Privacy Policy

1. Who We Are

Pinpoint Leak Detection is a trading name of R J Evans Flat Roofing Limited, a private limited company registered in England and Wales under company number 08124859.

Our registered office and correspondence address is:

• R J Evans Flat Roofing Limited
• Suite 4, 101a Crow Green Road
• Pilgrims Hatch
• Brentwood
• Essex
• CM15 9RP

For the purposes of applicable UK data protection law, R J Evans Flat Roofing Limited is the data controller responsible for the personal information described in this privacy policy.

You can contact us about privacy and data protection matters using:

• Email: info@pinpointleakdetectionspecialists.co.uk
• Telephone: 01277 572 124
• Post: 101a Crow Green Road, Pilgrims Hatch, Brentwood, Essex, CM15 9RP

2. Scope of This Privacy Policy

This privacy policy explains how we collect, use, store, share and protect personal information when you:

• visit or interact with our website;
• submit an enquiry or request a quotation;
• book a roof survey, leak investigation, diagnostic service or roof repair;
• provide access to a property or work site;
• receive a survey report, leak investigation report or repair recommendation;
• communicate with us by telephone, email, website form or another channel;
• act for a property owner, occupier, landlord, managing agent, contractor, insurer or other organisation; or
• make a data protection request or complaint.

In most circumstances, we act as the data controller. Where we process personal information solely on the documented instructions of another organisation, that organisation may act as the data controller and we may act as its data processor.

3. Personal Information We Collect

The personal information we collect depends on your relationship with us and the service being provided.

• Identity information: your name, job title, employer, organisation and professional role.
• Contact information: your postal address, email address, telephone number and preferred method of communication.
• Enquiry information: information about a suspected roof leak, water ingress issue, moisture problem, roof defect, building-envelope concern or repair requirement.
• Property information: the property address, building type, roof construction, access arrangements, occupancy information, site restrictions and relevant property history.
• Service information: requested services, appointments, survey dates, testing methods, inspection findings, quotations, recommendations, repair instructions and completed works.
• Diagnostic information: roof photographs, videos, drone imagery, thermal images, electronic leak detection results, moisture readings, defect locations, roof plans, annotations and inspection notes.
• Report information: observations, findings, conclusions, recommendations and supporting evidence included in roof surveys, leak investigations and repair reports.
• Communication information: emails, messages, telephone notes, correspondence, instructions, feedback and complaint records.
• Transaction information: quotation details, invoices, payment status, billing details and transaction references.
• Website and technical information: IP address, device type, browser type, operating system, referral source, pages visited, interaction data, security logs and cookie preferences.
• Marketing information: communication preferences, consent records and records showing whether marketing communications were delivered, opened or responded to.

We do not normally retain complete payment-card details where payments are processed through a bank or third-party payment provider.

4. Roof Inspection and Diagnostic Evidence

Our roof surveys and water-ingress investigations may involve the collection of photographs, video recordings, drone imagery, thermal images, moisture readings, electronic testing results and other diagnostic evidence.

We use this information to:

• inspect roof coverings and waterproofing systems;
• identify visible defects and vulnerable details;
• trace probable water-ingress and moisture pathways;
• document the condition of the roof or building envelope;
• support diagnostic findings and recommendations;
• prepare survey or investigation reports;
• specify targeted repair work; and
• maintain evidence of the services provided.

Inspection imagery may incidentally capture identifiable individuals, vehicles, neighbouring properties or other personal information. Where reasonably practicable, we limit recording to areas relevant to the inspection and avoid unnecessary capture of individuals or neighbouring property.

Our inspection and diagnostic equipment is used for property assessment, defect identification and service delivery. It is not used for general surveillance.

5. How We Collect Personal Information

We may collect personal information:

• directly from you when you contact us, complete a website form, request a quotation or instruct us;
• during telephone calls, email correspondence and other communications;
• during roof surveys, site inspections, leak investigations and repair work;
• from a property owner, landlord, tenant, managing agent, facilities manager or organisation responsible for the property;
• from contractors, consultants, insurers, loss adjusters, surveyors or other professionals involved in the matter;
• from publicly available sources where relevant to the requested service;
• through website cookies, server logs and similar technologies; and
• from service providers that support our website, communications, administration, payments or service delivery.

6. How We Use Personal Information

We may use personal information to:

• respond to enquiries and requests for information;
• assess reported leaks, moisture issues and roof defects;
• prepare quotations and proposed scopes of work;
• arrange appointments, roof access and site attendance;
• conduct roof surveys and diagnostic investigations;
• perform electronic leak detection, moisture mapping, drone inspections and thermal imaging surveys;
• prepare findings, reports and repair recommendations;
• carry out instructed roof repairs;
• communicate progress, findings and service updates;
• issue invoices and process payments;
• maintain accounting, contractual and service records;
• manage guarantees, warranties, complaints and disputes;
• protect our website, systems, personnel and business;
• meet legal, regulatory, insurance and health and safety obligations;
• improve our services and operational processes; and
• send permitted marketing communications.

