Privacy Policy

1. Who we are

 

Minerva Mechanical Ltd is responsible for the personal information we collect and process.

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Minerva Mechanical Ltd
Unit 5 

Rubicon House

Wembley

HA9 0YJ

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Company Reg: 15577874

Email: info@minervamechanical.co.uk

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

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2. Information we collect

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Depending on how you interact with us, we may collect and process the following information:

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• Your name

• Your address, including the address where services are to be provided

• Telephone number

• Email address

• Details of your enquiry or requirements

• Information about your property, heating, air conditioning or mechanical systems where relevant to providing our services

• Details of work carried out or quotations provided

• Correspondence between you and Minerva Mechanical Ltd

• Information required for invoicing and accounting purposes

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We do not routinely collect sensitive personal information and ask that you do not provide sensitive information unless it is necessary for us to provide our services.

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3. How we collect your information

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We may collect personal information when you:

• Contact us by telephone, email or through our website

• Request a quotation

• Arrange for us to provide services

• Communicate with us about an existing or completed job

• Provide information to us during the course of a project

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Our website does not currently take payments. We therefore do not collect or process payment card details through our website.

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4. How we use your information

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We use your personal information where necessary to:

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• Respond to enquiries and requests for quotations

• Provide and manage our services

• Arrange appointments and communicate with you about your work

• Understand your requirements and assess the work required

• Arrange servicing, repairs, installations and maintenance

• Maintain records of work carried out

• Prepare and issue invoices

• Meet our accounting, tax and legal obligations

• Communicate with you about our services where we have a lawful basis to do so

• Deal with complaints or enquiries

• Protect our business and prevent fraud or misuse of our services

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We will only use your personal information where we have a lawful basis for doing so.

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5. Our lawful basis for processing your information

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Depending on the circumstances, we may process your personal information because:

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It is necessary to perform a contract
For example, where we need your contact details, address and information about your heating or mechanical systems in order to provide a quotation or carry out agreed work.

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It is necessary for our legitimate interests
For example, to manage our business, maintain customer records, communicate with customers and improve our services, provided that these interests do not override your privacy rights.

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We have a legal obligation
For example, where we need to retain financial and accounting records to comply with legal or tax requirements.

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You have given consent
Where consent is required for a particular use of your information, we will ask for it. You can withdraw your consent at any time.

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6. Sharing your information

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We do not sell, rent or otherwise trade your personal information.

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We may share relevant information with trusted third parties where this is necessary to provide our services or operate our business.

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Third-party contractors

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We may use suitably qualified third-party contractors to carry out specific work on our behalf or as part of a project.

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Where necessary, we may provide contractors with relevant customer information, such as your name, address, contact details and information about the work required.

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We only provide information that is reasonably necessary for the contractor to carry out the work.

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Where we use contractors to process personal information on our behalf, we expect them to handle that information securely and in accordance with applicable data protection legislation.

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Accounting services

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We use a third-party accounting system to manage our accounts and financial records. This system may contain customer names, contact information, addresses, details of work and other information required for accounting and invoicing purposes.

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We select third-party service providers carefully and expect them to maintain appropriate security measures to protect personal information.

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We may also disclose information where required to do so by law, regulation, court order or other legal process.

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7. How long we keep your information

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We only keep personal information for as long as it is reasonably necessary for the purposes for which it was collected.

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Some information, particularly financial and accounting records, may need to be retained for longer periods to comply with legal and tax requirements.

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When personal information is no longer required, we will securely delete it or otherwise dispose of it appropriately.

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8. Keeping your information secure

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We take reasonable and appropriate steps to protect your personal information against loss, misuse, unauthorised access, alteration or disclosure.

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

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However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

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9. Your rights

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Under UK data protection law, you may have the right to:

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• Ask us for a copy of the personal information we hold about you

• Ask us to correct inaccurate or incomplete information

• Ask us to delete your personal information in certain circumstances

• Ask us to restrict how we process your information in certain circumstances

• Object to certain types of processing

• Ask us to transfer certain information to another organisation

• Withdraw consent where we rely on consent to process your information

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These rights are subject to certain legal conditions and exemptions.

If you would like to exercise any of these rights, please contact us using the details provided above.

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10. Complaints

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If you have concerns about how we have handled your personal information, we would encourage you to contact us first so that we can try to resolve the issue.

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

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11. Cookies

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Our website may use cookies and similar technologies to ensure that the website functions correctly and to understand how visitors use the website.

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Where required, we will ask for your consent before placing non-essential cookies on your device.

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You can control or disable cookies through your browser settings. Disabling certain cookies may affect how the website functions.

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12. Third-party websites

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Our website may contain links to websites operated by third parties. This Privacy Policy does not apply to those websites.

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We recommend checking the privacy policy of any third-party website you visit.

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13. Changes to this Privacy Policy

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We may update this Privacy Policy from time to time to reflect changes to our business, services or legal requirements.

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The latest version will always be made available on our website, with the date of the most recent update shown at the top of the policy.

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Last updated: September 2026