Privacy Policy
OJ Services
Last updated: March 2026
1. Who We Are
OJ Services ("we", "us", "our") operates this plumbing and heating estimation tool. We are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contact: Ollie@OJServices.co.uk | 07305971841
2. Data We Collect
We collect and store the following personal data when you provide it to us:
- Customer contact details — name, address, postcode, telephone number, email address
- Property information — property address (if different from customer address), property type, room dimensions
- Job records — estimates, invoices, surveys, maintenance callout records, heat loss reports
- Financial data — quoted prices, invoice amounts, payment status
3. Purpose & Lawful Basis
We process your personal data for the following purposes:
| Purpose | Lawful Basis (UK GDPR) |
|---|---|
| Preparing and sending estimates and invoices | Contract performance (Art. 6(1)(b)) |
| Managing maintenance callouts and job scheduling | Contract performance (Art. 6(1)(b)) |
| Sending quotes via email | Consent (Art. 6(1)(a)) |
| Gas safety compliance and certification records | Legal obligation (Art. 6(1)(c)) |
| Business analytics and reporting | Legitimate interest (Art. 6(1)(f)) |
4. Data Storage & Security
- All data is stored locally on the server running this application in JSON file format.
- No data is transmitted to third-party cloud services or analytics providers.
- Access to the application is restricted to authorised users only.
- The application uses HTTPS in production, security headers (CSP, HSTS, X-Frame-Options), and rate limiting to prevent abuse.
5. Data Retention
- Estimates and invoices: retained for 6 years from the date of creation (HMRC requirement for financial records).
- Customer records: retained for as long as there is an active business relationship, and for 6 years after the last transaction.
- Gas safety certificates: retained for a minimum of 2 years as required by Gas Safe regulations.
- Maintenance records: retained for 6 years from job completion.
6. Data Sharing
We do not sell, rent, or share your personal data with third parties. Your data may only be disclosed:
- To comply with a legal obligation (e.g. HMRC audit, Gas Safe investigation)
- With your explicit consent
- To email service providers solely for the purpose of delivering quotes you have requested
7. Your Rights
Under UK GDPR, you have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — request correction of inaccurate data
- Erasure — request deletion of your data (subject to legal retention requirements)
- Restriction — request that we limit processing of your data
- Portability — request your data in a machine-readable format
- Object — object to processing based on legitimate interest
- Withdraw consent — where processing is based on consent, you may withdraw it at any time
To exercise any of these rights, contact us at Ollie@OJServices.co.uk. We will respond within one calendar month.
8. Complaints
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Telephone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF