Professional Pest Management Limited

Company	Professional Pest Management Limited (trading as PPM) – “PPM”, “we”, “us”, “our”

Address	Unit 7A, Old Bridge Way, Shefford, Bedfordshire, SG17 5HQ

Data protection contact	office@ppmlimited.co.uk

Version	2.2 – June 2026

1.  What this policy covers

This policy explains how Professional Pest Management Limited collects, uses, stores and shares personal data when you use our website, contact us, or request pest control services, including services we deliver on behalf of local authorities and other contracting organisations.

When we deliver services under contract to a local authority or other organisation (for example, a council’s housing pest control contract), that organisation is typically the data controller and we act as a data processor on their behalf. In those cases, their privacy notice will also apply to the processing of your personal data alongside this policy. Where PPM collects data directly and determines the purpose and means of processing, PPM is the data controller.

2.  Personal data we collect

Depending on the service required and the information you provide, we may collect the following:

Identity and contact details

• Full name
• Address and postcode
• Email address
• Telephone number(s)

Service request details

• Pest type and description of the problem
• Location details and access information
• Photographs you choose to submit
• Treatment records, visit notes and follow-up recommendations

Benefits and charging information

Where a service is subject to means-tested charging, we may ask whether you are in receipt of qualifying benefits in order to apply the correct charging route. We record a yes/no indicator only; we do not ask you to upload benefit entitlement documents via the website unless a separate secure method has been agreed.

Special category data

Pest control visits particularly in social housing may involve information that touches on health, disability, vulnerability or safeguarding. Where you choose to share such information (for example, to help us access your property safely or to explain a delay), we will handle it with particular care under Article 9 UK GDPR. We will only process special category data where we have a lawful basis to do so, such as where processing is necessary to protect your vital interests or those of another person or where you have given explicit consent.

Communications

• Records of calls, emails, SMS messages, appointment confirmations and contact attempts
• Outbound appointment confirmations, reminders and service updates sent by email or SMS
• Notes relating to complaints, disputes or escalations

Website usage data

• IP address and device/browser information
• Pages visited and time spent on the site
• Cookie data (see Section 9)

3.  How we use your data and our lawful basis

We use personal data only where we have a lawful basis to do so under UK data protection law. The table below sets out our main purposes and the lawful basis we rely on.

We do not carry out automated decision-making that produces legal or similarly significant effects on individuals.

Where you provide a mobile telephone number or email address, we may use these to send appointment confirmations, reminders and service updates relating to your request. These communications are transactional and form part of delivering the service to you. We will not use your contact details for marketing purposes without your separate consent.

4.  Who we share your data with

We share personal data only where necessary to deliver the service or meet a legal obligation. This may include:

• Our contracting authority (for example, a local council) where we are delivering services on their behalf, for operational coordination, reporting, escalation and audit purposes.
• IT and system providers including hosting, email, job management, scheduling and communications platforms. Where providers are based outside the UK or EEA, we ensure appropriate safeguards are in place (see Section 10).
• Payment providers, where payment is required. We do not store full card details.
• Professional advisers including insurers, auditors and legal advisers, where required.
• Regulators and law enforcement where we are legally required to disclose information.
• Emergency services or safeguarding bodies where we reasonably believe there is a risk to the health, safety or welfare of any person.

We do not sell personal data.

5.  Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. These include:

• Access controls and role-based permissions limiting data access to those who need it.
• Confidentiality obligations for all staff and contractors who handle personal data.
• Secure transmission of data where possible.
• Regular review of our systems and procedures.

6.  How long we keep your data

We keep personal data only for as long as necessary for the purposes described in this policy, including legal, regulatory and audit requirements. The table below gives indicative retention periods for the main record types we hold.

After the applicable retention period, data is securely deleted or anonymised. If you have a question about retention for a specific record type, please contact us.

7.  Your rights

Under UK GDPR you have the following rights in relation to your personal data:

• Right of access – to request a copy of the personal data we hold about you (a subject access request).
• Right to rectification – to ask us to correct inaccurate or incomplete data.
• Right to erasure – to ask us to delete your data in certain circumstances.
• Right to restriction – to ask us to restrict how we use your data while a concern is resolved.
• Right to object – to object to processing based on legitimate interests.
• Right to data portability – in certain cases, to receive your data in a structured, machine-readable format.
• Right to withdraw consent – where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

We will respond to requests within one calendar month of receipt. In complex or high-volume cases we may extend this by a further two months, in which case we will notify you of the extension within the first month.

To exercise any of these rights, please contact us at office@ppmlimited.co.uk. We may need to verify your identity before processing your request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113. We would welcome the opportunity to address any concerns before you contact the ICO.

8.  Payments

Where a payment is required, card and payment details are processed securely by our payment provider. We do not store full card details on our own systems. Please refer to your payment provider’s privacy notice for further information about how they handle your data.

9.  Cookies

We use cookies on our website. Cookies are small text files placed on your device that help the website function and allow us to understand how it is used.

Strictly necessary cookies

These are essential for the website to work and cannot be switched off. They are usually set in response to actions you take, such as submitting a form.

Analytics and performance cookies

Where we use analytics cookies to understand website usage (for example, page visits and traffic sources), we will seek your consent before placing these cookies. You can withdraw consent at any time through your browser settings or our cookie preference tool.

You can manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the website. For more information about cookies and how to manage them, visit aboutcookies.org.

10.  International transfers

Some of our IT service providers may store or process data outside the United Kingdom or the European Economic Area (EEA). Where this occurs, we take steps to ensure that appropriate safeguards are in place to protect your personal data to the same standard required under UK data protection law. These safeguards may include the use of International Data Transfer Agreements (IDTAs) or transfers to countries with an adequacy decision from the UK Secretary of State.

If you would like more information about the safeguards in place for international transfers, please contact us.

11.  Third-party links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy notices before providing any personal data to them.

12.  Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The current version will always be available on our website. Where a change is material, we will take reasonable steps to draw it to your attention.

13.  Contact us

If you have any questions about this policy or how we handle your personal data, please contact us:

Email: office@ppmlimited.co.uk
Post: Professional Pest Management Limited, Unit 7A, Old Bridge Way, Shefford, Bedfordshire, SG17 5HQ