7. Our Lawful Bases for Processing

We process personal information only where an appropriate lawful basis applies.

• Contract: where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.
• Legal obligation: where processing is necessary to comply with tax, accounting, health and safety, regulatory or other legal requirements.
• Legitimate interests: where processing is necessary for our legitimate business interests or those of another organisation, provided those interests are not overridden by your rights and freedoms.
• Consent: where you have given clear consent for a specific processing activity, such as certain marketing or optional website technologies.
• Legal claims: where information is required to establish, exercise or defend legal rights or claims.

8. Our Legitimate Interests

Where we rely on legitimate interests, those interests may include:

• responding to commercial and property-service enquiries;
• providing accurate roof leak detection and diagnostic services;
• communicating with clients and professional representatives;
• maintaining inspection, survey, repair and customer records;
• documenting the condition of inspected property;
• improving our website and service delivery;
• protecting our customers, staff, systems and business;
• preventing fraud, misuse and security incidents;
• recovering unpaid sums;
• managing complaints and disputes; and
• establishing, exercising or defending legal claims.

Before relying on legitimate interests, we consider whether the processing is necessary and whether your interests, rights or freedoms override our interests.

9. Special Category Personal Information

We do not normally require sensitive or special category personal information to provide our services.

In limited circumstances, you may provide health, disability or mobility information where it is necessary to arrange safe access, make reasonable adjustments or protect an individual during a site visit.

Where special category information is processed, we will use it only where necessary and where an additional legal condition permits the processing, such as explicit consent or the establishment, exercise or defence of legal claims.

10. When We Share Personal Information

We may share personal information where necessary with:

• our employees, surveyors, technicians and authorised contractors;
• roofing contractors, repair specialists and other professionals involved in remedial work;
• property owners, landlords, managing agents, facilities managers or organisations that instructed the work;
• insurers, loss adjusters, consultants, surveyors, engineers and legal advisers;
• website hosting, cloud storage, email, telecommunications, customer-management and IT support providers;
• payment processors, banks, accountants and financial service providers;
• health and safety, compliance and professional service providers;
• government bodies, regulators, law enforcement authorities and courts where disclosure is required or permitted by law; and
• prospective purchasers, advisers or successors where our business or assets are sold, transferred or reorganised.

Organisations processing personal information on our behalf are required to protect it and use it only for the authorised purpose.

We do not sell personal information.

11. International Transfers

Some technology, hosting, cloud, email, analytics or administrative providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps required by UK data protection law. These may include:

• transferring information to a country covered by UK adequacy regulations;
• using approved contractual safeguards;
• completing a transfer-risk assessment;
• applying supplementary technical or organisational protections; or
• using another legally permitted transfer mechanism.

You may contact us for further information about the safeguards used for a particular international transfer.

12. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet contractual, professional, insurance, accounting and legal requirements.

Our normal retention periods are:

• Enquiries that do not result in instructed work: up to 24 months after the last meaningful communication.
• Customer, contract and service records: normally six years after completion or termination of the relevant service.
• Survey reports and diagnostic evidence: normally six years after completion of the instruction.
• Photographs, videos, drone imagery, thermal images, moisture readings and electronic testing records: normally six years after completion, unless a shorter or longer period is appropriate.
• Roof repair records: normally six years after completion, or longer where a guarantee, warranty, complaint or legal issue remains active.
• Invoices, payments and accounting records: for the period required by applicable tax and accounting law, normally at least six years.
• Website security and access logs: normally up to 12 months, unless a longer period is required to investigate misuse or a security incident.
• Marketing records: until you opt out or the information is no longer required. We may retain a minimal suppression record to ensure that an opt-out continues to be respected.
• Data protection requests and complaints: normally six years after the matter is closed where necessary to demonstrate how it was handled.

Retention periods may be extended where information is required for an active contract, warranty, complaint, insurance matter, investigation, legal claim or regulatory requirement.

Information that is no longer required will be securely deleted, destroyed or anonymised.

13. How We Protect Personal Information

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, misuse, alteration, disclosure or destruction.

These measures may include:

• access controls and account permissions;
• password and authentication requirements;
• secure cloud storage and encrypted communications where appropriate;
• device, software and network security;
• data backup and recovery procedures;
• staff and contractor confidentiality obligations;
• restricted access to inspection reports and imagery;
• supplier and service-provider checks; and
• security incident identification and response procedures.

No internet transmission or storage system is completely secure. We therefore cannot guarantee absolute security, but we take proportionate steps to reduce foreseeable risks.

14. Cookies and Similar Technologies

Our website may use cookies, scripts, tags, local storage and similar storage or access technologies to operate correctly, protect the website, remember preferences, measure performance and understand how visitors interact with our content.

