Last updated: 15th September 2025

 

Abbey FM (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website, use our services, or apply to join our supplier network.

 

 

 

1. Information We Collect

 

 

We may collect the following types of personal information:

 

• Clients & Prospects: Name, company, contact details, job title, site addresses, billing information.

• Suppliers & Subcontractors: Company name, contact details, insurance details, trade accreditations, CIS registration, bank details (for payment).

• Website Users: Information provided through contact forms, supplier application forms, or cookies/analytics.

 

​

2. How We Use Your Information

 

 

We process your information to:

 

• Provide and manage our facilities management services.

• Maintain supplier and subcontractor records.

• Verify compliance, insurance, and CIS status.

• Communicate with you regarding services, contracts, and support.

• Send important updates or regulatory notices.

• Process payments and invoices.

• Improve our website and service offering.

 

 

We do not sell or share your personal information with third parties for marketing purposes.

​

 

3. Legal Basis for Processing

 

 

We rely on the following legal bases under UK GDPR:

 

• Contract: Processing is necessary to fulfil a contract with you or your organisation.

• Legal Obligation: To comply with tax, CIS, or health & safety regulations.

• Legitimate Interests: To manage supplier relationships, improve services, and grow our business.

• Consent: For optional communications, such as marketing emails (where you have opted in).

 

​

 

4. Data Sharing

 

 

We may share your data with:

 

• Trusted subcontractors, suppliers, and service providers who help us deliver our services.

• HMRC and other authorities, where required for compliance (e.g., CIS reporting).

• IT, accounting, or legal service providers who support Abbey FM.

 

 

All partners are required to comply with data protection regulations.

 

 

 

5. Data Retention

 

 

We keep your personal data only as long as necessary:

 

• Client and supplier records: up to 7 years (for tax/legal purposes).

• Job records, compliance documents, and certificates: as required by law.

• Website enquiries: up to 12 months unless converted into a contract or supplier record.

 

​

 

6. Your Rights

 

 

Under UK GDPR, you have the right to:

 

• Access the personal data we hold about you.

• Request correction of inaccurate or incomplete data.

• Request deletion of your data (where legally permitted).

• Object to processing or request restriction.

• Request a copy of your data in a portable format.

 

 

To exercise your rights, please contact us at: info@abbeyfm.com

 

 

 

7. Cookies & Website Tracking

 

 

Our website may use cookies and analytics tools (such as Google Analytics) to monitor performance and improve user experience. You can control cookie settings via your browser.

 

 

 

8. Data Security

 

 

We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or misuse.

 

 

 

9. Contact Us

 

 

If you have any questions about this Privacy Policy or how we handle your data, please contact:

 

Abbey FM

Email : info@abbeyfm.com​

 

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk