PRIVACY STATEMENT
Last updated: 12/08/2025

1. WHO WE ARE
   Plugged In Solutions (“we”, “us”, “our”) provides electrical, fire, security and access control services. We are the data controller for the personal data described in this notice unless stated otherwise.
   Contact: info@pluggedinsolutions.co.uk
   Company number: 01273 927876
2. HOW TO CONTACT US ABOUT PRIVACY
   If you have questions or wish to exercise your privacy rights, email info@pluggedinsolutions.co.uk. You can also contact the UK Information Commissioner’s Office (ICO) if you’re unhappy with our response.
3. THE DATA WE COLLECT
   We collect and process the following categories of personal data:
   a) Identity and contact data: name, job title, email, phone, postal address.
   b) Account and billing data: quotes, purchase orders, invoices, payment status, transaction history.
   c) Communications: emails, calls, messages (including via WhatsApp/SMS) and notes relating to your enquiries or projects.
   d) Site and project data: site addresses, access instructions, photos of works in progress and completed works, device serial numbers, asset registers.
   e) Technical data from our website: IP address, device/browser type, pages viewed, and cookies (see section 10).
   f) Recruitment data (if you apply for a role): CV, qualifications, right-to-work information, references.
   g) CCTV at our premises (if applicable): imagery for security and safety.

Special category data: we do not intentionally collect special category data. If, as part of a client project (e.g. access control or fire systems), we process such data under your instructions, we act as your processor (see section 8).

1. WHY WE USE YOUR DATA (PURPOSES)
   a) To provide quotations, schedule works, deliver services and manage warranties.
   b) To purchase parts/materials and coordinate suppliers and subcontractors.
   c) To manage our relationship with you: updates, variations, support and fault reports.
   d) To issue and manage certifications (e.g. EICRs) once invoices are settled.
   e) To maintain our records, accounts and comply with legal obligations (tax, safety).
   f) To improve our services, website and customer experience.
   g) To send service updates and, with consent where required, marketing.
2. OUR LEGAL BASES (UK GDPR)
   We rely on one or more of the following:
   a) Contract: to take steps at your request before a contract and to perform our contract.
   b) Legitimate interests: to run our business, keep records, improve services, protect security and prevent fraud (balanced against your rights).
   c) Legal obligation: to meet accounting, tax, health and safety or regulatory requirements.
   d) Consent: for certain marketing or cookie uses. You can withdraw consent at any time.
3. WHO WE SHARE DATA WITH
   We share personal data, where needed, with:
   a) Service providers acting on our behalf (e.g. job management and invoicing software such as Tradify, accounting platforms such as Xero, email and cloud providers, website and IT support).
   b) Payment providers and banks.
   c) Suppliers and subcontractors needed to fulfil your job.
   d) Insurers, legal and professional advisers.
   e) Public authorities where required by law.
   We require all third parties to respect your data and process it under proper contracts.
4. INTERNATIONAL TRANSFERS
   Some providers may process data outside the UK/EEA. Where they do, we use recognised safeguards (e.g. UK IDTA/Standard Contractual Clauses and, where available, adequacy decisions) and assess their security.
5. WHEN WE ACT AS A PROCESSOR
   For certain services (e.g. monitoring/maintaining your security, access control or fire systems), we may process personal data on your documented instructions as your processor. In those cases, our Data Processing terms apply and we will:
   a) use the data only for your purposes;
   b) keep it secure and confidential;
   c) help you meet your UK GDPR obligations (e.g. breach notifications, data subject rights);
   d) only use approved sub-processors under written terms.
6. HOW LONG WE KEEP YOUR DATA
   We keep data only as long as needed for the purpose collected, or to meet legal/contractual requirements. Typical periods are:
   a) Enquiries and quotes: up to 24 months from last contact.
   b) Project files, certificates and warranties: 6 years after project completion (or longer if required by law or warranty terms).
   c) Invoices and financial records: 7 years.
   d) Recruitment data: up to 12 months if unsuccessful, or longer if you agree.
   e) CCTV at our premises: typically up to 30 days unless required for an investigation.
7. COOKIES AND WEBSITE ANALYTICS
   Our site uses essential cookies to make it work and may use optional analytics cookies to understand performance. You can manage non-essential cookies via our cookie banner or your browser settings. Blocking certain cookies may affect site functionality.
8. MARKETING
   We may send you updates about our services by email or SMS. We’ll only do this with your consent where required by law, and you can opt out at any time by using the unsubscribe link or contacting info@pluggedinsolutions.co.uk.
9. SECURITY
   We use appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit where appropriate, staff training and regular reviews of our suppliers and systems.
10. YOUR RIGHTS
    You have the right to:
    a) access your personal data;
    b) correct inaccurate or incomplete data;
    c) request deletion in certain circumstances;
    d) restrict or object to processing in certain circumstances;
    e) data portability for information you’ve provided to us;
    f) withdraw consent where consent is the legal basis;
    g) lodge a complaint with the ICO.
    To exercise any right, contact info@pluggedinsolutions.co.uk. We may need to verify your identity.
11. CHILDREN
    Our services and website are not directed at children and we do not knowingly collect children’s data.
12. CHANGES TO THIS NOTICE
    We may update this Privacy Statement from time to time. The latest version will be published on our website with the date shown above.

Optional additions we can include on request: a standalone Cookie Policy, a Data Processing Agreement for clients using access control/security monitoring, and a short privacy summary for your enquiry forms.