These technologies may include:

• Strictly necessary technologies: required for website operation, security, form submission or functionality requested by the user.
• Preference technologies: used to remember choices and website settings.
• Analytics technologies: used to understand website traffic, performance and interaction patterns.
• Marketing technologies: used to measure campaigns or deliver advertising where applicable.

Where consent is legally required, we will not activate the relevant optional technologies until you have made a choice.

Where an applicable legal exemption allows a technology to be used without consent, we will provide appropriate information and a simple means of objecting where required.

You can manage your choices through the website cookie banner, any available cookie settings tool and your browser settings.

15. Marketing Communications

We may send information about roof surveys, leak detection, diagnostic services, maintenance, repairs or related services where:

• you have asked to receive it;
• you have provided valid consent;
• the communication is permitted under applicable electronic marketing rules; or
• another appropriate lawful basis applies to a business-to-business communication.

You can stop receiving marketing communications at any time by:

• using the unsubscribe option included in the communication;
• emailing info@pinpointleakdetectionspecialists.co.uk; or
• calling 01277 572 124.

Opting out of marketing will not prevent us from sending communications concerning an enquiry, appointment, survey, contract, repair, invoice, safety matter or existing service relationship.

16. Your Data Protection Rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

• Be informed: receive clear information about how your personal information is used.
• Access: request confirmation that we process your personal information and obtain a copy of it.
• Rectification: ask us to correct inaccurate or incomplete information.
• Erasure: ask us to delete information where there is no lawful reason to continue processing it.
• Restriction: ask us to limit how information is used in certain circumstances.
• Object: object to processing based on legitimate interests or to processing for direct marketing.
• Data portability: receive certain information in a structured, commonly used and machine-readable format or request its transfer to another organisation.
• Withdraw consent: withdraw consent at any time where processing is based on consent.
• Challenge automated decisions: obtain safeguards where a decision producing legal or similarly significant effects is made solely through automated processing.

These rights are not absolute and may not apply in every circumstance. We may need to verify your identity before completing a request.

We will normally respond to a valid data protection rights request within one month. A longer period may apply where a request is complex or multiple requests have been made.

To exercise a right, email info@pinpointleakdetectionspecialists.co.uk, call 01277 572 124 or write to our registered office.

17. Your Right to Object

You have the right to object at any time to the use of your personal information for direct marketing.

You may also object to processing based on legitimate interests. Where a valid objection is made, we will stop the relevant processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required to establish, exercise or defend legal claims.

18. Data Protection Complaints

You may make a data protection complaint if you believe that Pinpoint Leak Detection or R J Evans Flat Roofing Limited has handled your personal information incorrectly or failed to comply with applicable data protection law.

You can submit a complaint by:

• emailing info@pinpointleakdetectionspecialists.co.uk with the subject line Data Protection Complaint;
• calling 01277 572 124; or
• writing to R J Evans Flat Roofing Limited, 101a Crow Green Road, Pilgrims Hatch, Brentwood, Essex, CM15 9RP.

Please provide:

• your name and contact details;
• a clear explanation of your concern;
• the personal information or processing activity concerned;
• relevant dates, communications or supporting evidence; and
• the outcome you are seeking.

We will:

• acknowledge your complaint within 30 days of receiving it;
• take appropriate steps to investigate it without undue delay;
• make appropriate enquiries into the circumstances;
• keep you informed about the progress of the investigation; and
• communicate the outcome and any action taken without undue delay.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority responsible for data protection.

Information Commissioner’s Office
Telephone: 0303 123 1113
Website: ico.org.uk/make-a-complaint/data-protection-complaints/

19. Automated Decision-Making

We do not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.

If this changes, we will update this privacy policy and provide information about the processing, its significance, the safeguards available and your right to request human intervention or challenge the decision.

20. Children’s Personal Information

Our services are intended for adults, property owners, occupiers, landlords, businesses, managing agents and organisations responsible for arranging property services.

We do not knowingly collect personal information directly from children through our website. If you believe that a child has provided personal information to us, contact us so that we can review and, where appropriate, delete it.

21. Third-Party Websites

Our website may contain links to websites, platforms or services operated by other organisations. Those organisations are responsible for their own privacy practices.

We recommend reviewing the privacy information provided by a third party before submitting personal information through its website or service.

22. Changes to This Privacy Policy

We may update this privacy policy to reflect changes to our services, systems, suppliers, processing activities or legal obligations.

The latest version will be published on our website with a revised “last updated” date. Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals.

23. Contact Us

For questions about this privacy policy, your personal information or your data protection rights, contact:

• Legal entity: R J Evans Flat Roofing Limited
• Trading name: Pinpoint Leak Detection
• Company number: 08124859
• Registered in: England and Wales
• Email: info@pinpointleakdetectionspecialists.co.uk
• Telephone: 01277 572 124
• Address: Suite 4, 101a Crow Green Road, Pilgrims Hatch, Brentwood, Essex, CM15 9RP