Privacy Policy

At Alton Facility Services, we take your privacy seriously. This policy outlines what information we collect, how we use it, and your rights regarding your personal data.

1. Information We Collect

We may collect personal information you provide to us, such as your name, email address, phone number, and address when you fill out a form or contact us directly through our website.

2. How We Use Your Information

We use the information to respond to enquiries, provide services, and send important updates related to your query or project. We do not sell or rent your information to third parties.

3. Legal Basis for Processing

We process your personal data based on the lawful grounds of:

Consent: When you voluntarily provide your information through our website forms.
Legitimate interest: When it is necessary for us to respond to enquiries, provide quotes, or deliver our services.

4. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy, including satisfying legal, accounting, or reporting requirements. Typically, we retain enquiry data for up to 12 months unless an ongoing service relationship exists.

5. Cookies & Analytics

We use cookies and standard analytics tools (such as Google Analytics) to understand website traffic and improve our services. These tools do not collect personal information that directly identifies you.

Website call tracking. If you accept analytics cookies, our website may show you a phone number that tells us how you found us (for example a Google or Microsoft advert, a search engine or another website). It also notes the pages you view, the advert's click reference and, from the advert's own link, whether you were on a mobile, tablet or computer, and whether you tap a phone number. A cookie keeps this for up to 30 days from when you accepted, and is deleted as soon as you withdraw consent. It goes to our own call system, which AFS runs on its own computer; Cloudflare carries the connection. If you don't phone us, it is held only in that system's working memory, never saved, and forgotten about four hours after the last page you viewed. If you do phone us, we link it to the record of your call, which we keep for up to 13 months (advert click references for 90 days); our nightly backups hold copies for up to 14 days more. That lets us see which adverts and pages bring enquiries. We don't record your IP address or browser details with any of this: like any website, our system sees your IP address when your browser connects, and uses it only in working memory to protect the service from abuse. If you don't accept, you may still see a different phone number, chosen in your browser alone: nothing is stored on your device and nothing about your visit is sent.

Measuring our Google adverts. If you contact us after clicking one of our Google adverts, we may tell Google Ads what came of it, for example that your enquiry was a genuine lead or that we sent you a quote, and the quote's value. So that Google knows which advert it was, we send either the advert's click reference (only if you accepted advertising cookies on our website) or, if you phoned us, a scrambled (hashed) copy of the number you called from, which Google matches against its own records. Google uses this to report which adverts bring enquiries and to decide where to show our adverts. We don't send your name, address or what your enquiry was about, and we don't allow Google to use it to personalise the adverts you see. To ask us not to share this, email sales@altonfs.com.

Calls may be recorded and transcribed by a third-party service to help us handle your enquiry. Emails and attachments you send us may be read by an AI service (OpenAI) to help us price your enquiry. OpenAI processes them for us and does not use them to train its models.

6. Social Media & API Access

Our admin system may post updates to our social media channels including Facebook, LinkedIn, and X (Twitter) through secure API connections. We do not access, store, or share user data from these platforms.

YouTube. Our internal tool "Lightning YouTube (AFS)" uses the YouTube Data API only for Alton Facility Services' own YouTube channel. It reads the list of our own videos and adds a link to the matching news article on altonfs.com to the description of our own videos. It does not access, collect or store any other person's YouTube or Google data. Its sign-in is kept encrypted on our own server and is never shared. To remove its access, the channel owner can revoke it at https://myaccount.google.com/permissions. See also Google's Privacy Policy and YouTube's Terms of Service.

7. Data Security

We take appropriate measures to protect your data using secure servers and limited access to information. Emails and form submissions are protected through SSL encryption.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

The right to access the information we hold about you
The right to correct inaccurate or incomplete information
The right to request deletion of your data
The right to restrict processing in certain circumstances
The right to data portability
The right to object to processing based on legitimate interest

To exercise any of these rights, please contact us at sales@altonfs.com.

9. Supervisory Authority

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

https://ico.org.uk/make-a-complaint/

10. Contact Us

If you have any questions about this Privacy Policy, please contact us:

By email: sales@altonfs.com
By phone: 01420 561661
By post: Alton Facility Services, Unit 5B & C Passfield Mill Business Park, Mill Lane, Liphook, Hampshire GU30 7QU

Last updated: October 2026