This notice explains how Fletcher Risk Management Ltd collects and uses personal information, and what rights you have over that information. It covers our website, our fire safety services, and the people we deal with in the course of our work.
Who we are
Fletcher Risk Management Ltd is a fire safety consultancy providing fire risk assessments, fire door inspections and fire safety training. We are the data controller for the information described in this notice.
- Company number 10741093, registered in England and Wales
- Cholmondeley House, Dee Hills Park, Chester, CH3 5AR
- Email: Hello@fletcherrisk.co.uk
- Telephone: 01244 450 990
If you have a question about anything in this notice, or you want to exercise any of your rights, please email us at Hello@fletcherrisk.co.uk.
The information we collect
If you contact us or ask for a quote
We collect your name, your organisation, your email address and telephone number, the address of the premises you are asking about, and whatever you tell us about your enquiry. If you use a form on this website, we also collect technical information such as your IP address and the pages you visited.
If you are a client
We hold contact details for the people we deal with, records of the work we have carried out, correspondence, quotations, invoices and payment records.
If you live or work in a building we assess
When we carry out a fire risk assessment we look at how a building is used and how people would escape from it. That means our reports sometimes include information about the people in the building, such as the fact that a flat is occupied by someone who would need help to evacuate, or notes on the arrangements in place for them. In care homes, supported living and similar premises this can include information about a person's health, mobility or care needs. We record only what is necessary to assess fire safety and to make sensible recommendations, and we avoid naming individuals wherever we can.
If you attend our training
We hold your name, your employer, your attendance record, your assessment result and your certificate details. If you tell us about something that affects your participation in a practical exercise, we use that information for the session and do not keep it afterwards.
If you work with us
For contractors, trainers and job applicants we hold contact details, qualifications and certifications, insurance details, right to work information, and where a client requires it, the outcome of a DBS check.
Special category data. Information about a person's health or care needs is treated as special category data under the UK GDPR. Where our work involves it, we rely on the substantial public interest condition in Schedule 1 of the Data Protection Act 2018, because assessing fire risk in premises housing vulnerable people is necessary to protect them from harm. We hold this information in our appropriate policy document, we keep it to the minimum needed, and we restrict who can see it.
Why we use it, and our lawful basis
| What we do | Lawful basis |
|---|---|
| Responding to enquiries and preparing quotations | Legitimate interests, in order to answer the questions people ask us |
| Delivering assessments, inspections and training | Performance of a contract, or our legitimate interest in delivering services to an organisation |
| Recording fire safety risks to relevant persons in a building | Legal obligation and legitimate interests, so that a responsible person can meet their duties under the Regulatory Reform (Fire Safety) Order 2005 |
| Issuing and verifying training certificates | Performance of a contract and legitimate interests |
| Invoicing, accounts and tax records | Legal obligation |
| Defending our position in a complaint, claim or enforcement matter | Legitimate interests and legal obligation |
| Sending updates about our services to business contacts | Legitimate interests, and consent where the law requires it |
Where we rely on legitimate interests, we have considered whether our interest is fair to you and whether you would reasonably expect us to use your information in this way. You can ask us for more detail on that assessment at any time.
Who we share it with
We do not sell personal information, and we do not share it for anyone else's marketing. We share it only where we need to:
- with the client who commissioned the work, which is usually the responsible person for the building
- with the self-employed assessors and trainers who carry out work on our behalf, who are bound by written terms and by confidentiality obligations
- with our IT, email, website and accounting providers, who act on our instructions
- with a fire and rescue authority, the Health and Safety Executive or another regulator, where we are required to provide information or where there is a serious risk to life
- with our insurers and professional advisers, where a claim or a complaint makes it necessary
Some of our software providers are based outside the UK. Where information is transferred abroad, we rely on UK adequacy regulations or on the International Data Transfer Agreement, so that it keeps the same protection it has here.
How long we keep it
| Record | Retention period |
|---|---|
| Enquiries that do not lead to work | Two years from the last contact |
| Assessment and inspection reports, and the evidence behind them | Six years from the date of the work |
| Training records and certificates | Six years from the date of the course |
| Client contracts and correspondence | Six years from the end of the relationship |
| Invoices and accounting records | Six years, as required for tax purposes |
| Unsuccessful job or contractor applications | Six months |
| Marketing contact details | Until you ask us to stop |
We keep assessment records for six years because fire safety work can be revisited long after it is done, whether in a re-assessment, an insurance claim, an enforcement matter or a legal claim. When a retention period ends, we delete or securely destroy the records.
Your rights
You have the right to ask us for a copy of the personal information we hold about you, to have it corrected if it is wrong, and to have it deleted where we no longer have a good reason to keep it. You can also ask us to restrict how we use it, object to our using it where we rely on legitimate interests, and ask for it in a portable format in some circumstances. Where we rely on your consent, you can withdraw it at any time.
Please email Hello@fletcherrisk.co.uk and we will respond within one month. There is no charge for making a request.
Cookies
This website uses cookies that are necessary for it to work, and analytics cookies that help us understand how the site is used. Analytics cookies are set only if you accept them, and you can change your choice at any time using the cookie settings on this site.
Complaints
If you are unhappy with how we have handled your information, please tell us first so that we can put it right. You also have the right to complain to the Information Commissioner's Office at any time.
- Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Telephone 0303 123 1113
- ico.org.uk/make-a-complaint
Changes to this notice
We review this notice at least once a year, and we update it whenever our services or our systems change. The date at the top shows when it was last revised.
Fletcher Risk Management Ltd, Cholmondeley House, Dee Hills Park, Chester, CH3 5AR. Registered in England and Wales, company number 10741093.