs

The website quote form does not accept photograph uploads. You may email photographs to [email protected] with your quote reference. Once we have reviewed your request we may also ask for photographs by WhatsApp.

Please avoid sending unnecessary personal information.

In particular, please avoid sending identifiable images of:

• Care-home residents.
• Patients.
• Children.
• Visitors.
• Confidential records.
• Medication records.
• Medical information.
• Identification documents.
• Computer screens containing sensitive data.

Where personal information is incidentally contained within legitimate job photographs, access will be limited as reasonably appropriate.

10. Vulnerable Persons and Care Environments

Because we work in care homes and supported-living environments, our engineers may incidentally encounter information relating to residents.

We do not seek to collect medical or care information unless it is genuinely necessary for an appropriate purpose.

Care providers should avoid sharing unnecessary health information with us.

Where relevant information is necessary to enable safe working, only the minimum information reasonably required should be provided.

11. Special Category Personal Data

Special category information may include health, racial or ethnic origin, religious beliefs and other particularly sensitive information.

We do not generally seek to collect special category information through our website.

If such information is processed, we will only do so where a valid lawful basis and additional legal condition apply.

12. CCTV Information

We may occasionally need access to limited CCTV information where necessary to diagnose, configure or support a customer's CCTV system.

The customer will generally remain the controller responsible for footage generated by its CCTV system.

We do not routinely retain customer CCTV footage unless there is a legitimate and lawful reason to do so.

13. Business Email

Our business email address is [email protected].

Email may be provided through a third-party business-email provider.

Messages may be stored for legitimate business, contractual and record-keeping purposes.

14. Marketing

We may wish to send occasional information concerning:

• Fire-safety services.
• Security services.
• Maintenance.
• Inspection reminders.
• New services.
• Offers.
• Business updates.

Marketing will only be sent where legally permitted.

15. Website Marketing Consent

Where appropriate, the quotation form may contain a separate optional marketing box.

Suggested wording:

“Yes, I'd like to receive occasional emails from A&F Solutions Ltd about fire safety, security services, maintenance reminders and special offers. I understand I can unsubscribe at any time.”

This option should not be pre-selected.

A person does not have to agree to marketing in order to request a quotation.

16. Unsubscribing

You may unsubscribe from direct marketing at any time.

You may:

• Use an unsubscribe mechanism provided in the communication; or
• Email [email protected].

We may retain limited suppression information to ensure we do not inadvertently resume marketing to someone who has opted out.

17. Service Communications Are Different from Marketing

Operational communications relating to an existing enquiry, quotation, booking, service, certificate, invoice or safety matter are not necessarily marketing communications.

Opting out of marketing does not prevent us from sending necessary communications relating to work you have requested.

18. Google Analytics and Website Analytics

We use Google Analytics 4, measurement ID G-2TJCND84N4, to understand how visitors use our website and to improve it.

The Google tag loads on every page using Consent Mode. Until you choose, and whenever you reject tracking, these signals stay denied: analytics storage, ad storage, ad user data and ad personalisation. If you have already chosen Accept all, that choice is applied when the page loads.

Analytics may include:

• Number of visitors.
• Traffic sources.
• Popular pages.
• Website performance.
• Approximate location, device and browser information derived by Google.
• A count of successful quotation-form submissions.

We do not send your name, email address, telephone number, job description or prices to Google Analytics. A phone click records which of our business numbers was clicked, not your number.

While storage is denied, ads data is redacted. Click identifiers in the page address, such as gclid, can be passed through in the URL rather than written to an advertising cookie.

19. Advertising and Conversion Tracking

We use Google Ads conversion tracking, tag AW-18509092417, with Google Analytics 4. Both use the same consent choice.

After you accept tracking:

• A saved quotation request is sent to Google Analytics as a lead, and to Google Ads as an event named request_quote. That Ads event does not use a conversion label.
• A click on a telephone number is sent to Google Analytics only, as a phone click naming that business number. It is not sent as a Google Ads conversion.
• A click on an email address is sent to Google Analytics as an email click.

Calls from the website use Google forwarding numbers, and only after you accept advertising cookies. Google may then replace 07885 733524 (Finley) and 07921 864403 (Dean) on the page with temporary forwarding numbers, and update the telephone links to those forwarding numbers, for visitors who arrived from an advert. A call is counted in Google Ads when it lasts at least 60 seconds. The forwarding number connects the call to the same person. If you reject tracking, the page keeps these business numbers.

Accepting tracking grants analytics storage, ad storage, ad user data and ad personalisation. Rejecting tracking sets all four back to denied. Advertising cookies and conversion storage stay off until you accept.

20. Cookies

Cookies are small files or similar technologies used by websites and browsers.

Our website may use:

Strictly necessary technologies

Required for matters such as security, website operation, form functionality and remembering your privacy choice.

Analytics technologies

Used only if you accept tracking. Google Analytics 4 (measurement ID G-2TJCND84N4) may then set cookies such as _ga and _ga_2TJCND84N4. We configure their lifetime at 180 days. Our first-party preference cookie af_cookie_consent remembers whether you accepted or rejected tracking for up to 180 days, so Analytics and Google Ads storage stay off when you have rejected them.

Advertising technologies

Used only if you accept tracking. Google Ads, tag AW-18509092417, may then set conversion cookies such as _gcl_au and _gcl_aw, alongside _ga, to measure whether an advert led to a quotation request. After acceptance, Google may also replace the business telephone numbers on the page with temporary forwarding numbers so a call of at least 60 seconds from an advert can be measured. Until you accept, those cookies are not set, the business numbers stay as printed, and ads data is redacted.

Where UK law requires consent for a technology, you can accept or reject it before Analytics or Google Ads storage is allowed.

21. Cookie Banner

The cookie banner says we use cookies for site performance, analytics and personalised ads. You can choose Accept all or Reject non-essential. Neither choice is pre-selected. Advertising is not treated as essential. You can use the website and send a quotation enquiry without accepting analytics or ads cookies.

You can change your choice at any time using Cookie settings in the footer. Rejecting non-essential cookies after an earlier acceptance sets Analytics and Google Ads storage to denied and clears the Analytics and Ads cookies our website can remove.

22. Who We May Share Information With

Where necessary, information may be shared with appropriate third parties, including:

• Website hosting providers.
• Cloudflare, which hosts this website and may process technical and security information needed to run and protect it.
• Google, when you consent to Google Analytics 4 (measurement ID G-2TJCND84N4) and Google Ads conversion tracking (tag AW-18509092417).
• FormSubmit (formsubmit.co), which emails quotation enquiries to [email protected]. The quote form does not send photograph files. If a different email delivery method is configured for the site, that provider receives the enquiry instead.
• Email providers.
• IT providers.
• Form-processing services.
• Customer-management systems.
• Quotation systems.
• Invoicing/accounting providers.
• Payment providers.
• Engineers.
• Approved subcontractors.
• Equipment manufacturers.
• Suppliers.
• Monitoring providers.
• Professional advisers.
• Insurers.
• Regulators.
• Public authorities where legally required.

Only information reasonably required for the relevant purpose should be shared.

23. Alarm Monitoring Providers

Where a customer has a monitoring service, relevant site and contact information may be shared with the authorised alarm receiving centre or monitoring provider where necessary.

Such providers may process information under their own privacy arrangements or under contractual arrangements with the relevant customer or A&F Solutions.

24. Suppliers and Manufacturers

Where fault diagnosis, warranty or technical support requires manufacturer involvement, relevant system information may be supplied to the manufacturer or distributor.

We will avoid sharing unnecessary personal information.

25. Subcontractors

Where another engineer or specialist is legitimately involved in delivering work, we may provide information necessary to perform the task.

Such access should be limited to what is reasonably needed.

26. Legal and Regulatory Disclosure

We may disclose personal information where necessary to:

• Comply with law.
• Respond to lawful regulatory requests.
• Establish or defend legal claims.
• Prevent fraud.
• Protect safety.
• Cooperate with law enforcement where lawfully required.

27. We Do Not Sell Personal Data

A&F Solutions does not sell customer personal information to advertisers or data brokers.

28. International Transfers

Some technology providers may store or process information outside the United Kingdom.

Where UK data-protection law restricts an international transfer, we will use an appropriate lawful mechanism.

This may include UK adequacy regulations, approved contractual safeguards or other legally recognised transfer mechanisms.

29. Data Retention

We do not intend to retain personal information indefinitely.

Different information requires different retention periods.

Our current intended approach is as follows.

Unsuccessful or unconverted enquiries

Normally retained for up to 12 months after the last meaningful contact, unless there is a reason to retain them longer.

Quotations that do not proceed

Normally retained for up to 12 months, subject to legitimate legal or business requirements.

