Privacy Policy
Last updated: August 2026
Coles EFS Limited (“Coles EFS”, “we”, “us”, “our”) is committed to protecting the privacy of everyone who visits our website or uses our services. This policy explains what personal data we collect, why we collect it, how we use it, and what rights you have over it.
This policy applies to visitors to www.coles-efs.co.uk and to individuals we deal with in the course of providing our compliance and maintenance services.
1. Who we are
Coles EFS Limited is a UK company (company number 15400677), registered at 20 Hawfinch Road, Cheddar, BS27 3GF.
Our trading office is: Rock Cottage, 240-248 West Street, Bedminster, Bristol, BS3 3NE
For the purposes of UK data protection law, Coles EFS Limited is the data controller for the personal data described in this policy.
If you have any questions about this policy or how we handle your data, contact us at:
- Email: info@coles-efs.co.uk
- Phone: 0117 427 5839
2. What personal data we collect
We collect personal data in a few different ways, depending on how you interact with us.
Data you give us directly
Website enquiry form. When you submit an enquiry through our contact form, we collect:
- Your name
- Company name (optional)
- Email address
- Phone number (optional)
- The content of your message
- Your confirmation that you agree to us storing your details to respond to your enquiry
Enquiries by phone or email. If you contact us directly, we collect whatever details you give us, such as your name, contact details and details of your enquiry.
Data we collect while delivering our services
Where we provide compliance and maintenance services to a managing agent, block management company or resident management company, we may also collect and process personal data belonging to:
- Site contacts, on-site staff or building managers we deal with to arrange access and carry out works
- Individuals named in compliance reports, site notes, or correspondence relating to a building
- Residents or leaseholders, only where this is necessary to complete a specific job (for example, where access to a flat is required for testing, or where a defect report needs to reference a specific location or contact)
We only collect what is reasonably necessary to carry out the work we’ve been instructed to do, and we handle this data on behalf of our clients under the terms of our commercial agreements with them.
Data collected automatically
Like most websites, our site and hosting infrastructure automatically log some technical information when you visit, such as your IP address, browser type, device information, and pages visited. This is standard website/server activity data used for security and to keep the site running properly – see the Cookies section below for more detail.
We do not currently use Google Analytics, advertising cookies, or any third-party tracking or marketing pixels on this website.
3. How we use your data and our legal basis
| What we use it for | Legal basis under UK GDPR |
|---|---|
| Responding to enquiries submitted via the contact form or by phone/email | Consent (given when you tick the consent box and submit the form) |
| Providing quotes, arranging site visits, and delivering compliance/maintenance services to our clients | Performance of a contract, or steps taken at your request prior to entering into one |
| Keeping records of compliance work, inspections and reports | Legal obligation and legitimate interests – to meet building safety and compliance record-keeping requirements, and to protect our clients, their residents and ourselves |
| Managing our commercial relationship with clients and their representatives | Legitimate interests – to administer contracts and provide ongoing service |
| Keeping our website secure and functioning correctly | Legitimate interests – website security and administration |
We will never use your data for unrelated marketing purposes without asking you first, and you can withdraw consent at any time (see Section 6).
4. Cookies
Our website currently uses only strictly necessary cookies required for the site to function correctly (for example, cookies that support basic site security and functionality). We do not currently use Google Analytics, social media, or advertising cookies.
If this changes in future – for example, if we add analytics or marketing tools – we will update this policy and, where required by law, ask for your consent first.
5. Who we share your data with
We do not sell your personal data to anyone. We may share personal data with:
- Service providers who support our business, such as our website hosting provider, email provider, and IT support – who only process data on our instructions and are contractually required to keep it secure
- Subcontractors or engineers carrying out work on our behalf, where necessary to complete a job
- Regulators, insurers or legal advisers, where required to meet a legal obligation or to establish, exercise or defend legal claims
- The managing agent or client who instructed the work, where the data relates to a job we are carrying out for them
We do not transfer personal data outside the UK. If this ever changes, we will ensure appropriate safeguards are in place and update this policy.
6. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Erasure – ask us to delete your data, where there’s no legal reason for us to keep it
- Restrict how we use your data
- Object to us processing your data, including for direct marketing
- Data portability – receive your data in a portable format, where applicable
- Withdraw consent at any time, where we’re relying on consent (this won’t affect anything we did before you withdrew it)
To exercise any of these rights, contact us at info@coles-efs.co.uk. We’ll respond within one month.
If you’re unhappy with how we’ve handled your data, you also have the right to complain to the Information Commissioner’s Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113
7. How long we keep your data
We only keep personal data for as long as necessary for the purpose it was collected:
- Website enquiries that don’t lead to further work are kept for 12 months before being deleted
- Client and compliance records (including reports, certificates and job history) are retained for as long as required to meet our contractual and legal obligations – compliance and building safety records are often required to be kept for a number of years, in line with industry and regulatory requirements
- Financial records are kept for the period required by HMRC (currently 6 years)
8. How we protect your data
We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse, including secure website hosting and access controls. No method of transmission over the internet is 100% secure, but we take reasonable steps to protect your data.
9. Children’s data
Our website and services are aimed at businesses and professionals. We do not knowingly collect personal data from children.
10. Changes to this policy
We may update this policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page shows when it was last updated.
11. Contact us
If you have any questions about this policy or how we handle your data:
Coles EFS Limited Rock Cottage, 240-248 West Street, Bedminster, Bristol, BS3 3NE
Email: info@coles-efs.co.uk
Phone: 0117 427 5839
