Privacy Notice
Benjamin James Roofing Limited · Version 2.3 · Effective 9 September 2026
Replaces Privacy Policy Version 1.0 (1 February 2019).
Who we are
Benjamin James Roofing Limited is a roofing contractor registered in England, company number 8612580 (VAT number 215 5875 95), with its registered office at Roseheath, Sussex Lane, Spencers Wood, Reading RG7 1BY. We are the “controller” of the personal information described in this notice, which means we decide how and why it is used. We are registered with the Information Commissioner’s Office, registration number ZC242135.
If you have any question about this notice or about your information, contact Ben Charlton at ben@benjaminjamesroofing.co.uk or write to us at the address above.
Who this notice covers
This notice applies to everyone whose personal information we handle in running the business: people who enquire about or commission roofing work from us; people at businesses and organisations we work with or approach; visitors to www.benjaminjamesroofing.co.uk; and the subcontractors and suppliers we work with, so far as we hold personal details about them. It applies however you deal with us — by phone, email, our website, a site visit, or through someone who recommended us.
What information we hold and where it comes from
When you enquire about or commission work, we record your name, phone number(s), email address, the address of the property, a plain description of the work you want, dates of enquiries, surveys and works, and the quotes, invoices, payments and guarantee documents that follow. Most of this comes directly from you. Some comes from the work itself: measurements, photographs of the roof, and the records of what was done.
We do not record health, disability, or similar personal details. People often mention these things in passing when arranging roofing work. We do not write them down. Where something affects how we do the job — access to the property, a time to avoid, a preference for phone over email — we record only the practical point, not the reason behind it.
Our earlier customers. In 2026 we brought our historical customer records — quotes and invoices going back several years, and the contact details that went with them — into one system, so that we can recognise a returning customer and find the history of a property we have worked on before. If we quoted or worked for you before 2026, that is where your details came from.
Business contacts and prospects. We also hold details of people at businesses and organisations we work with or would like to work with — builders, developers, architects, surveyors, schools, and similar. Where we did not get your details from you, we got them from a public source such as a local authority planning register, a company’s own website, or a professional directory, and we tell you this the first time we contact you. We hold your name, role, organisation, and business contact details. Where you are a sole trader or partnership, we treat you as an individual and will not send you marketing by email without your consent.
Our website collects the information you type into an enquiry form, and aggregate statistics about how the site is used. See “Cookies and our website” below.
Why we use your information, and the legal basis
The law requires us to have a valid reason for using your personal information. These are ours.
| What we use it for | Our legal basis |
| Answering your enquiry, surveying, and preparing a quotation | Taking steps at your request before entering into a contract |
| Carrying out the work, invoicing, and taking payment | Performance of our contract with you |
| Honouring our 10-year workmanship guarantee and any insurance-backed guarantee | Performance of our contract with you, and our legitimate interest in being able to trace work we did |
| Notifying works under the Building Regulations and keeping tax, VAT and accounting records | Legal obligation |
| Recognising a returning customer and the history of a property | Our legitimate interest in giving accurate, informed service |
| Telling existing customers about services similar to those they have had from us | Our legitimate interest in keeping in touch with our customers — you can opt out at any time |
| Approaching businesses and organisations about our services | Our legitimate interest in finding work — you can object at any time and we will stop |
| Sending a newsletter or information about other companies’ services, if we ever do | Your consent, which you can withdraw at any time |
| Recording a conversation to make notes of an enquiry | Your consent, asked for at the start of the call (see “Recorded calls”) |
Where we rely on legitimate interests, we have considered the effect on you and concluded that it is what you would reasonably expect from a roofing contractor you are dealing with. You can ask us for more detail about that assessment.
Who we share your information with
We share personal information only where we need to in order to do the work or run the business.
Service providers who process it on our behalf, under written contracts. Our customer, job and quotation records are held in Airtable, a cloud database provided by Formagrid Inc; our email and documents run on Microsoft 365; our accounts and invoicing on Sage; we use AI assistance from Anthropic (Claude) to help us enter and organise enquiry details; we use a transcription tool to make notes of calls (see “Recorded calls”); and when you accept a quotation we send it to you for electronic signature through Adobe Acrobat Sign. These providers act on our instructions and cannot use your information for their own purposes.
People and organisations who receive it because the work requires it. The roofers and subcontractors who carry out your work receive your name, the property address and the practical details they need. Where your work is notifiable under the Building Regulations, we notify it through the NFRC Competent Person Scheme, which issues your Building Regulations Compliance Certificate and informs your local authority’s Building Control, or in some cases directly to Local Authority Building Control. Where an insurance-backed guarantee is included or chosen, the guarantee provider (QANW, a trading name of Warranty Services Limited, or CORC) receives the details needed to issue your policy. These organisations handle your information under their own privacy notices.
