Privacy Policy

1. Who We Are

This website is operated by Anova Property Solutions Limited (referred to in this policy as “we”, “us”, or “our”). We are a limited company registered in England and Wales, providing property renovation and maintenance services, based in Bedfordshire, England.

We are the data controller responsible for your personal data under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

We are registered with the Information Commissioner’s Office (“ICO”). Our ICO registration number is ZC142963.

If you have any questions about this policy or about how we handle your personal data, please contact us at: hello@anovapropertysolutions.co.uk.

2. What Personal Data We Collect

2.1 Enquiry data

When you submit an enquiry through our website, we collect the following information that you provide directly to us:

• Your first and last name
• Your email address
• Your property address (if provided)
• The type of work you are enquiring about
• Any additional details you include in your message
• Your marketing preference (whether you have actively opted in to receive updates from us)

2.2 Service delivery data

Where an enquiry progresses to a confirmed instruction, we collect and generate additional data in the course of providing our services, including:

• Contact details (name, email address, telephone number, property address)
• Quotes and estimates
• Invoices and payment records
• Contracts and signed documents
• Photographs of properties and works in progress or on completion
• Job notes and records of work carried out
• Correspondence relating to the instruction

2.3 Analytics data

We collect analytics data about how visitors use our website through Google Analytics. Please see Section 5 for full details.

3. How We Use Your Data

We use the personal data we collect for the following purposes:

3.1 Responding to enquiries

• To respond to your enquiry and provide you with a quote or further information about our services
• To send you a confirmation receipt of your enquiry
• To maintain a record of our initial communications with you

3.2 Delivering our services

• To prepare and issue quotes, estimates, contracts, and invoices
• To carry out the property work you have instructed us to perform
• To communicate with you about the progress of your project
• To maintain records of work carried out at your property

3.3 Accounting and legal compliance

• To maintain accurate financial and accounting records as required by HMRC
• To process and record payments

3.4 Marketing (opt-in only)

To send you occasional updates about our services but only where you have explicitly opted in by ticking the relevant unchecked checkbox on our enquiry form.

We will never sell your personal data to third parties, nor use it for any purpose not described in this policy.

4. Legal Basis for Processing

Under UK GDPR, we are required to have a lawful basis for each purpose for which we process your personal data. We rely on the following:

4.1 Legitimate interests: responding to enquiries

We process enquiry data and maintain initial communication records on the basis of legitimate interests (Article 6(1)(f) UK GDPR). Our legitimate interest is in responding to prospective customers who have voluntarily contacted us. We have assessed that this interest is not overridden by your rights and freedoms, given that you have initiated contact and would reasonably expect a response and a record to be kept.

4.2 Contract performance: delivering our services

Where you instruct us to carry out work, we process your personal data on the basis that it is necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into that contract (Article 6(1)(b) UK GDPR). This covers the preparation of quotes and contracts, carrying out the works, issuing invoices, and all related communications.

4.3 Legal obligation: financial record-keeping

We retain financial and accounting records (including invoices and payment records) on the basis of legal obligation (Article 6(1)(c) UK GDPR). HMRC requires businesses to retain accounting records for a minimum of six years. We have no discretion to delete this data before that period expires, regardless of any request to do so.

4.4 Consent: marketing communications

We send marketing communications only where you have provided freely given, specific, informed, and unambiguous consent by actively ticking an unchecked checkbox on our enquiry form. We do not rely on pre-ticked boxes or implied consent.

You may withdraw your consent at any time by emailing us at hello@anovapropertysolutions.co.uk. Withdrawal will not affect the lawfulness of any processing carried out before that point.

5. Analytics, Cookies & International Data Transfers

5.1 Google Analytics

Our website uses Google Analytics, a service provided by Google Ireland Limited, to help us understand how visitors interact with our pages (for example: session counts, page views, and general usage patterns). Google Analytics uses cookies and similar tracking technologies to collect this information.

5.2 International transfer

Because Google processes analytics data on servers located in the United States, use of Google Analytics constitutes a transfer of personal data to a third country. This transfer is carried out under Standard Contractual Clauses (SCCs) approved by the UK ICO, which provide an appropriate safeguard for your data. For further information, see policies.google.com/privacy.

5.3 Your cookie choices

Analytics cookies are non-essential and will only be placed on your device if you give your consent via our cookie consent banner. Google Analytics will not load until you have accepted analytical cookies. You may withdraw or update your cookie preferences at any time using our cookie consent tool.

Essential cookies (those strictly necessary for the website to function) are always active and do not require your consent.

6. How Long We Keep Your Data

We apply different retention periods depending on the nature of the data and the legal basis on which it is held:

6.1 Enquiry data (no instruction placed)

Where an enquiry does not progress to a confirmed instruction, we retain your enquiry data for up to three years from the date of submission, after which it is securely and permanently deleted. We consider this period appropriate given the timeframe over which a prospective client may return to us.

6.2 Service delivery records

Records relating to a completed instruction — including contracts, job notes, correspondence, and photographs — are retained for up to six years from the date of project completion. This reflects the standard limitation period under the Limitation Act 1980, during which a contractual claim could be brought.

6.3 Financial and accounting records

Invoices, payment records, and associated financial data held in our accounting software are retained for a minimum of six years from the end of the relevant accounting year, as required by HMRC. We are not able to action deletion requests in respect of this data while the mandatory retention period is in force; however, we will inform you of this if you submit such a request.

If you would like data removed ahead of any applicable retention period (where we have legal discretion to do so), please contact us at hello@anovapropertysolutions.co.uk.

7. Who We Share Your Data With

We do not sell or share your personal data with any third party for their own purposes. However, we use the following trusted service providers who act as data processors on our behalf and under our instruction. All processors are selected in part on the basis of their security standards and are subject to contractual obligations to process data only on our instructions and not for their own purposes.

7.1 Supabase Inc. (database hosting)

Supabase hosts our website enquiry database. Your enquiry data is stored on Supabase servers located within the European Union. Supabase is a GDPR-compliant processor and we have a Data Processing Agreement in place. No international transfer of enquiry data occurs through this service.

7.2 Resend Inc. (email delivery)

Resend delivers enquiry confirmation emails and internal notifications on our behalf. Resend processes data on servers in the United States. This transfer is safeguarded by Standard Contractual Clauses in accordance with UK GDPR.

7.3 Xero Limited (accounting software)

We use Xero to manage our accounting, including client invoicing, payment records, and expenses. Client data held in Xero may include your name, property address, and financial transaction details. Xero is a company incorporated in New Zealand, which is a country recognised by the UK as providing an adequate level of data protection. Accordingly, transfers of personal data to Xero do not require additional safeguards such as Standard Contractual Clauses. Further information is available at xero.com/uk/about/terms/privacy.

7.4 Google LLC (file storage)

We use Google Drive to store and manage client-related documents, including quotes, contracts, signed documents, job records, property photographs, and contact details. Google Drive is provided by Google Ireland Limited for UK customers, with primary storage in the European Economic Area. However, Google may process certain data on servers in the United States. Such transfers are carried out under Standard Contractual Clauses approved by the UK ICO. Further information is available at policies.google.com/privacy.

8. Your Rights Under UK GDPR

You have the following rights in relation to your personal data. These rights are not absolute and may be subject to exemptions in certain circumstances, including where we are required by law to retain data.

• Right of access: to request a copy of the personal data we hold about you
• Right to rectification: to request correction of any inaccurate or incomplete data we hold
• Right to erasure: to request deletion of your data where no overriding legal or legitimate reason exists for retention (“right to be forgotten”)
• Right to restriction: to request that we restrict the processing of your data in certain circumstances
• Right to object: to object to processing carried out on the basis of legitimate interests
• Right to data portability: to receive your personal data in a structured, commonly used, and machine-readable format where processing is based on consent or contract
• Right to withdraw consent: where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please email us at hello@anovapropertysolutions.co.uk. We will respond within one calendar month of receiving your request. In complex cases, or where we receive multiple requests, we may extend this period by a further two months; if so, we will notify you within the first month and explain why the extension is necessary.

Please note that certain rights, in particular the right to erasure, do not apply where we are processing data under a legal obligation (such as HMRC record-keeping requirements). Where this is the case, we will explain this to you in our response.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have not handled your personal data lawfully. You can contact the ICO at ico.org.uk or by telephone on 0303 123 1113. We would always welcome the opportunity to address your concerns directly before you approach the ICO.

9. Automated Decision-Making

We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects on you.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. Our third-party processors are selected in part on the basis of their security credentials and are subject to contractual obligations to maintain appropriate security measures.

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of the breach (where required by law), and will notify affected individuals directly where the risk is assessed as high.

11. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices, services, or legal obligations. The “Last updated” date at the top of this document will always reflect the most recent revision.

For material changes that may significantly affect how we process your data, we will take reasonable steps to notify you directly where we hold your contact details, rather than relying solely on publication of the revised policy. Where required by law, we will seek fresh consent before implementing any such changes.