Legal
Privacy Policy
Last updated: 15 August 2026
This policy explains what we do with personal data when you contact us about a commercial kitchen extraction job, and what you can ask us to do about it. It is written to be read, not to be survived.
Who is responsible for your data
The data controller is Extractford Ventilation Ltd. Registration in England and Wales is in progress; the company number and registered address will be published here as soon as they are issued.
For anything to do with this policy, including any of the requests set out further down, contact us through the contact page.
What we collect, and when
We only collect personal data that you give us yourself. There is no account to create, nothing to sign up to, and no data bought in from anywhere else.
- The enquiry form. Your name, your email address, your telephone number, the site or business the enquiry relates to, and whatever you write in the message box.
- Telephone and email. Whatever you tell us on the call or write in the message, plus your number or address so that we can reply.
- Work records. If the enquiry becomes a job, the site address, the site contact, notes from the survey and the visit, the photographs an engineer takes of the system, and the paperwork issued afterwards.
We do not ask for and do not want card details, bank details, or any special category data such as health information. Please do not send them through a web form.
Why we are allowed to hold it
UK GDPR requires a lawful basis for each use of personal data. Ours are these:
| What we do | Lawful basis |
|---|---|
| Reply to an enquiry and prepare a quotation | Steps taken at your request before entering a contract |
| Carry out the work and invoice for it | Performance of a contract |
| Keep records of work carried out and paperwork issued | Legal obligation, and our legitimate interest in being able to evidence what we did |
| Keep accounting records | Legal obligation under UK tax law |
| Contact an existing customer about a service due on their system | Our legitimate interest in maintaining a system we installed or clean, which you can object to at any time |
We do not send marketing to people who have not asked for it, and there is no mailing list on this site to join.
How long we keep it
- Enquiries that do not become work. Deleted within two years of the last contact.
- Job records, certificates and reports. Kept for the period in which a claim about the work could still be brought, which in England and Wales is generally six years from completion.
- Accounting records. Kept for the period UK tax law requires, currently six years from the end of the accounting period.
If you ask us to delete something sooner and we have no continuing reason to hold it, we will.
Who we share it with
Nobody, at present. Your data is not sold, is not rented, and is not passed to any lead broker or introducer. That last point is deliberate: a great deal of enquiry traffic in this trade is bought and resold, and none of yours will be.
There are two ordinary exceptions we will not pretend do not exist. We use an accountant and, if it ever became necessary, would use a legal adviser, both bound by their own duties of confidence. And we will disclose data where the law obliges us to, for example to HM Revenue and Customs or in response to a court order.
Personal data is stored within the United Kingdom or the European Economic Area. If that ever has to change, this page will say so before it happens.
Cookies, analytics and tracking
This site sets no cookies of its own. It runs no analytics package, no advertising or remarketing tags, no session recording, no chat widget, and no embedded third party content. The fonts are served from this site rather than from a font network, and there is no content delivery network in front of it, so loading a page does not announce your visit to anyone else. The cookie policy covers this in more detail and explains what would change if it ever stopped being true.
Your rights
Under UK GDPR and the Data Protection Act 2018 you have the following rights over your own data. Use the contact page to exercise any of them. There is no charge, and we will respond within one calendar month.
| Right | What you can ask for |
|---|---|
| Access | Ask for a copy of the personal data we hold about you. |
| Rectification | Ask us to correct anything inaccurate or complete anything missing. |
| Erasure | Ask us to delete your data where we have no continuing reason to keep it. |
| Restriction | Ask us to pause our use of your data while a dispute about it is resolved. |
| Objection | Object to our use of your data where we rely on our legitimate interests. |
| Portability | Ask for the data you gave us in a common machine readable format. |
Some of these have limits. We cannot delete a record we are legally required to keep, and where an erasure request would remove evidence of work we carried out we will explain why we are keeping it rather than quietly ignoring the request.
How to complain
If you think we have handled your data badly, tell us first through the contact page and we will look into it. Our complaints procedure sets out what happens next and how long it should take.
You do not have to come to us first, and you can go to the regulator at any point. The Information Commissioner’s Office is the UK supervisory authority for data protection. Complaining to the ICO is free.
- Make a complaint: ico.org.uk/make-a-complaint
- Information Commissioner’s Office helpline and postal address: ico.org.uk/global/contact-us
Changes to this policy
When this policy changes we will change the date at the top of the page. Where the change is a material one, for example connecting the enquiry form to a provider or introducing any form of measurement, we will say what changed rather than only moving the date.