Privacy Policy

Introduction, Scope & Acknowledgement

Fumecare Ltd ("we", "us", "our", "Company") is a UK-based manufacturer of forensic and laboratory fume containment equipment. This policy explains how we collect, use, store, process and protect your personal data.

IMPORTANT - BY SUBMITTING ANY PERSONAL DATA TO FUMECARE LTD, YOU EXPLICITLY ACKNOWLEDGE AND ACCEPT ALL TERMS OF THIS POLICY, INCLUDING ALL LIMITATIONS OF LIABILITY, DISCLAIMERS, ASSUMPTION OF RISK, AND DATA RETENTION PRACTICES. IF YOU DO NOT ACCEPT THESE TERMS IN FULL, DO NOT SUBMIT YOUR DATA.

Data Controller & Contact Information

Data Controller:
Fumecare Ltd

Contact Details:
• Email: office@fumecare.com
• Telephone: 01704 833 093

Personal Data We Collect

We collect the following categories of personal data:

• Contact Information: Names, job titles, email addresses, telephone numbers, postal addresses.
• Business Information: Company names, business type, industry, registration details, purchase history.
• Enquiry & Service Data: Quotation requests, technical requirements, correspondence, service requests.
• Marketing & Engagement Data: Website behaviour, email engagement, marketing preferences.

Legal Basis for Processing

We process your data under the following legal bases: (i) Performance of contract; (ii) Your explicit consent (for marketing only); (iii) Our legitimate interests in operating our business; (iv) Legal and regulatory obligations.

Use of Your Personal Data

Your data is used for: responding to enquiries, preparing quotations, processing orders, customer support, sending invoices and updates, maintaining CRM records, marketing (with consent), product improvements, business analytics, maintaining business records, fraud prevention, and legal compliance.

Permanent CRM Data Retention & Business Records

CRITICAL NOTICE:
Once your personal data is entered into our Customer Relationship Management (CRM) system, it becomes part of our permanent business records and will be retained indefinitely. This is irrevocable and cannot be changed.

Data Retention Policy:
• CRM Records: Retained permanently and indefinitely as permanent business archives. Once recorded in our CRM, data is considered part of our irreplaceable business history.
• Active Customers: Retained for the duration of the relationship plus 6 years minimum (for legal, tax, and accounting compliance).
• Prospective Customers: Retained for 6+ years minimum (for business record purposes).
• Marketing Opt-Out Contacts: Even after unsubscribing, contact history remains permanently in CRM records.

Business Justification for Indefinite Retention:
We retain all CRM data indefinitely based on the following essential business purposes: (i) Complete business record maintenance; (ii) Customer relationship continuity; (iii) Repeat and future business; (iv) Tax and accounting compliance (UK requires 6 years); (v) Legal protection and defence; (vi) Business continuity and succession planning; (vii) Reference and audit trail integrity; (viii) Fraud prevention and security.

Acknowledgement of Permanent Retention:
You acknowledge and accept that your data, once entered into our CRM, will remain in our systems permanently and that no future request for deletion can fully remove data from our business records and systems. Backup systems, archives, and business continuity copies may retain your data indefinitely.

Marketing Communications & Consent

We send marketing communications only with explicit prior consent. You can opt out at any time by emailing office@fumecare.com or clicking unsubscribe links. However, your data remains permanently in our CRM and may be used for future contact if business conditions change.

Third-Party Sharing & Data Recipients

We do not sell data. We may share with: business partners and distributors, IT service providers, professional advisers, payment processors, and law enforcement when legally required. You accept that your data may be disclosed to any of these parties.

Data Security Measures & Limitation of Liability

Security Measures Implemented:
We implement HTTPS encryption, access controls, employee training, regular updates, and security reviews. We are ISO 9001:2015 accredited.

CRITICAL DISCLAIMER - NO GUARANTEE OF SECURITY:
NO TRANSMISSION OVER THE INTERNET IS COMPLETELY SECURE. By providing your data, you assume all risks of electronic transmission and storage. Fumecare Ltd does not guarantee, warrant, or represent that your data will remain secure, confidential, or free from unauthorised access or disclosure.

FUMECARE LTD ACCEPTS NO LIABILITY FOR:
• Unauthorised access, interception, or disclosure of your data (regardless of cause)
• Data breaches, whether external or internal
• Loss, corruption, or deletion of your data
• Misuse of your data by third-party service providers or partners
• Breaches caused by factors beyond our reasonable control
• Cyber attacks, malware, hacking, phishing, or similar threats
• Human error, negligence, or misconduct by employees or contractors
• Acts of God, war, terrorism, natural disasters, or governmental action
• Indirect, consequential, incidental, special, or punitive damages
• Loss of profits, revenue, business opportunity, or goodwill
• Data breaches arising from third-party vulnerabilities despite our safeguards
• Failure to prevent unauthorised access or disclosure

LIMITATION OF LIABILITY:
Our total liability in connection with data processing shall not exceed £1 or the amount paid by you to Fumecare Ltd in the 12 months preceding the claim, whichever is lower. This limitation applies regardless of the nature of the claim, whether in contract, tort, negligence, or otherwise.

ASSUMPTION OF RISK:
You assume full and complete responsibility for all risks associated with providing your personal data to us. You understand that data security cannot be guaranteed and that loss or unauthorised disclosure is possible. You accept these risks voluntarily.

