Privacy Notice

1. Who we are

ProRefit Ltd is the data controller for the personal information described in this notice. We are a renovation company based in Bristol, serving Bristol, South Gloucestershire and surrounding areas.

We have completed the ICO's self-assessment and determined that we are not required to pay the data protection fee at this time.

If you have any questions about this notice or wish to exercise your data rights, please contact us at [email protected].

2. What information we collect

When you submit a quote request or enquiry through our website — whether via the quote form or the chat widget — we collect the information you provide. This may include your name, email address, phone number, postcode, the type of service you are enquiring about, a description of your project, and any files you choose to upload (such as photographs or PDF documents).

File uploads are optional. We do not collect any information beyond what you voluntarily submit.

3. How we use your information

We use the information you provide to respond to your enquiry, discuss your project requirements, and prepare a quotation. If you proceed with work, we use the relevant details to carry out the job, raise invoices, and maintain our accounting records.

We share invoices and accounting records with our accountant where necessary for the preparation of accounts and tax returns. We do not use your information for marketing purposes without your separate consent, and we do not sell your information to third parties.

Ongoing communication with customers — for example by email or WhatsApp — takes place through those channels directly and is not tracked or stored by this website.

4. How enquiries are received and stored

Enquiries submitted through our website forms and chat widget are processed and stored by Airo Inbox, a managed messaging service provided by GoDaddy. When you submit a form or send a chat message, your details are delivered to our Inbox account and a notification is sent to our business email address.

Access to the Inbox is restricted to authorised members of the ProRefit Ltd team. GoDaddy, as the platform provider, processes data on our behalf in accordance with their own privacy and data processing terms.

5. Uploaded files

If you choose to upload files with your enquiry (for example, photographs of your bathroom or kitchen), those files are stored on our website's server. They are not stored inside the Inbox itself. Instead, the Inbox conversation and our notification email contain a download link to each file, together with the original filename.

Download links are not password-protected and do not expire automatically. Each link includes a long randomised component that makes it difficult to guess, but you should be aware that anyone who obtains the link can open the file. When we delete a file, its download link stops working immediately.

Uploaded files are stored on the server until we delete them using our file management tools. Deleting an Inbox conversation does not delete the associated files — the two are stored separately and must be deleted independently. We do not use uploaded files for any purpose other than assessing your enquiry and, where a job proceeds, carrying out the work.

6. How long we keep your information

Enquiries received through the website are kept in our Inbox for up to 12 months from the date of submission. We aim to delete the Inbox conversation and any associated uploaded files within that period. Uploaded files are deleted separately from the Inbox conversation using our file management tools.

We do not track through this website whether an enquiry has proceeded to a job. Invoices and accounting records are maintained separately and kept for six years from the end of the company financial year to which they relate, in line with our legal obligations. We may retain them for longer if required by law.

Accounting records shared with our accountant are subject to the same six-year retention period.

7. Legal basis for processing

We process your personal information on the basis of legitimate interests — specifically, to respond to your enquiry and assess whether we can help with your project. Where a job proceeds, we process your information to perform the contract between us and to comply with our legal obligations (including accounting and tax requirements).

Where you upload files or provide additional detail as part of your enquiry, we rely on legitimate interests as the lawful basis for processing that information, in the same way as the rest of your enquiry. If you have any questions about the legal basis for processing your information, please contact us at [email protected].

8. Your rights

Under UK data protection law you have the right to: request a copy of the personal information we hold about you; ask us to correct inaccurate information; ask us to delete your information (subject to any legal obligations we may have to retain it); object to or restrict our processing of your information; and withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us at [email protected]. We will respond within one calendar month.

9. Complaints

If you have a concern about how we handle your personal information, please contact us in the first instance at [email protected]. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Changes to this notice

We may update this notice from time to time. The date at the top of this page shows when it was last revised. We encourage you to review it periodically.