1. Introduction

360 Facilities (“we”, “our”, “us”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, request our services, or interact with us.

We are the data controller responsible for your personal data. This policy applies to all users of our website and clients of our facilities management services.

Our Contact Details:

• Company Name: 360 Facilities
• Email: [your-email@360facilities.co.uk]
• Address: [Your registered business address]

If you have any questions about this Privacy Policy or how we handle your data, please contact us using the details above.

2. Information We Collect

2.1 Information You Provide to Us

When you request a facilities audit, contact our team, or use our services, we may collect:

• Contact Information: Name, email address, phone number, company name, job title
• Property Information: Property address, portfolio details, service requirements
• Communication Records: Correspondence, enquiry details, service requests
• Business Information: Company details, VAT number, billing information
• Service Data: Maintenance requests, cleaning schedules, compliance records

2.2 Information We Collect Automatically

When you visit our website, we may automatically collect:

• Technical Data: IP address, browser type, device information, operating system
• Usage Data: Pages visited, time spent on pages, referral sources, click patterns
• Cookie Data: Information collected through cookies and similar technologies (see our Cookie Policy)

2.3 Information from Third Parties

We may receive information about you from:

• Property management companies you work with
• Contractors and suppliers working on your properties
• Public registers and directories
• Credit reference agencies (for business clients)

3. How We Use Your Information

We use your personal data for the following purposes:

3.1 Service Delivery

• To provide facilities management, maintenance, cleaning, and compliance services
• To respond to service requests and emergency call-outs
• To schedule and coordinate maintenance and cleaning activities
• To manage contractors and suppliers on your behalf

3.2 Business Operations

• To process your enquiries and provide quotes
• To conduct facilities audits and assessments
• To manage contracts and billing
• To communicate with you about our services
• To maintain records and documentation

3.3 Legal Compliance

• To comply with health and safety regulations
• To maintain compliance and safety records
• To meet legal and regulatory obligations
• To prevent fraud and ensure security

3.4 Marketing (with your consent)

• To send you information about our services
• To provide updates on our offerings
• To share industry insights and best practices

Legal Basis for Processing:

• Contract Performance: Processing necessary to deliver our services
• Legitimate Interests: Business operations, service improvement, fraud prevention
• Legal Obligation: Compliance with health and safety laws, tax regulations
• Consent: Marketing communications (you can withdraw consent at any time)

4. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to improve your experience and analyze website performance.

Types of Cookies We Use:

Essential Cookies: Required for website functionality 
Analytics Cookies: Help us understand how visitors use our site (Google Analytics)
Marketing Cookies: Used to deliver relevant advertisements and measure campaign effectiveness

You can control cookie settings through your browser. For detailed information, please see our separate Cookie Policy.

Google Ads and Remarketing: We use Google Ads and may use remarketing pixels to show relevant advertisements to people who have visited our website. You can opt out of personalized advertising by visiting Google Ads Settings.

5. How We Share Your Information

We may share your personal data with:

5.1 Service Providers

• Contractors and technicians delivering maintenance services
• Cleaning teams and suppliers
• Compliance specialists and safety consultants
• IT service providers and software platforms

5.2 Professional Advisers

• Lawyers, accountants, and auditors
• Insurance providers

5.3 Legal Requirements

• Regulatory authorities and law enforcement when legally required
• Health and Safety Executive for compliance purposes
• Courts and tribunals when necessary

5.4 Business Transfers

In the event of a sale, merger, or acquisition, your data may be transferred to the new owner.

We do not sell your personal data to third parties.

All third parties are required to protect your data and use it only for the specified purposes.

6. International Transfers

We primarily store and process data within the United Kingdom. If we need to transfer data outside the UK/EEA, we will ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the UK Information Commissioner’s Office
• Transfers to countries with adequacy decisions
• Other legally approved transfer mechanisms

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Access controls and authentication
• Regular security assessments
• Staff training on data protection
• Secure data storage facilities

However, no internet transmission is completely secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Data Retention

We retain your personal data only for as long as necessary:

• Service Records: Duration of contract plus 6 years (legal requirement)
• Compliance Records: As required by regulation (typically 5-7 years)
• Marketing Data: Until you withdraw consent or we no longer have legitimate interest
• Financial Records: 6 years after the end of the accounting period (HMRC requirement)

When data is no longer needed, we securely delete or anonymize it.

9. Your Rights

Under UK GDPR and Data Protection Act 2018, you have the following rights:

9.1 Right of Access

Request a copy of your personal data we hold

9.2 Right to Rectification

Request correction of inaccurate or incomplete data

9.3 Right to Erasure (“Right to be Forgotten”)

Request deletion of your data in certain circumstances

9.4 Right to Restrict Processing

Request limitation of how we use your data

9.5 Right to Data Portability

Receive your data in a portable format

9.6 Right to Object

Object to processing based on legitimate interests or for marketing purposes

9.7 Rights Related to Automated Decision-Making

We do not use automated decision-making or profiling that produces legal effects

How to Exercise Your Rights

Contact us using the details in Section 1. We will respond within one month. You may also lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Marketing Communications

We will only send you marketing communications if:

• You have given us consent, or
• You are an existing client and we are marketing similar services (with easy opt-out)

You can opt out at any time by:

• Clicking the “unsubscribe” link in any email
• Contacting us directly
• Updating your preferences in your account

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any personal information.

12. Children’s Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have collected information from a child, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on our website with a new “Last Updated” date
• Sending you an email notification (for material changes)

We encourage you to review this policy periodically.

14. Contact Us and Complaints

Data Protection Queries: If you have questions about this Privacy Policy or how we handle your data, please contact:

Email: [data-protection@360facilities.co.uk] Phone: +44 1239 460 360 Address: UK Office AddressThe Future Works, 2 Brunel Way, Slough, SL1 1FQ, UK

Making a Complaint: You have the right to complain to the supervisory authority:

Information Commissioner’s Office (ICO) Wycliffe House, Water Lane Wilmslow, Cheshire SK9 5AF Phone: 0303 123 1113 Website: www.ico.org.uk

15. Definitions

Personal Data: Any information relating to an identified or identifiable individual

Processing: Any operation performed on personal data, including collection, storage, use, and deletion

Data Controller: The entity that determines the purposes and means of processing personal data (360 Facilities)

Data Processor: An entity that processes personal data on behalf of the controller

Your Consent

By using our website and services, you acknowledge that you have read and understood this Privacy Policy. For marketing communications, we will obtain your explicit consent before sending promotional materials.

If you do not agree with this policy, please do not use our website or services.