Privacy Policy

Last updated: May 2026

Dampsafe Limited respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, contact us, request information from us, download our white paper, or engage with us as a client, supplier, resident, housing provider or professional contact.

Dampsafe Limited is registered in England and Wales.

Company name: Dampsafe Limited
Company number: 16628622
Registered office: 3 Woodland Avenue, Bournemouth, BH5 2DJ
Email: enquiries@dampsafe.co.uk
Telephone: 01202 135956
ICO registration number: ZC101027

For the purposes of UK data protection law, Dampsafe Limited is the data controller for the personal information we collect and use.

1. What information we collect

We may collect and process the following types of personal information:

Website and enquiry information

When you contact us through our website, email, telephone or online forms, we may collect:

  • your name

  • email address

  • telephone number

  • organisation

  • job title or role

  • enquiry details

  • area of interest

  • any information you choose to provide in your message

White paper and marketing information

When you request a white paper, download a resource or ask to receive updates from us, we may collect:

  • your name

  • work email address

  • organisation

  • job title or role

  • area of interest

  • consent or subscription preference

  • date and source of request

Client, contractor and supplier information

If you are a client, contractor, supplier, procurement contact or professional partner, we may collect:

  • business contact details

  • organisation details

  • role and department

  • correspondence

  • contract, procurement or tender information

  • payment and invoicing information

  • insurance, compliance or accreditation information where relevant

Resident and property-related information

Where we carry out works in occupied homes, including social housing, we may receive or record limited personal information needed to deliver the service. This may include:

  • resident name and contact details

  • property address

  • access arrangements

  • appointment information

  • relevant vulnerability, health, safeguarding, mobility or household information where provided by the client or resident and where needed to carry out the work safely and appropriately

  • photographs and notes relating to property condition, damp, mould, ventilation, surfaces, maintenance issues and works completed

We do not intentionally collect more resident information than is necessary for the job, reporting and compliance purpose.

2. How we collect information

We may collect personal information when:

  • you complete a form on our website

  • you request a white paper or resource

  • you contact us by email, telephone, LinkedIn or another channel

  • you engage us to provide services

  • a housing provider, landlord, managing agent or facilities management partner instructs us to attend a property

  • we prepare reports, photographs, job records or compliance evidence

  • you provide information as part of procurement, contract or supplier onboarding

  • you interact with our website, emails or online content

3. How we use your information

We use personal information to:

  • respond to enquiries

  • send requested white papers, resources or information

  • provide damp and mould remediation services

  • arrange appointments and access

  • communicate with residents, clients, housing providers, suppliers and professional contacts

  • prepare job records, reports, photographs and audit trails

  • evidence works completed and support compliance requirements

  • identify and escalate health, safety, asbestos, safeguarding, vulnerability, access or maintenance concerns where necessary

  • manage contracts, procurement, invoicing and supplier relationships

  • improve our services, website and communications

  • send relevant professional updates about damp, mould, Awaab’s Law, housing compliance and Dampsafe services where permitted

4. Our lawful basis for using your information

We only use personal information where we have a lawful basis under UK data protection law.

Depending on the circumstances, we may rely on:

Contract

Where processing is necessary to provide services, manage a contract, respond to instructions, arrange appointments, issue invoices or deliver agreed works.

Legitimate interests

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights. This may include responding to business enquiries, maintaining client relationships, managing professional contacts, improving our services, keeping business records and sending relevant B2B communications.

Consent

Where you have asked to receive certain communications, requested a white paper, opted into updates, or where consent is otherwise required.

You can withdraw consent at any time by contacting us or using any unsubscribe option provided.

Legal obligation

Where we need to comply with legal, regulatory, tax, accounting, procurement, health and safety or insurance requirements.

Vital interests or substantial public interest

In rare circumstances, we may use or share information where necessary to protect someone’s health, safety or welfare, for example where a safeguarding or emergency concern arises.

5. Marketing and professional updates

If you request a white paper or provide your work email address, we may send you the requested resource and relevant professional updates about damp, mould, Awaab’s Law, housing compliance, remediation and Dampsafe services.