Authorities, where the law requires. HM Revenue & Customs, regulators, and others where we are legally required to disclose, or to protect against fraud.
If the business is sold. If Benjamin James Roofing Limited or its business is sold or transferred, customer records would pass to the new owner on terms that protect them as this notice does.
We do not sell personal information, and we do not share it with advertisers.
Where your information is held
Our customer, job and quotation records are held in Airtable, whose servers are in the United States. Your name, contact details, property address and the details of enquiries, quotes, jobs, invoices and guarantees are therefore stored outside the UK. Some of our other providers also process information outside the UK.
Where information leaves the UK we make sure it is protected to UK standards. Our agreement with Airtable incorporates the UK International Data Transfer Addendum approved by the Information Commissioner, and we have assessed the risks of that transfer. You can ask us for a copy of the relevant safeguard using the contact details above.
Recorded calls
We sometimes record a conversation about an enquiry so that we can make accurate notes afterwards. We will always tell you at the start and ask whether you are happy for us to do so. If you would rather we did not, we will not record, and we will make notes in the usual way. Where we do record, we take the details we need for your enquiry — the same details described above — and then delete the recording and its transcript. We do not keep recordings, and we do not store the text of conversations in our customer records.
How long we keep your information
| Information | How long |
| Enquiries that do not lead to a quotation or job | 2 years from the enquiry, then deleted |
| Quotations that are not accepted | 2 years from the quotation date, then deleted |
| Customer, job, invoice and payment records | 6 years from the end of the financial year in which the work was completed, as required for tax and accounting |
| Guarantee records | The 10-year term of the workmanship guarantee and any insurance-backed guarantee, plus 12 months |
| Business contacts and prospects we have approached | 12 months from our last contact if you have not responded; while the relationship continues if you have |
| Marketing preferences and objections | Indefinitely, so that we honour them |
| Call recordings and transcripts | Deleted as soon as your details have been entered in our records — normally the same day |
| Website enquiry forms | 2 years, then deleted |
Our database keeps a history of changes to records for 12 months after a change is made, so deleted information may remain in that history and in routine backups for a short period afterwards.
Your rights
You have the right to ask us for a copy of the personal information we hold about you; to have inaccurate information corrected; to have information deleted where we no longer need it (subject to the retention periods above, some of which the law requires us to keep to); to restrict or object to particular uses, including an absolute right to stop us using your information for direct marketing; to receive information you gave us in a portable electronic form; and to withdraw any consent you have given, without affecting anything done before you withdrew it.
We do not make decisions about you by wholly automated means.
To exercise any of these rights, contact Ben Charlton at ben@benjaminjamesroofing.co.uk or at the address above. There is no charge. We will respond within one month; if your request is complex we may extend that by up to two months and will tell you if so. We may need to check your identity before releasing information.
Complaints
If you are unhappy with how we have handled your information, please tell us first, using the contact details above. We will acknowledge your complaint within 30 days and tell you what we have done about it. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Marketing
If you are an existing customer, we may occasionally tell you about services similar to those you have had from us. Every such message tells you how to opt out, and you can opt out at any time by emailing ben@benjaminjamesroofing.co.uk. We will not send you information about other companies’ services unless you have asked us to.
Cookies and our website
Our website uses two kinds of cookie. Essential cookies make the site work and cannot be switched off. A statistics cookie tells us, in aggregate, how the site is used — which pages are visited and from what kind of device — so that we can improve it; this information does not identify you and we do not combine it with anything else we hold about you. When you first visit, a banner asks whether you accept the statistics cookie, and it is not set unless you do. You can change your choice at any time using the Manage consent link at the foot of every page. We do not use advertising or tracking cookies, and no third party places cookies on our site for its own purposes.
Security
We keep your information in systems that encrypt it in transit and at rest, and we limit who can see it to the people who need to. No transmission over the internet is completely secure, and email in particular is not; if you would prefer to give us sensitive information by another route, tell us and we will arrange it.
Changes to this notice
We will update this notice when our practices change and will show the version and date at the top. Version 2.3 replaces the 2019 policy in full.
Benjamin James Roofing Limited · Registered in England No. 8612580 · VAT No. 215 5875 95 · Roseheath, Sussex Lane, Spencers Wood, Reading RG7 1BY · ben@benjaminjamesroofing.co.uk