Data Subject Rights (Subject to Exceptions)

Under UK GDPR, you have rights to access, rectify, erase, restrict, port, and object to processing. However, these rights are subject to the following important limitations:

• Right to Erasure: This right is limited. CRM data will not be deleted as it constitutes permanent business records essential for legal compliance, tax requirements, and business continuity.
• Right to Restrict Processing: We may continue processing where necessary for legitimate business purposes or legal obligations.
• Right to Object: We may override your objection where we have compelling legitimate interests or legal obligations.
• Data Portability: We will provide data portability only where technically feasible and proportionate. Complex or archived data may be excluded.

Processing Times: We will respond to rights requests within 30 days where possible, but may extend to 90 days for complex requests. Requests may be refused if manifestly unfounded or excessive.

Data Subject Rights Requests

Submit requests to: office@fumecare.com or call 01704 833 093

We may require proof of identity before responding. Complex requests may incur reasonable fees. We reserve the right to refuse requests that are manifestly unfounded, excessive, or repetitive.

Data Accuracy & User Responsibility

YOU ARE ENTIRELY RESPONSIBLE for ensuring that any data you provide is accurate, complete, and up to date. Fumecare Ltd does not verify data accuracy and does not warrant the accuracy or completeness of information you provide or information obtained from third parties.

We are not liable for inaccurate data, incomplete information, or decisions made based on incorrect data. You accept full responsibility for the accuracy of your submissions.

International Data Transfers

We primarily process data in the UK/EU. Where international transfers occur, we use Standard Contractual Clauses or adequacy decisions. You accept that international transfers may have different privacy protections than UK law.

Cookies & Tracking Technologies

Our website uses cookies and tracking technologies for analytics and marketing. See our Cookie Policy for details. We are not liable for cookie-based tracking or data collection.

Third-Party Websites & Links

Our website contains third-party links. We are not responsible for third-party privacy practices, security, or content. Review their privacy policies before providing data.

Employee Access & Internal Processing

Your personal data is accessible to Fumecare Ltd employees and contractors who need it for business purposes. We do not limit employee access based on strict need-to-know principles. You accept that multiple employees may access and process your data. Fumecare Ltd is not liable for any unauthorised internal access or misuse by employees, subject to applicable employment law.

Email & Communication Security

Email is not a secure communication method. By emailing us or allowing us to email you, you accept that emails may be intercepted, read, or forwarded by third parties. Fumecare Ltd is not liable for unauthorised access to emails or communications.

Data Breaches & Breach Notification

In the event of a suspected data breach, we will notify affected individuals and the ICO where legally required. However, we provide no guarantee of prompt notification. Breach notifications may be delayed or limited depending on circumstances.

We accept no liability for damages, losses, or claims arising from data breaches, including any delay in breach notification.

Indemnification

You agree to indemnify and hold harmless Fumecare Ltd from any claims, damages, losses, or expenses (including legal fees) arising from: (i) Your provision of inaccurate data; (ii) Your violation of this policy; (iii) Your violation of applicable law; (iv) Claims by third parties regarding your data.

Force Majeure

Fumecare Ltd is not liable for failures to comply with this policy due to circumstances beyond our reasonable control, including: acts of God, war, terrorism, pandemics, cyber attacks of unprecedented scale, governmental action, or infrastructure failure.

Business Transfers & Acquisitions

In the event of merger, acquisition, or sale of Fumecare Ltd, your data will be transferred as part of that transaction. You have no right to prevent such transfer, and the acquiring entity may use your data differently. By providing data, you consent to potential transfer in business transactions.

No Automated Decision-Making

We do not use automated decision-making that produces legal or significant effects. Decisions regarding quotations and orders are made by our team with human review.

Policy Changes

We may update this policy at any time without notice. Your continued use of our services constitutes acceptance of changes. We are not obligated to notify you of updates.

Severability & Governing Law

If any provision of this policy is found invalid, the remaining provisions continue in full effect. This policy is governed by English law. Any disputes shall be subject to exclusive jurisdiction of English courts.

Regulatory Complaints

You may lodge complaints with the Information Commissioner’s Office (ICO) at www.ico.org.uk or 0303 123 1113. However, this policy sets out our terms, and any complaint outcome does not override these contractual terms between you and Fumecare Ltd.

Entire Agreement

This privacy policy, together with our Terms of Business, constitutes the entire agreement between you and Fumecare Ltd regarding data processing. It supersedes all prior discussions, negotiations, or understandings.

Final Acknowledgement & Binding Consent

BY PROVIDING YOUR PERSONAL DATA TO FUMECARE LTD, YOU CERTIFY THAT:

• You have read and fully understand this privacy policy
• You accept all terms, limitations of liability, and disclaimers in full
• You understand and accept that your data will be retained permanently in our CRM
• You accept all risks associated with providing your data electronically
• You waive any claim against Fumecare Ltd for data security failures, breaches, or loss
• You are solely responsible for the accuracy of your data
• You consent to your data being shared with third parties as described
• You acknowledge that Fumecare Ltd’s liability is strictly limited as stated
• You agree to indemnify Fumecare Ltd from any third-party claims

FAILURE TO ACCEPT THESE TERMS MEANS YOU SHOULD NOT PROVIDE YOUR DATA.

Contact & Support

• Email: office@fumecare.com
• Telephone: 01704 833 093

We aim to respond to inquiries within 5 business days.