Privacy notice
This notice explains how GBS Property Maintenance Ltd ("GBS", "we") uses personal data when you contact us, use this website or work with us as a client, contractor or supplier.
Last updated: 2026-10-10.
Who we are
GBS Property Maintenance Ltd is the data controller. We are registered in England and Wales under company number 16560774 with our registered office at 5-6 Tile Kiln Lane, London, N13 6BX. For any question about this notice or your data, contact us at info@gbs-pm.co.uk or write to the registered office.
What we collect and why
| Activity | Data | Purpose and lawful basis |
|---|---|---|
| Quote request form, email or telephone enquiry | Name, organisation, role, email, telephone, property address and details of the works | To respond to your enquiry, survey and quote. Lawful basis: steps taken at your request before entering a contract, and our legitimate interest in responding to business enquiries. |
| Client accounts and works | Contact details, site and access information, job records, photographs of the property, invoicing details | To deliver, document and invoice works. Lawful basis: performance of a contract and compliance with legal obligations such as health and safety and tax record-keeping. |
| Residents and occupiers of buildings we work in | Name, flat number, contact details and access arrangements supplied by the managing agent or landlord | To arrange access and carry out works safely. Lawful basis: legitimate interests of the building owner, managing agent and residents in having works completed. |
| Suppliers and subcontractors | Contact details, insurance, competence and payment information | To manage the supply chain. Lawful basis: performance of a contract and legal obligations. |
Cookies and website analytics
This website does not set cookies and does not use analytics or advertising scripts. Fonts and all other files are served from our own domain. Our hosting provider records standard server logs, including IP address, browser type and pages requested, for security and performance; these are retained for a limited period and are not used to identify visitors.
If you submit the quote request form, it is delivered to us either by your own email client or by a form-handling service acting as our processor; it is used only to pass the enquiry to us.
Who we share data with
We share personal data only where needed to deliver our services: with subcontractors and suppliers working on a job, with managing agents, landlords and insurers who have instructed the works, with our accountants, insurers and professional advisers, and with IT and hosting providers who process data on our instructions. We do not sell personal data. Where a provider is outside the UK, we rely on UK adequacy regulations or the International Data Transfer Agreement.
How long we keep data
Enquiries that do not lead to work are deleted within 12 months. Job records, reports, photographs and invoices are kept for 6 years after the end of the financial year in which the work was completed, to meet contractual, tax and limitation requirements. Fire door inspection records may be kept longer where they form part of a building's fire safety file.
Your rights
Under UK GDPR you can ask to access the personal data we hold about you, have it corrected or erased, restrict or object to its use, or receive it in a portable format. Where we rely on consent you can withdraw it at any time. To exercise any right, email info@gbs-pm.co.uk. We will respond within one month.
You can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve any concern first.
Security
Data is held on access-controlled systems. Site photographs are taken only of the works and building fabric; we avoid capturing people, personal belongings or documents wherever practicable.
Changes to this notice
We review this notice at least annually and will publish any changes on this page.