Customer and completed-job records

Normally retained for up to six years after the relevant contractual relationship or work, where appropriate for contractual, warranty, legal and record-keeping purposes.

Certain safety-critical records may need to be retained differently where a legal, contractual or legitimate operational reason exists.

Accounting and invoice records

Retained for the period required by applicable tax and accounting laws.

Job photographs

The website quote form does not accept photograph uploads. Photographs you later email to us, or send when we ask, may be kept with the enquiry where we need them to assess the work.

Marketing information

Marketing information will be retained while marketing remains lawful and relevant.

Suppression records may be retained for longer so that we can respect an unsubscribe request.

Website security logs

Technical and security logs will be retained only as long as reasonably necessary for security and troubleshooting purposes.

Website analytics

Analytics and Google Ads conversion information is collected only after you accept tracking. Analytics information is then retained according to the settings on our Google Analytics 4 property (measurement ID G-2TJCND84N4). Google Ads conversion data is retained according to the settings on the Google Ads account for tag AW-18509092417. Those retention periods are separate from the 180-day browser cookies described in the cookies section.

Contact [email protected] if you have a question about analytics or conversion information already collected.

30. Data Minimisation

We aim only to collect information reasonably relevant to the purpose for which it is required.

Customers should avoid sending information that is not necessary to the requested work.

31. Accuracy

We take reasonable steps to keep information accurate.

Please inform us if your information changes or if you believe information we hold is inaccurate.

32. Security

We take reasonable technical and organisational measures designed to protect personal information.

Measures may include:

• Password protection.
• Multi-factor authentication where appropriate.
• Limited staff access.
• Secure email accounts.
• Controlled document access.
• Device security.
• Software updates.
• Secure backups where appropriate.
• Procedures for responding to security incidents.

No electronic system can guarantee absolute security.

33. Personal Data Breaches

Where a personal-data breach occurs, we will assess the incident and take appropriate action.

Where required by law, we will notify the Information Commissioner's Office and/or affected individuals.

34. Children's Information

Our website and services are not intended to collect personal information directly from children for marketing purposes.

Where work is carried out at schools, nurseries or residential properties, children may be present, but unnecessary information relating to them should not be provided to us.

35. Your Rights

Depending upon the circumstances and applicable law, you may have rights including:

• The right to be informed.
• The right of access.
• The right to rectification.
• The right to erasure.
• The right to restrict processing.
• The right to data portability where applicable.
• The right to object.
• Rights relating to certain automated decisions.
• The right to withdraw consent where processing relies on consent.

These rights are subject to legal conditions and exemptions.

36. Subject Access Requests

You may request a copy of personal information we hold about you.

Contact: [email protected]

We may need to verify your identity before disclosing information.

37. Correcting Information

If personal information is inaccurate or incomplete, you may ask us to correct it.

38. Deletion

You may ask us to delete personal information in circumstances where the right to erasure applies.

The right is not absolute.

We may be required or entitled to retain certain records for legal, contractual or legitimate purposes.

39. Objection to Marketing

You have the right to object to direct marketing at any time.

If you ask us to stop, we will cease relevant marketing communications.

40. Withdrawal of Consent

Where our processing relies upon consent, you may withdraw that consent at any time.

Withdrawal does not make previous lawful processing unlawful.

41. Automated Decision-Making

Our quotation calculator may use automatic calculations to generate indicative estimates.

It does not make decisions producing legal or similarly significant effects about individuals.

Significant or unusual enquiries may be manually reviewed.

42. Links to Other Websites

Our website may contain links to external websites.

Those websites have their own privacy practices and we are not responsible for their policies.

43. Changes to This Policy

We may update this Privacy Policy where our services, website technology, legal requirements or business practices change.

The current version will be displayed on our website with its revision date.

44. Complaints to Us

If you have concerns about our handling of personal information, please contact:

A & F Solutions Ltd
Email: [email protected]
Telephone: 07885 733524 (Finley) and 07921 864403 (Dean)

We will endeavour to investigate your concern.

45. Information Commissioner's Office

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

ICO website: ico.org.uk

46. Contact Details

A & F Solutions Ltd
Company number: 13853740

9 Granny Hall Park
Brighouse
England
HD6 2JL

Telephone: 07885 733524 (Finley) and 07921 864403 (Dean)
Email: [email protected]
Website: afsolutions.uk