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Privacy Policy

Effective Date: December 2025

Company Registration Number: 16743946

About This Notice

This privacy notice explains how H2Flow Water Hygiene Solutions Ltd (a UK water hygiene and Legionella compliance service provider) collects, uses, stores, and protects your personal information. We work with Facilities Management companies, Care Homes, Healthcare facilities, Property Managers, and Landlords.

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We are a data controller under UK data protection law (GDPR and Data Protection Act 2018), meaning we decide how your personal information is collected and used. This notice is not legal advice—if you have concerns about your data, we recommend seeking independent guidance. For privacy questions, contact info@h2flow-whs.com.

What Information We Collect and How

We collect personal information relevant to our services. What we collect depends on your relationship with us:

Clients and Prospective Clients

  • Name, job title, company name and business address

  • Email address and telephone number

  • Details of properties or facilities managed

  • Payment and billing information

Employees and Contractors

  • Full name, address, National Insurance number

  • Email, telephone number, bank account details

  • Professional qualifications and certifications

Collection Methods:

  • Website contact forms (www.h2flow-whs.com)

  • Direct email, telephone and in-person enquiries

  • Business directories and documents you provide

  • Publicly available information

Why We Use Your Information

We use your data for purposes directly related to our business:

  • Responding to enquiries and providing quotes

  • Delivering water hygiene and compliance services

  • Maintaining compliance records for HSE and CQC audits

  • Processing payments and managing accounts

  • Meeting legal obligations (HMRC, health and safety regulations)

  • Managing our business and handling disputes

Our Legal Right to Use Your Data

We only use your data where we have a lawful basis under UK data protection law:

  • Legitimate Interest: Responding to enquiries and providing information about our services

  • Contract Performance: Delivering services when you engage us

  • Legal Obligation: Meeting HMRC, HSE, CQC, and employment law requirements

Who We Share Your Information With

We only share your data where lawful and necessary:

  • Service providers: Wix (website hosting, forms) and Google (email, cloud storage)

  • Professional advisers: accountants, solicitors, and auditors

  • Regulatory bodies: HSE, CQC, and local authorities (when legally required)

  • We do not sell your personal data for marketing.

How Long We Keep Your Information

We retain your data for as long as necessary to fulfil our purposes: service clients (6 years minimum after service ends for HMRC and regulatory compliance), prospective clients (12 months unless you request deletion), and employees (6 years after employment ends for tax and legal requirements).

Data Security

We protect your data through encrypted storage and transmission, access controls, regular security monitoring, staff training and breach response procedures. Some processors (Wix, Google) are based outside the UK but comply with UK GDPR through appropriate safeguards and Data Processing Agreements.

Children and Young People

Our services are for businesses and organisations only. We do not knowingly collect data from anyone under 18. If you believe we have, please contact info@h2flow-whs.com.

Your Data Rights

Under UK data protection law, you have the following rights. To exercise any, contact info@h2flow-whs.com:

  • Right of Access: Request a copy of your data within one month of request, and proof of identity. No fee unless excessive.

  • Right to Correct: Ask us to correct inaccurate or incomplete information.

  • Right to Erasure: Request deletion of your data in some circumstances (may not apply if we have legal obligations to retain).

  • Right to Restrict Processing: Ask us to limit data use whilst we verify accuracy.

  • Right to Data Portability: Request your data in machine-readable format for transfer elsewhere.

  • Right to Object: Object to processing where we rely on legitimate interest.

  • Right to Withdraw Consent: Withdraw consent at any time if we rely on it. We will stop using your data for those purposes unless we have another lawful basis.

  • Right to Lodge a Complaint: Complain to the Information Commissioner's Office (ICO) on 0303 123 1113 or https://ico.org.uk

Cookies and Website

Our website uses cookies. See our separate Cookie Policy on www.h2flow-whs.com for details.

Updates to This Notice

We may update this notice to reflect changes in practice or law. Continued use of our services indicates acceptance of any updated notice.

Contact Us

For questions or to exercise your rights:

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