Privacy Policy

This Privacy Policy lets you know what happens to any personal data that you give to us, or any that we may collect from you. It applies to all services, and all instances, where we collect your personal data. “The Company” refers to AAH Assessments.

What kind of information do we collect from you, and how is it held?

1. Upon requesting a service quotation directly from The Company (either by telephone, by email, or through the quotation facility on this website) the following information, or a subset of this information, is taken:
a. Your name and contact address
b. Your telephone number and/or email address
c. The type of client you are and how you found us
d. Service location address (if different from (a.))
e. Property specification (number of bedrooms, receptions, level of furnishing, exterior elements, etc.)
f. Which services are required
g. When you require the service(s) to be carried out

The above information is the minimum information we require to be able to provide you with an accurate quotation, and our availability, for a service that you require. We take no information from third parties. This information is held either electronically (within our email system), or in hard copy at our business address only. This information is NOT used for any marketing purposes and is NOT shared with any third parties.

2. Upon booking a service directly with The Company the following information, or a subset of this information, is taken:
a. Your name and contact address
b. Your telephone number and/or email address
c. Booking location address (if different from (a.))
d. Property specification (number of bedrooms, receptions, level of furnishing, exterior elements, etc.)
e. Which services are required
f. When you require the service(s) to be carried out
g. Any necessary property access information

The above information is the minimum information we require to be able to provide you with an accurate quotation, our availability, and to complete the service(s) required. We take no information from third parties. This information is held electronically (within our email/calendaring system, which may also be on a mobile device), and in hard copy as a booking form used within our office, and outside of our office only on the day of service delivery. Your name and address, and the relevant property address and appointment details, are also stored in our third party invoicing system provided by Xero, to enable invoicing of our services. This information is NOT used for any marketing purposes and is NOT shared with any third parties.

3. Payment for services; if made by cash, or BACS, no further information is taken. If payment is made by credit or debit card in person or by telephone, your card information is taken on a paper form and processed instantly. If instant processing is not available, the paper form will be securely held, for no more than 4 hours, for processing as soon as possible. Once processing is successfully completed the information is immediately and securely destroyed. If processing is not successful within 4 hours the information is securely destroyed and is taken from you again, following the above process. We therefore do not hold any payment information for longer than 4 hours.  If payment is made by credit or debit card via our website, the information is not held by us but is used by a third party processor.

4. Reports; when carrying out a service a report is created; the only identifiable information contained within these reports is the relevant property address, and in some cases the Tenant name and/or Landlord or Agent name. These reports are only stored electronically by us, on our secure network at our business address. This information is NOT used for any marketing purposes and is NOT shared with any third parties.  In the case of Energy Performance Certificates (EPC), these are created using a system provided by Elmhurst Energy.  The only identifiable information that is used within an EPC is the property address. Once the certificate has been calculated and produced by Elmhurst Energy, it is published to a Government website.  If you are a business client your information (contact name, company name, address, telephone number, email address) is held securely in electronic form only on our computer network at our business address.  This information is NOT used for any marketing purposes and is NOT shared with any third parties. It is only used for contact purposes.

5. How long do we hold information for?  In the case of a service quotation (as detailed in (1) above), the information whether held electronically or on paper is only held for a maximum of 30 days, after which time it is deleted/securely destroyed. The information is only held so that we can easily progress the quotation to a booking, if required.  In the case of bookings (as detailed in (2) above), the information contained on paper booking forms is held for a maximum of 12 months, after which time it is securely destroyed.  Information held electronically (within our email/calendaring system) is stored within the system for a maximum of 36 months, after which time it is deleted.  In the case of services carried out by us, and reports therefore created, such reports are securely stored on our network drive at our business address for an indefinite period of time, in case such reports are needed in the future.

6. Who has access to your information?  Any information held by The Company, either in electronic or hard copy format, is only available to the proprietor, employees and representatives of The Company for use in carrying out their work. This information is NOT used for any marketing purposes and is NOT shared with any third parties

7. How do I access, change or remove my information?  You have the right to request a copy of any information that we currently hold about you, and if required have this information deleted. To receive such information please send an email to sales@aah-assess.co.uk detailing your name and address, email address, and the full address of any properties we have carried out services for.  Please also detail whether you require all of your information to be deleted, or whether you require a change to be made (and what the change is). There is no charge for this service.  In both of the above cases we will respond to you, by email, within 30 days of receipt of your request.

Policy updated 1st August 2021.

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