QHSERVICES LTD — Privacy Policy & Terms

Effective: 06 October 2025

This page covers how we handle personal data (Privacy Policy) and the terms that apply when you use our website or hire us (Terms & Conditions). It follows UK GDPR and the Data Protection Act 2018. If anything is unclear, email contact@qhservices.co.uk.

Privacy Policy

Who we are

QHSERVICES LTD (“we”, “us”) is the data controller for information collected through our website and during service delivery.

Personal data we collect

  • Contact details — name, email, phone, address.
  • Service data — enquiries, quotes, instructions, schedules, invoices.
  • Recruitment data — CVs, right-to-work, qualifications, references, SIA details (if applicable).
  • Technical data — IP address, device, and cookie identifiers when you use our site.
  • Operations/safety — where we handle incident logs or CCTV at client sites, we do so under client instructions or our legitimate interests in safety and security.

How and why we use data (lawful bases)

  • Contract — to provide quotes, deliver services, and manage accounts.
  • Legitimate interests — to run and improve our business, ensure site safety, prevent fraud, and protect legal rights.
  • Legal obligation — to meet UK laws and regulatory requirements (employment, tax, H&S).
  • Consent — for optional activities like certain marketing. You can withdraw consent at any time.

Sharing

We do not sell personal data. We may share it with:

  • IT, hosting, communications, HR/payroll, and accounting providers who work under contract.
  • Clients where needed for site access or service delivery.
  • Regulators, law enforcement, insurers, or advisers where required or permitted by law.

International transfers

If we transfer data outside the UK, we use safeguards recognised by UK law (for example the UK Addendum to the EU Standard Contractual Clauses).

How long we keep data

We keep data only as long as needed. Typical periods:

  • Enquiries/quotes: up to 24 months.
  • Client and financial records: 6 years.
  • Unsuccessful recruitment: 6–12 months.
  • Security logs/CCTV: shortest practical period unless needed for an investigation.

Your rights

You can:

  • Access your data and get a copy.
  • Ask us to correct inaccurate data.
  • Ask us to delete or restrict processing in some cases.
  • Object to processing based on legitimate interests or direct marketing.
  • Request data portability where applicable.
  • Withdraw consent where we rely on consent.

To exercise your rights, email contact@qhservices.co.uk.
You can complain to the ICO at ico.org.uk or call 0303 123 1113.

Cookies

We use necessary cookies for site function and optional analytics to improve performance. You can control cookies in your browser settings. See our cookie notice for details.

Security

We use access controls, encryption in transit, and regular updates. No method is perfect, but we aim for appropriate protection based on risk.

Updates to this policy

We may update this policy and will post the new version here with a new effective date.

Terms & Conditions

These Terms apply to private security, cleaning, and call centre services, and to use of our website.

1) Quotes and orders

  • Quotes are valid for 30 days unless stated otherwise.
  • A contract forms when you accept our quote in writing or sign a service agreement.
  • We may conduct basic checks (for example credit or site risk) before accepting an order.

2) Services

  • We provide services with reasonable skill and care and follow lawful, proportionate conduct at all times.
  • You will provide safe access, accurate instructions, inductions, and a suitable working environment.
  • Changes in scope may affect timelines and fees; we’ll agree changes in writing.

3) Fees and payment

  • Fees are as agreed in writing. Out-of-scope work may be charged at our standard rates.
  • Unless stated otherwise, invoices are due within 14 days of issue.
  • We may charge statutory interest and reasonable recovery costs on late payments and suspend services for non-payment.

4) Client responsibilities

  • Provide site rules, risk details, permits, and required equipment or passes.
  • Comply with health and safety and any lawful instructions necessary to deliver the service.

5) Staff and subcontractors

  • We may use vetted subcontractors and remain responsible for delivery.
  • You agree not to solicit or directly employ our staff during the engagement and for 6 months after, unless agreed in writing. A reasonable introduction fee may apply if you do.

6) Data protection

Each party will follow UK data protection law. See the Privacy Policy above. Where we act as processor for a client, processing will be under a written data processing agreement if required.

7) Confidentiality

Both parties must keep confidential information secret and use it only to perform the contract, except where disclosure is required by law or to professional advisers who are bound to confidentiality.

8) Cancellation and access

  • Either party may cancel with reasonable written notice per the service agreement.
  • We may charge for completed work, time reserved, and non-recoverable costs.
  • If we are denied safe access or instructions, we may suspend or end the service on notice.

9) Insurance and liability

  • We maintain appropriate business insurance.
  • Nothing limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be limited by law.
  • Cap: Subject to the above, our total liability for all claims in any 12-month period is limited to the total fees paid by you in that period.
  • Exclusions: We are not liable for indirect or consequential loss, loss of profit, loss of business, loss of data, or business interruption.
  • You are responsible for safe site conditions, accurate instructions, and any losses arising from your breach of contract or law.

10) Force majeure

Neither party is liable for delay or failure caused by events beyond reasonable control, provided the affected party takes reasonable steps to mitigate and resumes performance as soon as practicable.

11) Complaints

Contact contact@qhservices.co.uk. We will investigate and respond promptly. You may also seek advice from Trading Standards or Citizens Advice if needed.

12) Governing law

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.

Company: QHSERVICES LTD, 30 Hathway Walk, Bristol, BS5 0UY, United Kingdom. — Last updated: 06 October 2025