Privacy Policy

This Privacy Policy explains how Roof Hawk Ltd (“Roof Hawk”, “we”, “us” or “our”) handles personal information.

Our surveys primarily collect information about buildings and property rather than people. Where we process personal information, we handle it in accordance with applicable data-protection law.

1.Who we are

Roof Hawk Ltd

Company number: 16695314

Registered office: 71–75 Shelton Street, London, WC2H 9JQ

Email: hello@roofhawk.co.uk

Telephone: 0207 101 3349

Roof Hawk generally acts as the data controller for personal information where we determine why and how that information is used.

For some commercial projects, we may process particular information on behalf of a client. Where appropriate, the respective responsibilities will be addressed in our agreement with that client.

Data protection registration number: ZC041560

2.Information we may collect

Depending on how you interact with us, we may collect:

your name and contact details;
organisation and job details;
property addresses and survey instructions;
quotations, bookings, invoices and payment records;
communications with us;
information needed to plan or deliver a survey;
website and technical information; and
personal information that may occasionally appear in survey imagery.

We may receive information directly from you, from somebody acting for you, from a client commissioning our services, or from appropriate public or business sources.

3.How we use personal information

We may use personal information to:

respond to enquiries and provide quotations;
arrange and deliver our services;
identify properties and communicate with customers or site contacts;
manage payments and accounts;
provide customer support;
obtain permissions and operate safely;
maintain appropriate business and regulatory records;
protect and improve our services and systems;
establish, exercise or defend legal claims;
maintain website and information security; and
communicate with relevant business contacts about our services where permitted by law.

Our lawful basis will depend on what we are doing.

It will commonly be that the processing is necessary to perform a contract or take steps requested before entering one, comply with a legal obligation, or pursue our legitimate business interests where those interests are not overridden by the rights and interests of the individual.

Our legitimate interests include running and developing our business, developing our services and technology, operating safely, keeping proper records, establishing or defending legal claims, and telling businesses about our services.

Where consent is required, we will ask for it.

4.Survey imagery

Our surveys focus on buildings and property. Survey imagery will ordinarily show roofs, elevations and other physical features rather than individuals.

Survey material that does not relate to an identifiable individual is not personal information. However, information about a property can be personal information when it is linked to an identifiable owner or occupier, for example a survey of your home held against your booking. We treat it that way.

Personal information may also occasionally be captured incidentally during a survey, for example where an identifiable person or vehicle appears in an image. Where this happens, we minimise unnecessary collection where reasonably practicable and handle personal information in accordance with applicable data-protection law.

If you think you appear in our survey imagery, contact us at hello@roofhawk.co.uk.

5.Developing our services and technology

We may retain and use survey material to develop and improve Roof Hawk’s services and technology. This may include artificial-intelligence and computer-vision systems.

We store survey imagery separately from customer names and contact details. When we use survey material for this purpose, we remove or separate names, contact details and other identifiers where reasonably practicable. Where personal information is still involved, we only process it where we have an appropriate lawful basis and in accordance with applicable data-protection law.

We only share property-level information with third parties where it has been anonymised or aggregated, or where we have a lawful basis to do so.

Where information has been genuinely anonymised so that individuals are no longer identifiable, it is no longer personal information.

6.Business communications and marketing

We may use professional contact information to communicate with organisations and individuals who may reasonably be interested in Roof Hawk’s services, where permitted by law.

You can ask us to stop sending direct marketing at any time.

Opting out of marketing will not prevent us contacting you about an existing enquiry, quotation, booking, invoice or other service matter.

Where reasonably necessary, we may share personal information with organisations or people involved in providing or supporting our services, such as:

drone pilots and operational personnel;
IT, hosting, cloud-storage and communications providers;
payment and accounting providers;
independent roofing contractors, chartered surveyors and other specialists;
clients or organisations commissioning the relevant work;
professional advisers and insurers; and
regulators, authorities or law-enforcement bodies where required.

We require appropriate data-protection arrangements where another organisation processes personal information on our behalf.

We do not sell personal information.

This does not prevent Roof Hawk from using or commercialising survey material that is not personal information, or anonymised information derived from it.

8.International transfers

Some technology providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we use an appropriate lawful transfer mechanism or safeguard where required, such as UK adequacy regulations or the UK International Data Transfer Agreement.

9.How long we keep information

We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including to meet legal, accounting, insurance and operational requirements and to establish, exercise or defend legal claims.

As a guide:

enquiries and quotations that do not proceed: up to two years;
customer, booking and service records: six years after our last service to you;
accounting and tax records: six years after the end of the relevant financial year;
business contact details used for marketing: until you ask us to stop, or until we no longer have a reason to contact you; and
survey material: at least six months from delivery. We may keep it for longer where needed for the purposes described in sections 4 and 5, including defending legal claims and developing our services and technology.

When we no longer need personal information, we securely delete or anonymise it.

10.Keeping information secure

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss or misuse. Access is limited to people and organisations who need it for the purposes described in this policy.

11.Your rights

You have rights under data-protection law, including the right to:

access the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to delete your information;
ask us to restrict how we use your information;
object to our use of your information where we rely on legitimate interests, including for developing our services and technology;
object at any time to direct marketing;
receive information you provided to us in a portable format, in some circumstances; and
withdraw your consent at any time, where we rely on consent.

Some of these rights apply only in certain circumstances. To exercise any of them, contact us at hello@roofhawk.co.uk. We may ask you to confirm your identity.

We will respond within one month. If your request is complex, we may extend this by up to two further months and will tell you why.

12.Automated decision-making

We do not make decisions about individuals based solely on automated processing that have legal or similarly significant effects on them.

13.Cookies

Our website uses cookies and similar technologies. Some are necessary for the website to work.

We also use Google Analytics to understand how visitors use our website, so that we can improve it. It records information such as the pages you visit, how you arrived at the site, your approximate location (to town or city level), and the type of device and browser you use, and it sets cookies so that it can recognise a returning visitor. It does not tell us who you are, and we do not use it to identify you. Google provides Google Analytics to us as a service, and the information it collects may be processed in the United States. We keep Google Analytics data for 14 months.

You can stop Google Analytics collecting information about your visits by blocking cookies in your browser settings, or by installing the Google Analytics Opt-out Browser Add-on .

14.Complaints

If you have a concern or complaint about how we handle personal information, please contact us at hello@roofhawk.co.uk with “Data protection complaint” in the subject line. We will acknowledge your complaint within 30 days, investigate it without undue delay, keep you informed and tell you the outcome.

If you are not satisfied with our response, you can complain to the UK data protection regulator, the Information Commission (formerly the Information Commissioner’s Office), at www.ico.org.uk or on 0303 123 1113.

15.Changes to this policy

We may update this policy from time to time. The latest version will always be on our website, with the date it was last updated.