Orchard Property Maintenance Ltd
Effective Date: 16 July 2026
1. Introduction
Orchard Property Maintenance Ltd ("we", "our", "us") is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using our website or engaging our services, you agree to the collection and use of information in accordance with this policy.
2. Our Details
Orchard Property Maintenance Ltd
Sterling House
27 Hatchlands Road
Redhill
England
RH1 6RW
Email: info@orchardpm.com
Telephone: 07821 442578
Website: www.orchardpm.com
3. Information We Collect
Depending on how you interact with us, we may collect:
Personal Information
- Name
- Company name
- Postal address
- Email address
- Telephone number
- Property addresses
- Information relating to quotations and works requested
Website Information
When you visit our website, we may automatically collect:
- IP address
- Browser type
- Device information
- Pages visited
- Time spent on our website
- Referring website
This information is collected through Google Analytics to help improve our website and services.
Business Information
Where applicable, we may collect information relating to contractors, subcontractors and suppliers, including:
- Contact details
- Business details
- Bank details, where required for payments
- Insurance information
- Qualifications and certifications
4. How We Collect Information
We collect personal information when you:
- Complete our website contact form
- Contact us by telephone or email
- Request a quotation
- Instruct us to carry out works
- Become one of our suppliers or subcontractors
We also collect anonymous website usage information through cookies and analytics technologies.
5. How We Use Your Information
We use your information to:
- Provide quotations
- Deliver our services
- Arrange appointments
- Communicate regarding works
- Produce invoices
- Process payments
- Maintain business records
- Improve our website
- Comply with legal obligations
- Manage relationships with subcontractors and suppliers
6. Our Lawful Basis for Processing
Under UK GDPR, we process personal data under one or more of the following lawful bases:
- Performance of a contract
- Legitimate interests
- Legal obligation
- Consent, where required, such as for certain cookies
7. Sharing Your Information
We do not sell your personal information.
We may share information with trusted third parties where necessary, including:
- Professional subcontractors working on your project
- Accountants and professional advisers
- Xero, our accounting software provider
- IT service providers
- Government bodies where legally required
All third parties are expected to protect your personal information.
8. Data Security
We take reasonable technical and organisational measures to protect your information against unauthorised access, alteration, disclosure or destruction.
While no method of electronic storage can be guaranteed to be completely secure, we continually review our security practices.
9. How Long We Keep Your Information
We retain personal information only for as long as necessary.
Typical retention periods include:
- Customer records – up to 7 years after completion of works
- Financial records – 6 years plus the current financial year, or longer where legally required
- Supplier and subcontractor records – while engaged and for an appropriate period afterwards to meet legal and contractual obligations
Where information is no longer required, it will be securely deleted or destroyed.
10. Cookies
Our website uses cookies to improve user experience and understand website performance.
These include Google Analytics cookies, which help us understand how visitors use our website.
You can control cookies through your browser settings and any cookie preferences presented when you visit our website.
11. Your Rights
Under UK data protection law, you have the right to:
- Request access to your personal information
- Request correction of inaccurate information
- Request deletion of your information where appropriate
- Request restriction of processing
- Object to processing in certain circumstances
- Request transfer of your information
- Withdraw consent where processing is based on consent
To exercise any of these rights, please contact us using the details below.
12. Contact Us
If you have any questions about this Privacy Policy or how we process your information, please contact:
Orchard Property Maintenance Ltd
Email: info@orchardpm.com
Telephone: 07821 442578
13. Complaints
If you are unhappy with how we have handled your personal information, you have the right to complain to the Information Commissioner's Office (ICO).
Website: https://ico.org.uk
Telephone: 0303 123 1113
We would appreciate the opportunity to resolve any concerns before you contact the ICO.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business or legal requirements.
The latest version will always be available on our website.