Last updated: 27 July 2026

Property Services 360 respects your privacy and is committed to protecting your personal information.

This notice explains how we collect, use and protect information when you contact us, complete an enquiry form or use our services.

1. Who we are

Property Services 360 provides Energy Performance Certificate assessments and Legionella risk assessments across London.

Telephone: 07474 856912
Email: [insert your business email address]
Business address: [insert your business address]

For data protection purposes, Property Services 360 is responsible for deciding how your personal information is used.

2. Information we collect

We may collect:

• Your name
• Telephone number
• Email address
• Property address and postcode
• Property type and number of bedrooms
• Your relationship to the property
• Appointment preferences
• Property access information
• Details included in your enquiry
• Information needed to complete the requested assessment
• Payment and invoicing information, where applicable

Please do not submit sensitive personal information through the enquiry form unless it is necessary.

3. How we use your information

We use your information to:

• Respond to enquiries
• Provide quotations
• Arrange and manage appointments
• Complete EPC and Legionella assessment services
• Produce relevant reports and certificates
• Contact you about the service requested
• Maintain business, accounting and compliance records
• Deal with complaints or legal claims
• Improve our services

A privacy notice should explain why personal information is collected, the lawful basis for using it, how long it will be retained and who it may be shared with. (Information Commissioner's Office)

4. Our lawful basis

Depending on the circumstances, we may use your personal information because:

Contract

Processing is necessary to provide a quotation, take steps at your request before entering into a contract or deliver a service you have booked.

Legal obligation

Processing is necessary to comply with tax, accounting or other legal requirements.

Legitimate interests

Processing is necessary for our legitimate business interests, such as responding to enquiries, managing appointments, maintaining records and protecting the business against complaints or legal claims.

We will determine and document the appropriate lawful basis before using personal information for a particular purpose. The ICO advises that organisations must identify their lawful basis before processing begins and include it in their privacy information. (Information Commissioner's Office)

Submitting an enquiry form does not need to be described as marketing consent where the information is only being used to answer the enquiry or provide the requested service.

5. Who we may share information with

Where necessary, we may share information with:

• Qualified assessors or contractors involved in providing the service
• EPC accreditation schemes and authorised certificate registers, where required
• Software, email, cloud storage and administration providers
• Google, where Google Forms, Google Sites, Google Drive or Google Sheets are used
• Accountants, insurers, legal advisers or professional consultants
• Government bodies, regulators or law enforcement agencies where legally required

We will not sell your personal information.

Only list organisations or categories that genuinely receive information.

6. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, accounting, accreditation, insurance and complaint handling requirements.

Suggested retention periods are:

• Unsuccessful enquiries: up to 12 months
• Customer and appointment records: up to 6 years after the service
• Financial and invoice records: normally 6 years
• Assessment records: according to applicable accreditation, legal and insurance requirements

These periods should be checked against your actual business processes, accreditation scheme and insurer requirements. The UK GDPR storage limitation principle requires personal information not to be retained longer than necessary. (Information Commissioner's Office)

7. Security

We take reasonable measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Access to enquiry forms, spreadsheets, emails and other business records should be limited to people who need the information for their work.

No internet or electronic storage system is completely secure.

8. Your rights

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

• Ask for access to your personal information
• Ask for inaccurate information to be corrected
• Ask for information to be deleted
• Ask us to restrict how information is used
• Object to certain uses of your information
• Request transfer of information in certain circumstances
• Withdraw consent where consent is the lawful basis

Privacy notices must explain people’s information rights and how they can raise concerns. (Information Commissioner's Office)

To exercise a right, contact us using the details above. We may need to verify your identity before responding.

9. Marketing

We will not add you to a marketing list simply because you submitted a service enquiry.

We will only send electronic marketing where permitted by law. Where consent is required, you can withdraw it at any time.

10. Cookies and Google services

This website is created using Google Sites and may include a Google Form. Google may process technical information and use cookies when visitors access these services.

You should add a link to Google’s privacy information where appropriate and check whether your site uses analytics, advertising tools or any additional cookies.

11. Complaints

Please contact Property Services 360 first if you have concerns about how your information has been handled.

You also have the right to complain to the Information Commissioner’s Office.

12. Changes to this notice

We may update this privacy notice when our services, systems or legal responsibilities change. The latest version will appear on this page.

Before publishing, replace the business email and address placeholders. Also confirm your actual retention periods, service providers and any EPC accreditation scheme requirements.