Privacy Policy

This website is owned and operated by:

• Codeex Maintenance Ltd
• Company Number: 12777967
• Registered Address: 128 City Road, London, EC1V 2NX, United Kingdom

Fire Door Inspections is a marketing and booking platform operated by Codeex Maintenance Ltd.

All bookings, inspections, invoices, reports, and communications are legally issued by Codeex Maintenance Ltd, which acts as the Data Controller for all personal data collected.

We collect only data that is necessary to deliver our services and operate our business effectively.

2.1 Personal Information

• Full name
• Email address
• Telephone number
• Property address and service location
• Access notes and booking preferences
• Communication history, including email, phone, and WhatsApp
• Building or site details relevant to the requested service

2.2 Technical Information

Collected automatically when you visit our website:

• IP address
• Device type
• Browser type and version
• Operating system
• Time zone and approximate location
• Pages visited and navigation behaviour

2.3 Usage & Interaction Data

• Contact and booking form submissions
• Service enquiry details
• Inspection history
• Preferences for reminders and updates
• Website interaction behaviour

2.4 Marketing Preferences

• Email or SMS opt-in / opt-out status
• Communication preferences

2.5 Cookies & Tracking Technologies

We use cookies and similar technologies to operate the website, remember essential preferences, and understand how visitors use our pages.

We use local storage or session storage for essential website functionality, including remembering whether you have accepted our Terms & Conditions or whether certain website notices have already been shown during your session.

2.6 Website Analytics (Microsoft Clarity)

We use Microsoft Clarity to understand how visitors interact with this website. Clarity may collect information such as clicks, scrolling, page visits, device and browser information, approximate location, and session interactions.

This helps us improve website usability, identify errors or confusing journeys, and improve quote and contact form experiences. Clarity may use session recordings, heatmaps, and behavioural analytics for these purposes.

Microsoft processes this information as a service provider in accordance with its own privacy terms. For more detail on the cookies and technologies involved, see our Cookie Policy at /cookie-policy/.

You can control cookies and similar technologies through your browser settings and any cookie controls made available on the website. Clearing browser storage may reset preferences such as legal acceptance or session notices.

We process personal data in accordance with UK GDPR under the following lawful bases.

3.1 Service Delivery (Contract)

To:

• Arrange and manage fire door inspections
• Allocate inspectors or subcontractors
• Issue reports, findings, and remedial quotations
• Coordinate access and attendance
• Send invoices and payment confirmations

3.2 Business Operations (Legitimate Interest)

To:

• Provide customer support
• Communicate regarding bookings and services
• Maintain internal records
• Improve our website and service quality
• Schedule inspectors using tools such as WhatsApp Business and Google Calendar

3.3 Legal & Regulatory Compliance (Legal Obligation)

To comply with:

• HMRC requirements
• Fire safety and compliance record keeping
• Insurance, audit, and legal obligations

3.4 Marketing Communications (Consent or Legitimate Interest)

We may send:

• Fire door inspection reminders
• Service updates
• Fire safety and compliance information

Marketing communications are sent only with your consent, or where permitted under legitimate interest for existing customers.

You can unsubscribe at any time using the link provided or by contacting us directly.

3.5 Website Analytics & Performance (Legitimate Interest and, where required, Consent)

We use Microsoft Clarity to analyse how visitors use our website, including interaction patterns, heatmaps, and session recordings. This supports our legitimate interest in improving website usability, troubleshooting issues, and improving quote and contact journeys.

Where UK data protection law requires consent for non-essential analytics cookies or similar technologies, we will seek that consent before those technologies are used. We do not use Google Analytics, Google Tag Manager, Meta Pixel, or similar marketing trackers on this website unless clearly disclosed in our Cookie Policy.

We only collect personal data that is necessary, relevant, and proportionate for delivering our services and meeting legal obligations. We do not collect excessive or irrelevant information.

We do not sell or rent your personal data. We only share data where necessary for service delivery or legal purposes.

5.1 Subcontractors & Inspectors

We use vetted subcontractors and inspectors to deliver inspection services. They may receive your name, property address, contact details, access instructions, and relevant documentation including photos, previous reports, or site information where needed.

Subcontractors and inspectors may use data only to deliver your booked service, must comply with UK GDPR, are prohibited from marketing to you, and operate as authorised service partners. Codeex Maintenance Ltd remains the Data Controller at all times unless otherwise stated by law or contract.

5.2 Service Providers

We may share data with trusted third-party providers, including website hosting and IT providers, website form systems, Microsoft Corporation (Microsoft Clarity website analytics), Google Workspace (including Gmail, Drive, and Calendar), WhatsApp Business, accounting and invoicing systems, and payment processors. All providers are expected to operate under GDPR-compliant agreements.

5.3 Legal & Insurance Disclosure

We may disclose personal data where required by law enforcement authorities, courts or regulatory bodies, insurers, or professional advisers.

Some service providers, for example Google, may process data outside the UK. Where this occurs, we rely on UK GDPR-approved safeguards, Standard Contractual Clauses, and other approved international transfer mechanisms.

We implement appropriate technical and organisational security measures, including encrypted systems, secure cloud storage, access controls, and confidentiality obligations for staff and subcontractors.

We retain personal data only for as long as necessary for service delivery, legal, tax, and regulatory obligations, insurance and dispute handling, and compliance record keeping.

Typical retention periods include a minimum of 6 years for HMRC and business records. Data is securely deleted or anonymised once no longer required.

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

Under UK GDPR, you have the right to access your personal data, request correction of inaccurate data, request deletion where legally permitted, restrict processing, object to marketing, request data portability, and withdraw consent at any time.

To exercise your rights, contact: mail@codeex.co.uk

We may request identity verification before responding. You also have the right to lodge a complaint with the Information Commissioner's Office at www.ico.org.uk.

Our services are intended for adults responsible for properties or buildings. We do not knowingly collect personal data from individuals under the age of 18.

If a personal data breach occurs that poses a risk to your rights or freedoms, we will notify affected individuals without undue delay and report the breach to the ICO where legally required.

If you submit a review, testimonial, email feedback, or public comment, you consent to us publishing the review on our platforms and using your first name and initial only, unless you give further consent. Full personal details are never published without explicit consent.

We may update this Privacy Policy from time to time. Any changes will be published on this page with a revised "Last Updated" date.

• Codeex Maintenance Ltd
• Trading as Fire Door Inspections
• 128 City Road, London, EC1V 2NX, United Kingdom
• Email: mail@codeex.co.uk