This policy explains what personal information Elite Blue Gas (Colchester, Essex, CO5 7JJ, United Kingdom; info@elitebluegas.co.uk; 07872393742) collects, why, who else handles it, how long we keep it and what your rights are. It covers this website, our customer portal (portal.elitebluegas.co.uk) and the systems our engineers and office use to run your jobs. We are the data controller for this information under UK data protection law (UK GDPR and the Data Protection Act 2018).

What we collect

Contact details: your name, email address, phone number and the address of the property we work on.
Enquiries: what you tell us when you ask for a quote or a visit, through the website, by phone, or through a Facebook or Instagram advert form.
Job records: the work we do, appliance details, photos taken on site, gas safety certificates and other records we are required to keep.
Money: quotes, invoices and payments. We do not store card details.
Portal account: if we set up a portal account for you, your sign-in email and a record of when you use it.
Website use: see our Cookie Policy.

Why we use it

To quote for, book, carry out and follow up the work you ask for (performing our contract with you).
To issue and keep gas safety certificates and other records the law requires of us (legal obligation).
To invoice you, keep our accounts and meet HMRC's record-keeping rules (legal obligation).
To remind you when a service or safety check is due, and to send payment reminders (legitimate interests; you can ask us to stop at any time).
To keep our systems secure and to resolve disputes (legitimate interests).
Marketing only where you have agreed to it, and you can withdraw that agreement at any time.

Who else handles your information

We only share information with services that need it to do a job for us. Each is bound by a contract to protect it and to use it only on our instructions:

Supabase: hosts our database, file storage and sign-in, in London.
Amazon Web Services: serves the pages of our website, portal and office systems. It does not hold your records.
Xero: our accounting software. It receives invoices, the name and contact details on them, and our expense records.
Anthropic: helps our staff estimate quotes from a description of the work. It is not sent your name or contact details.
Resend: sends emails such as portal sign-in links and payment reminders.
Meta (Facebook and Instagram): if you fill in one of our advert forms, Meta passes us what you entered.

We do not sell your information. We will only share it with anyone else where the law requires it, for example with HMRC or the Gas Safe Register, or with your agreement. If we start using a new service that would handle your information, we will add it here first.

Where it is kept

Your records are stored in the United Kingdom. Where a service we use is based outside the UK, such as Anthropic or Resend, it is used under the safeguards UK law requires for international transfers.

How long we keep it

Invoices, payments and accounting records: six years after the end of the financial year they relate to, as HMRC requires.
Gas safety certificates and job records: for as long as they may be needed for safety, warranty or legal reasons, and at least six years.
Enquiries that do not lead to work: up to two years, then deleted.
Portal accounts: until you ask us to close yours, or two years after your last job.

How we protect it

Your information is encrypted while it travels (TLS 1.2 or later) and while it is stored. Only our staff can see customer records, and each staff sign-in needs both a password and a code from an authenticator app. Every change to records, and everything sent to our accounts, is logged. Portal accounts can only ever see their own records. If something ever goes wrong, we will act straight away and tell you and the Information Commissioner's Office where the law requires it.

Your rights

You can ask us for a copy of the information we hold about you, ask us to correct it, delete it, or limit or object to how we use it, and ask for a copy in a form you can take elsewhere. Some records, such as invoices and gas safety certificates, we must keep by law even if you ask us to delete them. To make a request, email info@elitebluegas.co.uk. We will reply within one month.

If you are unhappy with how we handle your information, please tell us first. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).

Cookies

To learn how this website uses cookies and your choices about them, see our Cookie Policy.

Changes to this policy

We will update this page when the way we handle information changes, and change the date at the top.

Privacy Policy