Privacy Policy
PRIVACY POLICY
Field & Facility Rodent Control
Last updated: 4th February 2026
This Privacy Policy explains how Field & Facility Rodent Control (“we”, “us”, “our”) collects, uses, shares and protects personal information, and the rights you have in relation to that information.
This policy applies when you:
• use our website
• contact us (phone, email, web form, messaging apps)
• enquire about or purchase our services
• interact with us via Google Business Profile or similar platforms
• are a representative of a client, supplier, contractor, or site we attend
1) WHO WE ARE (DATA CONTROLLER)
Field & Facility Rodent Control is the “controller” of personal information we process, meaning we decide how and why your information is used.
Business name: Field & Facility Rodent Control
Email: enq@fieldfacilityrodentcontrol.co.uk
If you have questions about this policy or how we use your information, please contact us using the details above.
2) THE PERSONAL INFORMATION WE COLLECT
We only collect personal information that is relevant for providing a professional service, managing enquiries, and running our business.
Depending on how you interact with us, we may collect:
A. Enquiry and contact information
• name
• company name / job title (where relevant)
• telephone number
• email address
• preferred contact times
• your relationship to the site (owner/occupier/manager/agent)
B. Site and service information
• site address and access arrangements (e.g., gate codes, nominated contacts, induction requirements)
• details you provide about pest activity (location, times, history)
• visit dates/times and service notes
• reports we produce for you (these may include names of site contacts and operational notes)
C. Communications
• emails and messages you send to us
• notes we make during phone calls
• any attachments you provide (photos, site plans, documents)
D. Images and recordings (where used)
• photographs or short video clips taken for operational records and/or reporting (for example, to document site conditions, access points, or areas of activity)
We aim to avoid capturing identifiable individuals in images/recordings. If people are captured incidentally, that information may still be personal data.
E. Website usage information
If you visit our website, we may collect limited technical information such as:
• IP address (or a partial/anonymised form, depending on configuration)
• device and browser information
• pages visited and basic usage analytics
This information is typically collected via cookies or similar technologies (see Section 9).
F. Reviews and platform interactions
If you leave a review or contact us via a platform such as Google Business Profile, we may receive information associated with that interaction (e.g., your name/username, review content, message content).
3) HOW WE USE YOUR INFORMATION
We use your personal information for the following purposes:
A. Responding to enquiries and providing quotations
• responding to call-back requests and initial enquiries
• confirming site suitability and booking arrangements
• issuing quotations or confirming service options
B. Delivering our services
• attending sites, managing access arrangements, and communicating with nominated contacts
• producing professional visit notes and reports
• maintaining service history to support continuity and standards
C. Running and protecting our business
• record keeping, invoicing, payments and account administration
• business planning and service improvement
• managing complaints, disputes and insurance matters
• preventing fraud and protecting our business, clients, and the public
D. Legal and regulatory compliance
• meeting legal obligations (for example, accounting and tax requirements)
• responding to lawful requests from regulators or law enforcement where required
E. Marketing (limited and professional)
• if you ask us for information about services, we may follow up in a professional manner
• where legally required, we will ask for your consent before sending direct marketing by email/text
You can opt out of marketing at any time (see Section 8).
4) OUR LAWFUL BASES FOR PROCESSING
Data protection law requires us to have a lawful basis for using personal information. Depending on the circumstances, we rely on one or more of the following:
• Contract: where processing is necessary to provide our services to you, or to take steps at your request before entering into a contract (e.g., providing a quotation, arranging access, completing and documenting visits).
• Legitimate interests: where we have a legitimate business reason to use your information and that use is fair, balanced, and does not override your rights (e.g., responding to enquiries, maintaining service history, ensuring safety and professionalism, preventing fraud, improving our services).
• Legal obligation: where we must process information to comply with the law (e.g., tax/accounting records).
• Consent: where you have given clear permission (e.g., certain marketing communications; non-essential cookies/analytics depending on how the website is configured).
You may withdraw consent at any time where we rely on it.
We do not carry out automated decision-making or profiling that produces legal or similarly significant effects.
5) WHO WE SHARE YOUR INFORMATION WITH
We treat your information as confidential. We do not sell personal information.
We may share personal information where necessary with:
• IT and website providers (hosting, email systems, security and backups)
• professional advisers (accountants, insurers, legal advisers) where needed
• payment providers (if you pay electronically)
• subcontractors/assistants (only if used and only to the extent necessary to deliver the service, and subject to confidentiality)
• regulators, law enforcement or other authorities where we are legally required to do so
Where we use third-party suppliers to process information on our behalf, we take steps to ensure appropriate contractual protections are in place.
6) INTERNATIONAL TRANSFERS
Some of our service providers (for example, email, cloud storage, website analytics) may process data outside the UK.
Where personal information is transferred internationally, we take steps to ensure appropriate safeguards are used (for example, adequacy regulations or appropriate contractual safeguards) and that your rights remain protected.
7) HOW WE KEEP YOUR INFORMATION SECURE
We take security seriously and apply appropriate technical and organisational measures to protect personal information, including:
• access controls (limiting who can access information)
• secure devices and account protection (e.g., strong passwords and updates)
• careful handling of site access information
• sensible retention and deletion practices
No method of transmission or storage is completely secure, but we work to minimise risk and respond appropriately if issues arise.
8) HOW LONG WE KEEP YOUR INFORMATION
We keep personal information only as long as necessary for the purposes set out in this policy, including legal, accounting, operational, and insurance requirements.
Typical retention (guidance only — may vary depending on circumstances):
• enquiry records: up to 12–24 months from last contact (unless you become a client)
• client records, visit notes and reports: commonly up to 6 years after last service (to support professional record keeping, insurance and legal needs)
• financial records (invoices, payments): typically up to 6 years (or longer where required by law)
• marketing preferences (opt-outs): as long as necessary to respect your choice
We may keep information longer where there is a legal requirement, an ongoing dispute, or another legitimate need.
9) COOKIES AND SIMILAR TECHNOLOGIES
Our website may use cookies and similar technologies to:
• make the site work properly (essential cookies)
• understand how the site is used and improve it (analytics)
• remember preferences (where enabled)
Where required, we will request your consent for non-essential cookies and provide a way to manage preferences.
You can also control cookies through your browser settings. Please note that blocking some cookies may affect website functionality.
10) YOUR RIGHTS
You have rights in relation to your personal information, which may include:
• the right to be informed about how your data is used
• the right of access (to request a copy of your information)
• the right to rectification (to correct inaccurate or incomplete information)
• the right to erasure (in certain circumstances)
• the right to restrict processing (in certain circumstances)
• the right to data portability (in certain circumstances)
• the right to object (in certain circumstances, including direct marketing)
• the right to withdraw consent (where processing is based on consent)
To exercise your rights, contact us using the details in Section 1. We may need to verify your identity before responding.
11) COMPLAINTS
If you have concerns, please contact us first and we will aim to resolve the issue professionally.
You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office (ICO).
12) LINKS TO OTHER WEBSITES / THIRD-PARTY PLATFORMS
Our website or communications may include links to third-party websites or platforms (for example, Google services). If you follow those links, those third parties will process your information under their own policies. We encourage you to read their privacy notices.
13) CHANGES TO THIS POLICY
We may update this policy from time to time to reflect changes in our practices, services, or legal requirements. The latest version will be published on our website with the “Last updated” date shown at the top.