Your information.
Handled responsibly.

Who we are

Hi-Tech Property Services Ltd provides commercial property maintenance, compliance, technical services, construction and project delivery.

For the purposes of UK data protection law, Hi-Tech Property Services Ltd is the data controller responsible for personal information collected through this website and through the activities described in this policy.

Who this policy applies to

This policy may apply when you:

• visit or use our website;
• contact us with a property, service or general enquiry;
• request information, a quotation or support;
• apply for employment or submit a speculative application;
• apply to become an approved subcontractor or supplier;
• communicate with us by telephone, email, online form or live chat;
• represent a customer, prospective customer, supplier, contractor or business partner; or
• otherwise interact with Hi-Tech Property Services Ltd.

Separate employee, worker, customer or contractor privacy information may also apply where a more detailed notice is appropriate to that relationship.

Information we may collect

The information we collect depends on how you interact with us. It may include:

Contact and identity information

• your name, job title and organisation;
• email address, telephone number and postal address;
• your preferred method of contact; and
• information contained in correspondence or enquiry forms.

Service and commercial information

• details of a property, service requirement or proposed work;
• quotation, instruction, contract and customer information;
• site, access and operational information;
• communications, notes, photographs and supporting documents; and
• payment, accounting and transaction information where relevant.

Recruitment information

• CVs, employment history and professional experience;
• qualifications, licences, training and accreditations;
• application answers and interview information;
• references and right-to-work information where appropriate; and
• information needed to assess your suitability for a role.

Subcontractor and supplier information

• business and contact details;
• service capability and geographical coverage;
• insurance, accreditation and competence evidence;
• Health & Safety and compliance information; and
• information needed for due diligence and approval.

Technical and usage information

• IP address and approximate location derived from it;
• browser, device and operating-system information;
• pages visited, referral source and website interactions;
• cookie and consent choices; and
• security, diagnostic and performance information.

How we collect information

We may collect information:

• directly from you when you complete a form or contact us;
• when you submit a CV, application or supporting document;
• when your employer or organisation provides your business contact details;
• through our dealings with customers, suppliers and subcontractors;
• from publicly available professional or business sources;
• through references, recruitment agencies or verification services where appropriate; and
• automatically through cookies, server logs and similar website technologies.

Where somebody provides information about another person, they should ensure that they are authorised to do so and that the person understands how their information may be used.

How and why we use personal information

Where we rely on legitimate interests, those interests may include operating our business, responding to requests, managing commercial relationships, maintaining appropriate records, protecting our systems and improving our services. We consider whether those interests are proportionate and whether your rights override them.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

Recruitment and careers

When you apply for a role, we use your information to administer the recruitment process, assess your suitability, communicate with you, arrange interviews and, where appropriate, complete pre-employment checks.

Application information may be accessed by authorised members of our People team, relevant hiring managers and carefully selected service providers involved in recruitment administration.

We do not rely on consent as the primary lawful basis for processing an application where the processing is necessary to take steps at your request before potentially entering into an employment contract.

Unsuccessful application information will normally be retained for up to six months after the recruitment process ends unless a longer period is required to deal with a legal matter or you separately agree that we may retain your details for future opportunities. Information relating to successful applicants will become part of the relevant employment record and be retained under our employee retention arrangements.

Subcontractors and suppliers

Information submitted through our Become a Partner process is used to assess capability, competence, insurance, accreditation, geographical coverage, Health & Safety arrangements and suitability for our supply chain.

We may verify information with accreditation bodies, insurers, professional organisations, references or publicly available sources where this is proportionate and relevant.

Approval information may be retained while an organisation remains part of our active or prospective supply chain and for an appropriate period afterwards to maintain compliance, commercial and audit records.

Cookies, analytics and advertising technologies

Our website uses cookies and similar technologies. Essential technologies support core functionality, security, form operation and consent management. Non-essential analytics and marketing technologies are controlled through our consent banner.

Google Analytics

We use Google Analytics, currently implemented through MonsterInsights, to understand how visitors use the website. Analytics information may include pages visited, session information, browser and device details and approximate location derived from an IP address. Analytics cookies should only be used where the appropriate consent has been given.

Google Tag Manager and Meta Pixel

Google Tag Manager is used to manage selected website tags. Our current container includes Meta Pixel tags used to measure page views and completed recruitment applications. These marketing technologies may allow Meta to recognise a browser or device and measure whether advertising contributed to an action on our website. They should only operate where marketing consent has been provided.

