Effective date: November 2025
Website: www.xtramaintenance.co.uk
Xtra Maintenance is committed to protecting your privacy and ensuring that your personal information is handled safely and responsibly. This policy explains how we collect, use, and protect the personal data you provide when using our website and services.
1. Who We Are
Xtra Maintenance
14 Woodside Industrial Park,
Works Road,
Letchworth Garden City,
SG6 1LA
Email: enquiries@xtramaintenance.co.uk
Website: www.xtramaintenance.co.uk
Xtra Maintenance provides commercial and residential maintenance services across the UK. For the purposes of data protection law, Xtra Maintenance is the data controller of the personal information collected through this website.
2. Information We Collect
We may collect and process the following information:
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Personal details: name, company name, job title.
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Contact details: email address, phone number, postal address.
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Website usage data: pages visited, IP address, browser type, and other analytical data collected via cookies.
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Enquiry information: details of the services you request, including messages submitted through our website forms.
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Transactional information: records of quotes, invoices, and correspondence related to work undertaken.
We do not collect or store sensitive personal information (such as health, financial, or biometric data) unless required by law.
3. How We Use Your Information
We use the information we collect to:
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Respond to enquiries and provide quotes or services.
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Process and manage bookings, maintenance requests, and ongoing client relationships.
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Improve our services, website performance, and user experience.
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Send updates, news, or marketing material (only if you have given consent).
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Comply with legal obligations or resolve disputes.
4. Lawful Basis for Processing
We process your data under one or more of the following lawful bases:
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Contractual necessity – to provide you with requested services.
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Legitimate interests – to operate, improve, and promote our services.
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Legal obligation – to comply with UK laws and regulations.
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Consent – when you opt in to receive marketing communications.
You can withdraw your consent at any time by contacting us at enquiries@xtramaintenance.co.uk.
5. Data Security
We are committed to keeping your information secure.
To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic, and managerial procedures to safeguard the information we collect online.
All data is stored securely within the UK or other regions that comply with UK GDPR standards.
6. Data Retention
We only retain personal data for as long as necessary to fulfil the purposes for which it was collected, including for satisfying any legal, accounting, or reporting requirements.
When data is no longer required, it is securely deleted or anonymised.
7. Sharing Your Information
We do not sell, rent, or lease your personal data to third parties.
We may share information with:
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Service providers and contractors who assist in delivering our services (e.g. IT support, payment processors).
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Legal or regulatory authorities if required by law.
All partners and contractors are bound by confidentiality and data protection obligations.
8. Cookies and Analytics
Our website uses cookies to monitor browsing preferences and improve your user experience.
Cookies are small files stored on your device that help us analyse web traffic and tailor content.
You can manage or disable cookies in your browser settings. However, doing so may affect website functionality.
For more information, see our Cookie Policy (if applicable).
9. Your Rights
Under UK data protection law, you have the right to:
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Access the personal data we hold about you.
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Request correction or deletion of inaccurate or outdated information.
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Object to or restrict processing in certain circumstances.
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Withdraw consent (where applicable).
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Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been violated.
For more information, visit www.ico.org.uk.
10. Links to Other Websites
Our website may contain links to other websites of interest. Once you leave our site, we cannot be responsible for the protection and privacy of any information you provide on external sites, which are not governed by this Privacy Policy.
11. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website.
12. Contact Us
If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact us at:
Xtra Maintenance
14 Woodside Industrial Park,
Works Road,
Letchworth Garden City,
SG6 1LA