Privacy Policy

1. About this privacy policy

Associated Smoke & Fire Products Limited ("ASFP", "we", "us" or "our") respects your privacy and is committed to protecting your personal information. This privacy policy explains how we collect, use, store and share personal information when you visit asfp.co.uk, contact us, request a quotation, become a customer or supplier, or otherwise interact with our business.

This policy applies to information relating to customers, prospective customers, suppliers, contractors, website visitors and business contacts. It does not form part of any employment contract and does not cover employee or job-applicant data, which should be addressed separately where applicable.

2. Who we are

The controller responsible for your personal information is:

Associated Smoke & Fire Products Limited

Company number: 14759708

Registered in England and Wales

Registered office: Harlech House, Hayes Road, Sully, Penarth, Wales, CF64 5RZ

Website: https://asfp.co.uk

Email: info@asfp.co.uk

Telephone: 0330 174 0238

If you have questions about this policy or how we use your information, please contact us using the details above.

3. Personal information we collect

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

Identity and contact information, including your name, job title, organisation, email address, telephone number, postal address and site postcode.

Enquiry and service information, including the products or systems involved, fault descriptions, site information, service history, photographs, drawings or documents you provide, and your communication preferences.

Commercial and transaction information, including quotations, orders, contracts, invoices, payment status, service records and correspondence.

Technical and usage information, including IP address, browser and device information, approximate location, pages viewed, referral source, interactions and cookie preferences.

Communications, including emails, telephone notes, form submissions, feedback and complaints.

Supplier and contractor information, including business contact, payment and due-diligence details.

Information from publicly available or business sources, such as company websites, Companies House, professional directories, tender portals, referrals and business networking platforms.

Please do not send us special category information (such as health, biometric, racial or ethnic, political, religious, trade union or sexual-life information) unless it is genuinely necessary and we have asked you to provide it. Please also avoid including unnecessary personal information in photographs or uploaded documents.

4. How and why we use personal information

We use personal information only where we have a lawful basis under UK data protection law. Our main purposes and lawful bases are:

Purpose

Information commonly used

Lawful basis

Responding to enquiries and preparing quotations

Contact, organisation, site and requirement details

Steps at your request before a contract; legitimate interests in responding to business enquiries

Providing, managing and recording products or services

Contact, site, service, contractual and transaction details

Performance of a contract; legitimate interests; legal obligations

Arranging site access, inspections, servicing, repairs and support

Contact, site, safety, system and communication details

Contract; legitimate interests in delivering safe and effective services

Managing payments, accounts, tax and business records

Contact, order, invoice and payment information

Contract; legal obligations; legitimate interests in managing our business

Improving and securing our website and services

Technical, usage, security and feedback information

Legitimate interests; consent where required for cookies or similar technologies

Handling complaints, disputes, claims and legal requirements

Relevant contact, communication, service and transaction records

Legal obligations; establishment, exercise or defence of legal claims; legitimate interests

Business-to-business marketing about relevant services

Business contact, role, organisation, preferences and previous interactions

Consent where required; otherwise legitimate interests, subject to your right to object

Preventing fraud, misuse and security incidents

Technical, contact, transaction and security information

Legal obligations; legitimate interests in protecting our business, systems and customers

5. Marketing

We may send relevant business-to-business communications where permitted by law and where we believe our services may be relevant to your professional role. We will obtain consent where consent is required. You can ask us to stop marketing at any time by using an unsubscribe option in the message or contacting info@asfp.co.uk.

Your right to object: you have an absolute right to object at any time to our use of your personal information for direct marketing. If you object, we will stop using your information for that purpose.

We do not sell your personal information.

6. Cookies, analytics and reCAPTCHA

Our website uses cookies and similar technologies to provide essential functionality, protect website forms, remember visitor choices and help us understand how the website is used.

Where required, optional analytics technologies such as Google Analytics are used only after a visitor has provided the appropriate consent. Visitors can accept, reject or manage optional cookies through the cookie controls provided on the website.

Our website forms use Google reCAPTCHA to help detect and prevent spam, automated submissions and abuse. Google may process technical, device and interaction information when providing this security service.

Please read our Cookie Policy for more information about the technologies used on this website and how you can manage your choices.

7. Who we share personal information with

Where necessary for the purposes described above, we may share information with:

Companies within our corporate group, where necessary for administration, service delivery, enquiries, technical support or shared business functions.

Website hosting, form, email, cloud-storage, IT, analytics, security and customer-management providers acting on our instructions.

Engineers, installers, manufacturers, subcontractors, suppliers, couriers and professional advisers where needed to quote for or deliver products and services.

Banks, payment providers, insurers, accountants, auditors, solicitors and debt-recovery providers.

Regulators, courts, law-enforcement bodies, emergency services or public authorities where disclosure is required or permitted by law.

A buyer, seller or adviser in connection with a proposed or completed sale, reorganisation or transfer of all or part of our business, subject to appropriate confidentiality arrangements.

We require service providers to protect personal information and use it only for the agreed purposes. Some recipients may act as independent controllers and will be responsible for their own use of your information.

8. International transfers

Some service providers, including providers of website, cloud, analytics or security services, may process information outside the United Kingdom. Where personal information is transferred internationally, we use an applicable legal safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful mechanism. You can contact us for further information about the safeguards relevant to your information.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, regulatory, tax, accounting, insurance and reporting requirements. Our typical approach is:

Enquiries that do not result in an order: normally up to 24 months after the last meaningful contact.

Customer, quotation, contract, service, transaction and invoice records: normally for the relationship and up to seven years afterwards where required for legal, tax, insurance or contractual purposes.

Supplier and contractor records: normally for the relationship and up to seven years afterwards where necessary for business and legal records.

Marketing suppression records: we may retain limited information for as long as needed to honour an opt-out request.

Website analytics information: according to the retention settings configured in the relevant analytics service and the cookie periods shown in our Cookie Policy.

Complaints, incidents and legal claims: for as long as reasonably needed to manage the matter and applicable limitation periods.

These periods may be shortened or extended where the circumstances, a legal requirement, a dispute or a regulatory request make this appropriate. We may retain information in anonymised form where it can no longer identify you.

10. How we protect information

We use reasonable organisational and technical measures designed to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Access is restricted to people and providers who need the information for legitimate business purposes and who are subject to appropriate duties of confidentiality. No internet transmission or storage system is completely secure, so we cannot guarantee absolute security.

11. Your rights

Depending on the circumstances and lawful basis, you may have the right to:

Request access to your personal information.

Ask us to correct inaccurate or incomplete information.

Ask us to erase information in certain circumstances.

Ask us to restrict how information is used in certain circumstances.

Object to processing based on legitimate interests and object at any time to direct marketing.

Request transfer of information you provided to us in certain circumstances.

Withdraw consent at any time where we rely on consent, without affecting earlier lawful processing.

These rights are not absolute and exemptions may apply. To exercise a right, contact info@asfp.co.uk. We may need to verify your identity. We will normally respond within one month, although the law permits an extension for complex or multiple requests.

12. Complaints

Please contact us first if you have concerns so that we can try to resolve them. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority. Visit https://ico.org.uk/make-a-complaint/ or telephone 0303 123 1113. You may also have the right to seek a judicial remedy.

13. Third-party links

Our website may link to third-party websites or services. We do not control their privacy practices. You should read the privacy information provided by the relevant third party before supplying personal information.

14. Changes to this policy

We may update this policy to reflect changes in our services, technology or legal obligations. The latest version will be published on this page with the updated date. Where appropriate, we may also notify you of significant changes by another method.