Consent management

Complianz is used to display our consent banner, store consent choices and provide information about the cookies and services identified on the website.

Live chat

Where Tawk live chat is enabled, information submitted through the chat service and technical information associated with the session may be processed to respond to your enquiry and operate the service.

You can accept, reject or adjust non-essential cookies through the consent banner and reopen your choices using the Cookie Settings control displayed on the website.

Detailed cookie information is available in our Cookie Policy.

Who we may share information with

We do not sell personal information. We may provide information to organisations that support our business where access is necessary and appropriately controlled.

Recipients may include:

• website hosting, maintenance and security providers;
• WordPress, Elementor and website-technology providers;
• Fluent Forms and services supporting form submissions;
• Microsoft 365, SharePoint and Power Automate where information is routed into our business systems;
• Google, including Google Analytics and Google Tag Manager;
• Meta where marketing consent permits Meta Pixel processing;
• Tawk where live chat is enabled;
• professional advisers, insurers, auditors and accreditation bodies;
• recruitment agencies, reference providers and screening services where relevant;
• customers, contractors or suppliers where necessary to deliver work or manage a commercial relationship;
• law-enforcement bodies, regulators, courts or public authorities where legally required; and
• a prospective buyer or successor in connection with a genuine business sale, restructuring or transfer.

Service providers acting on our behalf are expected to process information only for authorised purposes and to apply appropriate confidentiality and security measures.

International transfers

Some technology and service providers may process information outside the United Kingdom. Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate lawful transfer mechanism and safeguards are used, such as adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to standard contractual clauses or another legally permitted mechanism.

Further information about relevant safeguards may be requested using the contact details in this policy.

How long we keep information

We retain personal information only for as long as reasonably required for the purpose for which it was collected, including legal, accounting, compliance, contractual and dispute-resolution requirements.

Records may be retained for longer where a legal obligation, active dispute, insurance matter, investigation or other legitimate requirement applies. When information is no longer needed, it will be deleted, anonymised or securely archived until deletion is technically possible.

How we protect information

We use proportionate technical and organisational measures intended to protect personal information against accidental or unlawful loss, misuse, alteration, disclosure or access.

Measures may include:

• HTTPS encryption for website traffic;
• role-based access and account controls;
• password and authentication requirements;
• software updates, backups and security monitoring;
• controlled access to Microsoft 365 and business systems;
• staff confidentiality and data-protection expectations; and
• supplier due diligence and contractual protections where appropriate.

No internet transmission or storage system can be guaranteed to be completely secure. You should therefore take reasonable care when transmitting information and avoid sending unnecessary sensitive information through general website forms.

Your data-protection rights

Depending on the circumstances, you may have the right to:

• ask whether we process your personal information and receive a copy;
• have inaccurate or incomplete information corrected;
• ask for information to be erased in certain circumstances;
• ask us to restrict processing in certain circumstances;
• object to processing based on legitimate interests or direct marketing;
• receive certain information in a portable format;
• withdraw consent where consent is the lawful basis; and
• raise concerns about automated decision-making where applicable.

These rights are not absolute and may be subject to legal exemptions. We may need to verify your identity before responding to a request. We will not normally charge a fee, although the law allows a reasonable fee or refusal in limited circumstances where a request is manifestly unfounded or excessive.

To exercise a right, contact enquiries@hi-techproperties.co.uk .

Children's information

Our website and commercial services are not directed at children. We do not knowingly use the website to collect personal information from children for marketing purposes.

Young people may apply for apprenticeships or employment where legally appropriate. In those circumstances, application information will be handled for recruitment purposes and with suitable care, taking account of the applicant's age and the circumstances.

Changes to this policy

We may update this Privacy Policy to reflect changes in our services, website technologies, business processes or legal requirements.

The latest version will be published on this page and identified by the updated date shown near the top. Material changes may also be communicated through an appropriate website notice or another suitable method.

Contacting us and making a complaint

Questions, requests or concerns about personal information can be sent to:

We would appreciate the opportunity to address your concern directly. You also have the right to complain to the UK's supervisory authority:

Information Commissioner's Office
Website: ico.org.uk
Telephone: 0303 123 1113