Privacy Policy
At Nationwide Water Services, we are committed to protecting your privacy and ensuring that personal information is collected, used, stored and handled securely and responsibly.
Nationwide Water Services, operating through nationwidewaterservices.co.uk, is a trading style of Absolute Water Compliance, registered in England and Wales under company number 14264466.
This Privacy Policy explains how we collect, use, share, retain and protect personal information when you visit our website, contact us, request a quotation or enquire about our water hygiene, Legionella compliance and associated services.
1. Information We Collect
We may collect personal information when you complete an enquiry form, contact us by telephone or email, request a quotation, arrange an appointment or use our services.
Depending on the circumstances, this information may include:
Your full name
Email address
Telephone number
Business or organisation name
Job title or professional role
Business, correspondence or billing address
Property or site address and postcode
Details of your water hygiene and Legionella compliance requirements
Property type, building usage and occupancy information
Information about water systems, storage tanks, pipework and associated equipment
Existing Legionella risk assessments and compliance records
Water sampling, testing and monitoring requirements
Site access arrangements and appointment preferences
Maintenance schedules and water hygiene procedures
Photographs, plans and technical documentation relating to water systems
Enquiry, quotation, booking and service history
Customer correspondence and communications
Billing, invoicing and payment information
IP addresses, browser information, device characteristics and website usage data
We may also receive relevant information from landlords, property owners, facilities management companies, managing agents, contractors and other authorised representatives arranging services.
We aim to collect only the information reasonably necessary to respond to enquiries, assess requirements, prepare quotations and provide our services.
2. How We Use Your Information
Nationwide Water Services may use your personal information to:
Respond to enquiries and requests for information
Discuss water hygiene and Legionella compliance requirements
Prepare quotations and service proposals
Arrange site visits, surveys and inspections
Coordinate Legionella risk assessments
Arrange water sampling, testing and monitoring
Organise water hygiene maintenance and remedial services
Provide information and recommendations relating to water safety
Schedule appointments and coordinate site access
Communicate about service arrangements, progress and completion
Prepare reports, assessment findings and compliance documentation
Maintain service records and customer histories
Manage contracts, invoices, payments and accounts
Arrange follow-up inspections and ongoing monitoring programmes
Respond to complaints and customer support requests
Improve website functionality and visitor experience
Analyse website performance where permitted
Maintain financial and administrative records
Comply with legal, contractual and regulatory obligations
Send relevant marketing communications where legally permitted
We do not sell personal information to third parties.
We do not use personal information for purposes incompatible with those for which it was originally collected unless permitted or required by law.
3. Legal Basis for Processing Personal Information
Under the UK General Data Protection Regulation (UK GDPR), we must have an appropriate lawful basis for processing personal information.
Depending on the circumstances, these may include:
Contractual Necessity
Where processing is necessary to enter into or fulfil a contract with an individual, including arranging services, preparing quotations and managing contractual commitments.
Legitimate Interests
Where processing is necessary for legitimate business purposes, such as responding to enquiries, maintaining customer relationships, coordinating services, protecting our website and managing business operations, provided those interests do not override your rights.
Legal Obligations
Where information must be processed or retained to comply with applicable legal requirements, including accounting, taxation, health and safety and data protection obligations.
Consent
Where you have provided consent for a specific purpose, such as certain marketing communications or the use of non-essential cookies.
Where we rely on consent, you may withdraw it at any time.
Some information, including contact details, property locations and service requirements, may be necessary to respond to an enquiry or arrange services. Without it, we may be unable to provide an accurate quotation or fulfil your request.
4. Sharing Your Information
We may share relevant personal information with third parties where necessary to deliver services, operate our business or meet legal obligations.
These may include:
Water hygiene specialists and consultants
Legionella risk assessment professionals
Water testing laboratories
Water sampling and monitoring providers
Water treatment and maintenance contractors
Specialist engineers and technical service providers
Facilities management organisations
Property managers, landlords and building representatives
Equipment and materials suppliers
Website hosting and IT support providers
Customer relationship management and communication platforms
Payment processing and financial service providers
Accountants, insurers and professional advisers
Regulatory bodies, public authorities and law enforcement agencies where legally required
Relevant information shared for service delivery may include contact details, site locations, water system specifications, access arrangements and testing or inspection requirements.
Where appropriate, reports and compliance documentation may be shared with authorised customers, property owners, duty holders and appointed representatives.
