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Privacy Policy

Effective date: 8 September 2025

This Privacy Policy explains how Dio Facilities Management (“we”, “us”, or “our”) collects, uses, and protects your personal data when you visit diofm.co.uk or contact us.

 

 

1) Who we are

We operate in the United Kingdom and process personal data in accordance with the UK GDPR and the Data Protection Act 2018.

 

 

2) Scope

This Policy covers personal data we process when you:

  • visit or interact with our website; and/or

  • contact us via our website contact form, by email, or by phone.

If you become a client, additional processing relevant to service delivery will be described in your engagement letter or a separate privacy notice.

 

 

 

3) Personal data we collect

a) Data you provide to us

When you submit our Contact Form, we collect:

  • Name

  • Email

  • Phone

  • Company Name

  • Message (free-text information you choose to provide)

If you contact us by email or phone, we will process the information contained in that communication (e.g., your email address, phone number, name, and any details you include).

 

b) Data we collect automatically

When you access the website, we may automatically collect limited technical information such as:

  • IP address, device identifiers, browser type/version, operating system, time zone, and language;

  • pages viewed, referring pages, and the time/date of visits;

  • cookie-related information.

(See Cookies below for more details.)

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

 

 

4) How we use your personal data

We use your personal data to:

  • respond to your enquiries and provide information you request;

  • schedule calls/meetings and manage our relationship with you;

  • operate, secure, and improve our website (including troubleshooting, analytics, and usage monitoring);

  • comply with legal and regulatory obligations; and

  • (with your consent, where required) send you updates or marketing communications.

 

5) Our legal bases for processing

We rely on one or more of the following lawful bases under the UK GDPR:

  • Legitimate interests – e.g., to respond to enquiries, run and protect our website, and grow our business (we balance these interests against your rights and expectations);

  • Consent – e.g., for certain marketing communications and non-essential cookies (you can withdraw consent at any time);

  • Contract – to take steps at your request before entering into a contract or to perform a contract with you;

  • Legal obligation – where processing is necessary to comply with laws and regulations.

 

 

6) Who we share your data with

We may share personal data with:

  • Service providers who help us operate our business and website (e.g., hosting, email and productivity tools, IT support, website analytics, and form processing). These providers act under contracts that require them to protect your data.

  • Professional advisers (e.g., accountants, auditors, legal advisers) and regulators where necessary.

  • Successors in the event of a business reorganisation, merger, or similar transaction.

We do not sell your personal data.

 

 

7) International transfers

Some service providers may process data outside the UK/EEA. Where such transfers occur, we ensure appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses (with the UK addendum/IDTA as applicable).

 

 

8) Data retention

We keep personal data only for as long as necessary for the purposes set out in this Policy, including to meet legal, accounting, or reporting requirements. Typical retention periods are:

  • Enquiry records (contact form, emails): up to 24 months from our last interaction, unless you become a client or we need to retain the information to resolve a dispute.

  • Client/contractual records: generally six (6) years after the end of the relationship, or longer if required by law.

  • Cookie data: as described in our Cookie Policy and/or your browser settings.

We may retain anonymised or aggregated data for longer.

 

 

9) Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. No method of transmission over the internet is 100% secure, but we continuously aim to maintain a level of security appropriate to the risk.

 

 

10) Your rights

Under UK data protection law, you have rights which may include:

  • Access – to obtain a copy of your personal data;

  • Rectification – to correct inaccurate or incomplete data;

  • Erasure – to request deletion of your data in certain circumstances;

  • Restriction – to ask us to limit processing in certain cases;

  • Portability – to receive certain data in a structured, commonly used, machine-readable format;

  • Objection – to processing based on legitimate interests or for direct marketing;

  • Withdraw consent – where processing is based on consent.

To exercise any of these rights, contact us at info@diofm.co.uk. We may need to verify your identity. If we cannot resolve your concern, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

 

 

11) Cookies and similar technologies

Our website may use cookies and similar technologies to function correctly and (with your consent, where required) to understand how the site is used and to improve it. You can manage your preferences via your browser settings and, if provided, our cookie banner or Cookie Policy page.

 

 

12) Third‑party links

Our website may include links to third‑party sites. Those sites have their own privacy policies. We are not responsible for their content or privacy practices.

 

 

13) Children’s privacy

Our website is not directed to children and we do not knowingly collect personal data from anyone under 13. If you believe a child has provided us with personal data, please contact us so we can delete it.

 

 

14) How to contact us

Dio Facilities Management
Unit F24a Expressway Studios, Dock Road, London, England, E16 1AH
Email: info@diofm.co.uk

 

 

15) Changes to this Policy

We may update this Privacy Policy from time to time. The latest version will be posted on diofm.co.uk with an updated effective date.

 

 

Note: This Policy is intended to reflect our current website-related processing. If our services or technology stack changes (e.g., new analytics or marketing tools), this Policy and our cookie disclosures should be updated accordingly.