Privacy Policy
Version 1.0. Published 21 October 2026.
At Prism Catering Equipment Solutions Ltd (“Prism”, “we”, “us”), we are committed to protecting your personal data and handling it in a transparent and secure way. This Privacy Policy is the Privacy Notice referred to in our Terms & Conditions. It explains what information we collect, how we use it, how long we keep it and your rights.
1. Who We Are
Prism Catering Equipment Solutions Ltd provides commercial catering engineering services, including installation, servicing, repair and compliance support across Surrey, Hampshire and Berkshire. We are the controller of the personal data described in this policy.
We are registered in England and Wales, company number 14034240, and our registered office is 87 Church Street, Beechey House, Crowthorne, Berkshire, RG45 7AW. We pay the data protection fee to the ICO, the UK’s data protection regulator. We have not appointed a Data Protection Officer; our Director is responsible for data protection. If you have any questions about this policy, please contact us at info@prism-solutions.co.uk or on 01344 578890.
2. What Information We Collect
We collect the names and contact details of our customers’ staff, site contacts and other people who contact us, such as email addresses and telephone numbers. We also keep site details and job information, including site access information, our job reports, records of visits, works and inspections, and photographs that support the job record. Photographs are of equipment, conditions and work; people are not photographed where that can be avoided.
We also hold accounting and payment records, complaint records, and details of the contractors and suppliers we work with, including evidence of their competence, registration and insurance. Where a DBS check is genuinely necessary, we keep a minimal record that the check was made and its outcome.
When you use the contact form on our website, we collect your first and last name, company or organisation, email address, telephone number and enquiry details. The form also records the page you were on and the page that referred you to our website. Contact-form submissions are delivered to us by email; we do not use WPForms to retain an entry database.
3. Website Statistics
Our website hosting provider, IONOS, provides visitor statistics through its SiteAnalytics service. SiteAnalytics does not use cookies, and it anonymises your IP address immediately after it is received. It records the website that referred you, the pages and files you request, your browser, operating system and device type, the time of access, and an approximate location derived from the anonymised IP address. We use these statistics only to understand how our website is used and to improve it technically.
4. Where Your Information Comes From
We collect most information directly from you. Site contact details may also come from our customers, facilities managers or managing agents. Details of contractor personnel come from their employer, and a DBS outcome comes from the person concerned or from the body that processes the check. For business marketing, we may obtain contact details through business research, including AI-assisted research.
We need contact and site details to quote for and carry out work. Without them, we may not be able to provide the service you ask for.
5. How We Use Your Information
We use personal data to respond to enquiries, prepare quotations, arrange and carry out visits and works, keep job and compliance records, approve and instruct contractors, invoice and take payment, handle complaints, tell organisations about our services, and run and secure our website.
If you are an individual or sole trader who contracts with us, we use your information to take steps you ask for before entering into a contract, and to perform our contract with you.
If you are an employee or representative of a customer organisation, for example a site contact or accounts contact, you are not personally a party to our contract with that organisation. We use your contact details on the basis of our legitimate interests in communicating with our customers and delivering the work they have asked for.
We rely on legal obligation where the law requires us to keep or disclose information, for example accounting records and records of data protection complaints. We also rely on our legitimate interests in running our business, keeping job records, handling complaints, approving contractors, keeping our website secure and understanding how it is used, telling organisations about our services, and checking suitability for work at safeguarding-sensitive premises.
From time to time, we send information about our services to organisations, including schools, by post or email. Where the law requires consent for marketing, we ask for it first. Every marketing email includes a way to unsubscribe from further mailings, and you can ask us to stop at any time. We use Brevo to send marketing emails and receive reports about delivery, opens, clicks and unsubscribes. We retain minimal suppression records so we can honour requests not to receive marketing.
We do not make decisions about you based solely on automated processing.
6. Safeguarding and DBS Checks
Where people attend schools, care settings or similar premises on our behalf, or a customer, contract, role or site genuinely requires it, we may verify DBS evidence where the check is appropriate and lawful for the role and the circumstances. A customer’s request does not by itself mean that a particular level of check can lawfully be made. We inspect the evidence and keep only a minimal record of the check and the decision; we do not routinely copy or keep certificates, and we do not record offence details. A customer is told only the outcome the role requires. We rely on our legitimate interests and on the condition in Schedule 1, Part 2, paragraph 10 of the Data Protection Act 2018 (preventing or detecting unlawful acts). People who are checked are given fuller information at the time.
7. Sharing Your Information
We do not sell your personal data, or share it with other organisations for their own marketing. We share it only where necessary with approved specialist contractors, only as far as the work they are instructed to do requires; our customers and site operators, as the work requires; the providers of our website hosting, email, file storage, accounting and email marketing services; our professional advisers and insurers; the body that processes DBS checks we arrange; and authorities where the law requires it.
8. International Transfers
Some of our service providers store or process personal data outside the UK, including in the European Economic Area and, for some services, in other countries. Where personal data is transferred outside the UK, we rely on the safeguards UK data protection law requires, such as UK adequacy regulations or approved contractual protections. You can contact us for more information.
9. Data Storage and Security
We protect the devices and accounts that hold personal data, keep paper records secure, and share personal data only with those who need it for the work.
We keep personal data only for as long as our retention arrangements require, and then securely destroy or delete it.
If you make an enquiry that does not lead to work, including through our contact form, we keep it for 12 months after our last meaningful contact with you. We keep it longer only where it is needed for an active enquiry, a dispute or a legal obligation. Quotations we issue are kept as commercial records for six years.
In most cases, we keep job, service, gas, F-gas and electrical records for six years. Installation and commissioning records may be kept for fifteen years where the nature of the work justifies it. Records of any actual or potential asbestos exposure or disturbance are kept for forty years.
Complaint records are kept for six years from closure, and commercial and accounting records for six years. Competence and approval records for engineers and contractors, including DBS check records, are kept for six years after the engagement or approval ends. DBS certificate content is not routinely kept.
Contact details are kept while they remain current, and are deleted or anonymised when no longer needed. We may keep records for longer where a claim, complaint or investigation is open, or where a contract requires it.
10. Your Rights
You have the right to ask for a copy of your personal data; ask us to correct it; ask us to delete it where appropriate; object to processing based on our legitimate interests; ask us to restrict processing; and ask for your data in a portable format, where this applies.
You can object to direct marketing at any time, and we will stop. Where we rely on your consent, you can withdraw it at any time.
To use any of these rights, contact us using the details above. We will normally respond within one month. Where the law allows, for example for complex requests, we may extend this by up to two further months, and we will tell you within the first month if we do.
11. Complaints
If you are unhappy with how we have handled your personal data, please contact us first, including by email to info@prism-solutions.co.uk. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you informed of progress and tell you the outcome.
You can also complain to the ICO, the UK’s data protection regulator. Details of how to complain are at ico.org.uk/make-a-complaint, and its current contact details are at ico.org.uk/global/contact-us.
12. Cookies
Our website uses cookies and similar technologies, including cookies that remember your cookie choices. When you first visit, our cookie banner lets you accept or deny cookies, or manage your settings. You can change your choice at any time using the cookie settings control on the website.
13. Changes to This Policy
We may update this policy to reflect changes in our services or legal obligations. The latest version will always be available on this page.
14. Contact
If you have any questions about this Privacy Policy or how your data is handled, please contact Prism Catering Equipment Solutions Ltd by email at info@prism-solutions.co.uk or by telephone on 01344 578890.