We only share personal information where there is an appropriate business or legal reason.
Where service providers process personal information on our behalf, we require suitable data protection arrangements and safeguards.
5. How We Protect Your Information
Nationwide Water Services takes reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.
Depending on the systems used, these measures may include:
Secure electronic storage
Password protection and access controls
Restricted access to customer information
Appropriate website security measures
Secure handling of service and compliance records
Staff and contractor confidentiality arrangements
Procedures for managing information security incidents
Access to personal information is limited to individuals and service providers who require it for legitimate operational purposes.
We also take reasonable steps to protect information contained in quotations, inspection records, assessment reports and customer correspondence.
Although we take precautions to protect information, no electronic transmission or storage system can be guaranteed to be completely secure.
6. How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, contractual and regulatory requirements.
Retention periods depend on the nature of the information.
For example:
Enquiry records: May be retained for a reasonable period to respond to requests and manage follow-up communications.
Customer and booking information: May be retained while services are being arranged or delivered and for an appropriate period afterwards.
Legionella risk assessments and compliance records: May be retained for periods necessary to support service history and applicable legal requirements.
Water sampling and testing records: May be retained where necessary for ongoing monitoring, reporting and compliance.
Maintenance and inspection records: May be retained to support continuity of services and relevant health and safety responsibilities.
Financial and accounting records: May need to be retained for six years or longer where legally required.
Marketing records: May be retained until you unsubscribe, object or withdraw consent, as applicable.
Some water hygiene and Legionella-related records may be subject to specific retention requirements depending on their nature and the applicable health and safety framework.
When information is no longer required, we take reasonable steps to delete or anonymise it securely.
7. Cookies and Website Analytics
Our website may use cookies and similar technologies to support functionality, improve performance and understand how visitors use our website.
Cookies are small files stored on your device when you visit a website.
The categories of cookies that may be used include:
Essential Cookies: Support core website functionality, security and navigation.
Analytics Cookies: Help measure website traffic and visitor interactions.
Functional Cookies: Remember settings and improve website usability.
Marketing Cookies: Support advertising and campaign measurement where implemented.
Where required by applicable law, we obtain consent before using non-essential cookies or similar technologies.
You can manage cookies through your browser settings and any consent management tools available on our website.
For more information, please refer to our Cookie Policy.
8. Your Data Protection Rights
Under UK data protection legislation, you have certain rights concerning your personal information.
These may include:
Right of Access: Request a copy of the personal information we hold about you.
Right to Rectification: Ask us to correct inaccurate or incomplete information.
Right to Erasure: Request deletion of personal information in certain circumstances.
Right to Restrict Processing: Request that we limit how your information is used.
Right to Data Portability: Request transfer of certain personal information where applicable.
Right to Object: Object to certain processing activities, including direct marketing.
Right to Withdraw Consent: Withdraw consent where consent is our lawful basis for processing.
You can object to the use of your personal information for direct marketing at any time.
These rights are subject to applicable conditions and exemptions. Certain records may need to be retained to comply with legal, contractual or regulatory requirements.
To exercise your rights, please contact us using the details provided on our website.
9. Third-Party Websites
Our website may contain links to external websites operated by third parties.
Nationwide Water Services is not responsible for the content, security or privacy practices of external websites.
We recommend reviewing the privacy policies of third-party websites before submitting personal information.
10. International Data Transfers
Some service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, appropriate safeguards will be applied in accordance with UK data protection legislation.
These may include transfers to countries covered by UK adequacy regulations or the use of approved contractual safeguards.
You may contact us for further information about the safeguards applicable to international transfers of your personal information.
11. Children's Privacy
Our website and services are intended primarily for adults, businesses, property owners, landlords, facilities managers, contractors and organisations requiring professional water hygiene and Legionella compliance services.
We do not knowingly collect personal information directly from children through our website.
If we become aware that information has been collected from a child without an appropriate lawful basis, we will take reasonable steps to delete it unless retention is legally required.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our website, services, business operations or applicable legal requirements.
Any changes will be published on this page.
We recommend reviewing this policy occasionally to remain informed about how personal information is handled.
13. Contact Us
If you have any questions about this Privacy Policy, how we process personal information or your data protection rights, please contact us through our website at nationwidewaterservices.co.uk.
Nationwide Water Services
A trading style of Absolute Water Compliance
Registered in England and Wales
Company Number: 14264466
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
We encourage you to contact us first so that we can address any concerns directly.