​

 

1. ABOUT THIS PRIVACY NOTICE

Calaya Air Conditioning & Building Services Ltd (“Calaya”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store and protect personal information when you contact us, request a quotation, use our services, communicate with us or otherwise interact with Calaya.

 

2. WHO IS RESPONSIBLE FOR YOUR INFORMATION?

Calaya Air Conditioning & Building Services Ltd is responsible for the personal information we collect and process for our business purposes.

Contact: Calaya Air Conditioning & Building Services Ltd
Email: info@calaya.co.uk
Website: www.calaya.co.uk

If you have any questions about how we use your personal information, please contact us using the details above.

 

3. INFORMATION WE COLLECT

Depending on how you interact with us, we may collect:

• Your name

• Home or business address

• Site address where different

• Telephone number

• Email address

• Information about your enquiry or requested services

• Information required to prepare quotations and carry out work

• Job, service and maintenance information

• Communications and correspondence with Calaya

• Payment and invoicing information

• Information required to meet legal, accounting, insurance or regulatory requirements

We only collect personal information that is relevant and necessary for the purposes for which we use it.

Most personal information is collected directly from the individual concerned. Where Calaya receives personal information from another person, such as a customer, contractor or business contact, Calaya will use that information only for appropriate purposes and will provide the relevant privacy information where required.

 

4. HOW WE USE YOUR INFORMATION

We use personal information to:

• Respond to enquiries

• Prepare quotations

• Arrange and carry out work

• Communicate with you about your job or services

• Provide servicing and maintenance

• Process invoices and payments

• Keep appropriate business records

• Meet our legal, accounting and regulatory obligations

• Manage insurance matters where necessary

• Deal with complaints, disputes or legal matters

• Maintain the security of our business and services

 

5. OUR LAWFUL BASIS FOR USING YOUR INFORMATION

Data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, Calaya may rely on:

Contract: Where processing is necessary to provide a service or take steps at your request before entering into a contract.

Legal obligation: Where we are required to process or retain information to comply with a legal or regulatory requirement.

Legitimate interests: Where processing is necessary for legitimate business purposes and those interests are not overridden by your rights and interests.

We will only use consent where it is the appropriate lawful basis for the particular processing activity.

 

6. WHO WE SHARE YOUR INFORMATION WITH

We do not sell your personal information.

Where necessary, we may share relevant information with:

• Our appointed accountant or accounting provider

• Payroll providers, where applicable

• HMRC and other government or regulatory authorities where required

• Insurance providers or brokers

• Professional advisers

• IT, email, website, accounting or other service providers who support our business

• Subcontractors or contractors where information is necessary to arrange or carry out your work

• Emergency services or other organisations where required to protect individuals or comply with legal obligations

We only share information that is reasonably necessary for the relevant purpose.

 

7. HOW WE PROTECT YOUR INFORMATION

We take appropriate technical, physical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Personal information may be stored in secure electronic systems, including Microsoft 365 and other business systems used by Calaya, and in secure paper records where required.

Access to personal information is limited to those who need it for legitimate business purposes.

 

8. HOW LONG WE KEEP YOUR INFORMATION

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Some information may need to be retained for longer because of legal, accounting, tax, insurance or other regulatory requirements.

Our retention periods are set out in our internal Data Retention & Disposal Schedule.

 

9. YOUR RIGHTS

Under data protection law, you may have rights including:

• The right to ask for access to the personal information we hold about you

• The right to ask us to correct inaccurate information

• The right to request deletion of information where applicable

• The right to request restriction of processing where applicable

• The right to object to certain processing

• Other rights provided by applicable data protection legislation

If you wish to exercise one of these rights, please contact us using the details in Section 2.

We may need to verify your identity before responding to certain requests.

 

10. MARKETING

Calaya does not sell personal information to third parties.

Where we send marketing communications, we will do so in accordance with applicable data protection and electronic marketing laws and will provide an appropriate way to opt out where required.

 

11. COOKIES AND OUR WEBSITE

Our website may use cookies or similar technologies.

Where cookies or similar technologies require your consent, we will provide appropriate information and obtain consent where required.

Further information may be provided through our website’s cookie settings or cookie notice.

 

12. PERSONAL DATA BREACHES

If we become aware of a personal data breach, we will assess the incident and take appropriate steps to contain it and minimise any potential harm.

Where required by law, we will notify the Information Commissioner’s Office (ICO) and/or affected individuals.

 

13. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice from time to time to reflect changes to our business, the information we process or applicable data protection requirements.

The most recent version will be made available through our website where appropriate.

Next Review Date: August 2027

 

14. HOW TO COMPLAIN

If you have concerns about how Calaya handles your personal information, please contact us first using the details in Section 2 so that we can try to resolve your concerns.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection.

Information about contacting the ICO is available through the ICO website.

​

Effective Date: August 2026 

Review Date : 2027

Version: 1.0

​

​