How we use your information.

Who is responsible

Kaine Armstrong trading as Passive Fire Leads is responsible for the personal information collected through this service. Contact enquiries@passivefireleads.co.uk with privacy questions or requests.

What we collect

Project enquiries collect your name, business contact details, organisation, project location, scope and any reports or photographs you choose to upload.

Contractor applications collect legal and trading identity, business contact details, structured capabilities, opportunity preferences and geographic coverage. Evidence records contain certification scope, policy or certificate references, relevant dates, uploaded documents and human verification notes. Contractors can use a private application link to add evidence and read feedback. Keep that link confidential; possession of it permits access to the checklist and evidence submission. We retain earlier evidence submissions as review history and monitor expiry dates to restrict affected introductions.

Callback requests collect your contact details, project summary and preferred time. We record project history, contractor responses, authorised introductions and commercial outcomes to manage the relationship. Acquisition source is recorded where you supply it. We use correspondence and relevant commercial records to administer introductions, agreements and fees.

We also use technical request information to protect the forms against abuse. Only upload documents you are authorised to share; remove unnecessary information about residents and other people.

We collect information directly from your forms, uploads and correspondence, and create review notes and enquiry status records as we handle your request. Fields marked with an asterisk are needed to submit the form. Without enough contact and project information, we may be unable to progress an enquiry. Reports and photographs are optional.

Why we use it

We use this information to respond to enquiries, review project requirements, assess contractor applications and arrange relevant introductions. We rely on our legitimate interests in operating a business introduction service and preventing abuse, taking account of your rights. Where you personally request steps towards a contract with us, we use the information needed for those steps. We may retain information where required by law.

Who can receive it

Enquiries and uploaded files are accessible through our restricted management area. Our website hosting and storage providers, including OpenAI Sites and Cloudflare, process information to run the service; Microsoft provides our business email. Where an introduction is agreed, relevant project and contact information may be shared with the prospective contractor or project contact. Submitting a form does not automatically send your files to contractors or subscribe you to marketing.

Business development and where contact details come from

We may research and contact organisations that could need passive-fire support or provide relevant contractor services. We record only relevant business information: organisation, name where needed, business email or telephone, the specific source, why the contact is relevant, contact history and marketing preferences. Sources may include company websites, business or industry directories, Companies House, public professional profiles, referrals and existing business relationships.

We use relevant business contact information for targeted business development on the basis of legitimate interests where appropriate, taking account of the contact’s expectations and rights. Where electronic-marketing rules require consent, we require that consent before contacting you for that marketing purpose. Public availability of contact information is not itself consent. We distinguish corporate organisations from sole traders, ordinary partnerships and other subscriber types, and review the audience and channel before outreach.

Optional email updates

Our mailing list is being prepared and is not currently accepting subscriptions. We do not add enquiry contacts or contractor applicants to a mailing list automatically. When signups open, we will identify the mailing-list provider and explain confirmation, unsubscribe and retention arrangements here.

Objecting to direct marketing

You can object to direct marketing at any time, without giving a reason. Reply to the message or email enquiries@passivefireleads.co.uk. We record a minimal do-not-contact entry separately from the prospect record so an opt-out continues to be respected after the prospect information is deleted. An opt-out does not delete information needed for an active project, agreed operational communications, contract, payment or legal matter.

Review and retention

We keep personal information only for as long as necessary for its purpose. Our normal retention schedule is:

Uploaded reports, photos and project documents

Normally deleted within 90 days after the project or enquiry closes. A documented continuing need for an active project, complaint, dispute, claim or legal obligation may extend this; normal deletion resumes when that reason ends.

Enquiries without an introduction

12 months after closure or the last meaningful contact, whichever is later.

Formal introduction records

6 years after project closure or the final related transaction, whichever is later. Underlying uploaded reports are handled separately.

Unsuccessful contractor applications

12 months after the final decision.

Approved contractor profiles and matching information

While active and for 2 years after leaving the network.

Contractor agreements and commercial records

6 years after the relevant relationship, project or final transaction ends, whichever is later where applicable.

Superseded insurance and certification evidence

2 years after expiry or replacement, unless needed longer for an active complaint, dispute, project or legal reason.

Callbacks that do not become an enquiry or project

6 months after the last contact.

B2B prospect and contact information

Reviewed 24 months after the last meaningful engagement, then deleted or anonymised if there is no continuing reason to retain it.

Marketing suppression records

Only the minimum information necessary, for as long as needed to respect an opt-out. Deleting a prospect does not delete its suppression record.

We review deletion before carrying it out. A documented active project, complaint, dispute, legal claim or legal obligation may require relevant information to be retained longer. We review that continuing need and resume normal deletion when it ends. Keeping a basic introduction or fee record does not mean keeping its underlying survey report for six years. You may contact us to ask about a particular record or request deletion.

International processing

Our hosting, security, email and analytics services use international infrastructure. Their published information describes processing that may take place outside the UK; we do not promise UK-only storage. Google’s transfer information, Cloudflare’s data protection information and Microsoft’s privacy statement explain their arrangements. The location and applicable arrangements depend on the provider and service. Contact us for information about the processing and transfer arrangements relevant to your information.

Your choices and rights

You can ask to access or correct your personal information, request deletion or restriction, and object to processing based on legitimate interests. A right to data portability may apply in some circumstances. These rights depend on the circumstances and applicable exemptions. Contact us using the email above. You can also complain to the Information Commissioner’s Office.

Cookies and optional measurement

Our cookie information shows whether optional analytics is currently enabled and explains your controls. Where enabled, Google Analytics loads only after you accept analytics. We use consent as the basis for this optional measurement. It measures public page visits and form progress, including successful enquiries, report uploads and callback requests. Contact fields, report contents, filenames and project references are excluded. Google receives technical connection information when analytics loads. GA4 user and event retention is set to 14 months, with reset on new activity disabled. This setting does not govern all standard aggregated reports. You can withdraw consent using Cookie settings; this stops future collection, but does not undo earlier processing.

Human review of decisions

Rules can score enquiries and suggest potentially eligible contractors to assist prioritisation. The owner reviews important qualification and introduction decisions. A score does not automatically reject an enquiry or authorise a contractor introduction. We do not make solely automated decisions with legal or similarly significant effects.

For a question about a particular enquiry or application, include its reference where available. Please do not send identity documents unless we ask for them.