You can opt out at any time by contacting:

enquiries@dampsafe.co.uk

or by using any unsubscribe link included in our emails.

We do not sell your personal information to third parties.

6. Photographs and property reports

As part of our work, we may take photographs of affected areas, surfaces, rooms, ventilation, damp, mould, access issues, products used, works completed and surrounding property conditions.

Photographs are used for:

  • evidence of property condition

  • job records

  • before and after reporting

  • compliance audit trails

  • health and safety records

  • client reporting

  • identifying further works or escalation requirements

We aim to avoid capturing identifiable people or unnecessary personal items wherever practical. Where photographs include personal belongings or household context, they are used only for legitimate work, reporting and compliance purposes.

7. Who we share information with

We may share relevant personal information with:

  • housing providers, landlords, managing agents or facilities management partners who instruct our work

  • residents or authorised household contacts where needed to arrange or explain works

  • subcontractors or specialist providers where required for a specific job, for example asbestos, electrical, ventilation, roofing or waste-related services

  • professional advisers, accountants, insurers or legal advisers

  • IT, cloud software, reporting, email, website and data storage providers

  • payment, accounting and business administration providers

  • regulators, public authorities, courts or law enforcement where required by law

We only share information where necessary and appropriate.

8. Where your information is stored

We use secure systems to store business, job, photographic and reporting information. These may include cloud-based tools, email systems, job management systems, accounting software and document storage systems.

We take reasonable steps to protect personal information against unauthorised access, loss, misuse or disclosure. Access is limited to people who need it for legitimate business purposes.

9. International transfers

We do not routinely transfer personal data outside the UK.

Some of our software or cloud service providers may process data outside the UK or use international infrastructure. Where this happens, we expect appropriate safeguards to be in place in accordance with UK data protection law.

10. How long we keep your information

We keep personal information only for as long as necessary for the purpose it was collected.

Typical retention periods include:

  • website enquiries: up to 24 months after the last meaningful contact

  • white paper and marketing contacts: until you unsubscribe or we determine the contact is no longer relevant

  • client, contract and procurement records: up to 7 years after the end of the relationship or contract

  • job records, reports and photographs: normally up to 7 years, or longer where needed for legal, insurance, compliance, limitation or safeguarding reasons

  • accounting and tax records: normally 6 years plus the current financial year

We may retain some records for longer where required by law, regulation, insurance, dispute, safeguarding or contractual obligations.

11. Your rights

Under UK data protection law, you have rights over your personal data. These may include the right to:

  • ask for access to your personal information

  • ask us to correct inaccurate information

  • ask us to delete information in certain circumstances

  • ask us to restrict how we use your information

  • object to certain uses of your information

  • withdraw consent where we rely on consent

  • ask for a copy of certain information in a portable format

  • complain to the Information Commissioner’s Office

You have an absolute right to object to direct marketing. If you ask us to stop using your information for direct marketing, we will do so.

To exercise your rights, contact:

enquiries@dampsafe.co.uk

12. Cookies and website analytics

Our website may use cookies and similar technologies to help it function, understand how visitors use the site and improve user experience.

Some cookies are necessary for the website to work. Others may support analytics, embedded content or marketing functionality.

Where required, we will ask for your consent before using non-essential cookies.

You can usually manage cookies through your browser settings.

13. Links to other websites

Our website may include links to third-party websites, resources or documents. We are not responsible for the privacy practices or content of other websites. You should read their privacy policies before providing personal information.

14. Data security

We use appropriate technical and organisational measures to protect personal information. These include access controls, password-protected devices, secure cloud systems, controlled sharing of reports and internal procedures for handling personal data.

If we become aware of a personal data breach that creates a risk to individuals, we will take appropriate action and report it where legally required.

15. Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue:

Dampsafe Limited
3 Woodland Avenue, Bournemouth, BH5 2DJ
Email: enquiries@dampsafe.co.uk
Telephone: 01202 135956

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: www.ico.org.uk

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, legal obligations or data protection practices.

The latest version will be published on our website.