Privacy, Cookies & Terms of Service
How Coltman & Croft Estates collects, uses and protects information in the course of providing commercial property and block management services in the United Kingdom.
Privacy Policy
Coltman & Croft Estates ("we", "us", "our") is the data controller for personal data processed through this website and in the delivery of our commercial block and property management services across the West Midlands. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Information we collect
- Contact details you submit through our audit or quote request form, including name, email address, telephone number and company name.
- Property information such as site address, property type, tenure, occupancy and the services you are enquiring about.
- Correspondence records, including emails, call notes, site reports and maintenance instructions.
- Operational records generated during service delivery, such as engineer attendance logs, access permissions, keyholder details and compliance certificates.
- Technical data collected automatically, including IP address, browser type, device type and pages visited.
Why we process your data and our lawful bases
- Contract: to prepare quotations, deliver management and maintenance services, administer service charges and fulfil our contractual obligations to you.
- Legitimate interests: to respond to enquiries, manage contractor and supplier relationships, protect our premises and property under management, maintain business records and improve our services.
- Legal obligation: to comply with health and safety, fire safety, electrical, water hygiene and building safety duties, and with accounting, tax and insurance requirements.
- Consent: where you opt in to receive service updates or marketing communications, which you may withdraw at any time.
Who we share data with
We share personal data only where necessary: with vetted subcontractors and certified engineers attending your site, with landlords, freeholders, managing agents or tenants where required to coordinate works, with professional advisers, insurers and auditors, with software providers who host our systems on our behalf, and with regulators or authorities where we are legally required to do so. We do not sell personal data.
International transfers
Our systems are hosted within the United Kingdom or European Economic Area wherever possible. Where a supplier processes data outside the UK, we rely on UK adequacy regulations or the International Data Transfer Agreement / Addendum together with appropriate supplementary safeguards.
Retention
- Enquiries that do not proceed to contract: retained for up to 24 months.
- Client and contract records: retained for 7 years after the end of the engagement for tax, insurance and limitation purposes.
- Statutory compliance records including electrical, fire, asbestos and water hygiene documentation: retained for the periods required by the applicable regulations and for the life of the asset record where relevant.
- Website analytics data: retained in aggregated form only.
Your rights
You have the right to be informed, and rights of access, rectification, erasure, restriction of processing, data portability and objection, including the right to object to processing based on legitimate interests. Where processing is based on consent, you may withdraw that consent at any time. To exercise any right, contact us using the details below. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
Security
We apply access controls, encryption in transit, role-based permissions, supplier due diligence and staff confidentiality obligations to protect personal data. Site access credentials, alarm codes and keyholder information are treated as confidential and shared strictly on a need-to-know basis.
Terms of Service
1. Scope
These terms govern use of this website and, unless superseded by a signed management agreement or works order, the provision of property management, block management and maintenance services by Coltman & Croft Estates. Where a signed agreement exists, that agreement prevails.
2. Quotations and instructions
Quotations are based on the information supplied and on site conditions reasonably foreseeable at survey. Where latent defects, asbestos, restricted access or unforeseen plant condition materially change the scope, we will issue a variation for approval before proceeding, except where immediate action is required to make an asset safe.
3. Access and site conditions
- The client is responsible for arranging safe and timely access to plant rooms, risers, roofs and demised areas.
- The client shall provide known asbestos registers, service records and any relevant risk assessments prior to works commencing.
- Aborted visits caused by lack of access may be chargeable at our standard call-out rate.
4. Charges and payment
Unless otherwise agreed in writing, invoices are payable within 30 days of the invoice date. We reserve the right to charge statutory interest on overdue sums under the Late Payment of Commercial Debts (Interest) Act 1998. All prices are exclusive of VAT unless stated otherwise.
5. Standard of work and warranties
Works are carried out with reasonable skill and care by competent, certified operatives and in accordance with applicable regulations and manufacturer requirements. Installation workmanship is warranted for 12 months from completion. Manufacturer warranties on supplied equipment are passed through to the client and are subject to the relevant maintenance regime being followed.
6. Emergency and out-of-hours attendance
Our 24/7 dispatch line is provided for genuine emergencies affecting safety, security or continuity of occupation. Emergency attendance is charged at out-of-hours rates unless included within an agreed management contract. Response targets are provided in good faith and may be affected by circumstances outside our control.
7. Liability
Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for any liability that cannot lawfully be limited. Subject to that, our total liability arising from any engagement is limited to the greater of the charges paid for the relevant works or the amount recoverable under our insurance policies. We are not liable for indirect or consequential loss, loss of profit, loss of rent or business interruption.
8. Website content and intellectual property
Website content, including text, layout, branding and design, is owned by or licensed to Coltman & Croft Estates and may not be reproduced without permission. Guidance published in our Insights section is general in nature and does not constitute professional, legal or engineering advice for a specific asset.
9. Termination
Either party may terminate a management agreement on the notice period stated in that agreement. On termination we will provide reasonable handover of compliance records and asset documentation, subject to settlement of outstanding sums.
10. Governing law
These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.
Data Protection Contact
For any privacy request, data protection question or complaint, contact our data protection lead:
- Email: privacy@coltmancroft.co.uk
- Post: Data Protection Lead, Coltman & Croft Estates, West Midlands, United Kingdom