Water Hygiene Services Ltd
Last updated: 1 November 2026
Who we are
Water Hygiene Services Ltd is a company registered in England and Wales (company number 05888999). Our address is Chapel House Business Centre, 378 Meanwood Road, Leeds, LS7 2JF. We are the controller of the personal information described in this policy.
You can contact us about your personal information at info@waterhygieneservices.co.uk or on 0113 267 9785.
What information we collect
Enquiry details you give us through our website forms, our chat assistant, by email or by phone: your name, company, email address, phone number, the site address, and details of the work you need, along with anything else you choose to tell us.
Documents you send us, such as risk assessments, schematic drawings and monitoring records, which may include the names and contact details of people at your site.
Quotation, contract and job records: the quotation, your instruction and purchase order, site details, sample results, certificates and reports, and our invoices and payment records.
Technical information when you visit our website, such as your IP address, device, browser and the pages you visit. Some of this is needed to run and protect the website. Google Analytics information is only collected if you accept cookies.
Our chat assistant
The chat on this website is an automated assistant. It answers from the information on this website, using an AI service provided by Cloudflare. If you give it your details, or ask something it cannot answer, it passes the conversation and your details to our team by email so we can reply. Please do not enter health information or other sensitive personal information in the chat.
How we use your information, and why
To reply to your enquiry and prepare a quotation. We do this because you have asked us to, or to take steps at your request before entering a contract.
To carry out the work, issue certificates and reports, and look after our contract with you. We do this because it is necessary to perform our contract with you.
To keep accounting, tax and health and safety records. We do this because the law requires it.
To keep our website and forms secure, and to keep a record of the enquiries we receive so none are missed. We do this because it is in our legitimate interests.
To understand how visitors use our website so we can improve it. We only do this with your consent, which you give by accepting cookies.
We do not sell your personal information, and we do not use it to make automated decisions about you.
Who we share it with
We share your information only where needed to carry out the work or run our business, or where the law requires it. This can include laboratories that analyse water samples; site owners, managers and water companies, where needed for the work; and our professional advisers, insurers and, where required, regulators and law enforcement.
We also use service providers who handle information on our behalf. Leeds IT Services Ltd looks after our website. Cloudflare hosts the website, runs the security check on our forms (Cloudflare Turnstile) and provides the AI service behind the chat assistant. Website enquiries are sent to us by email through Microsoft 365, and a copy of each enquiry is kept in a secure record run on Make.com so that none are missed. Our email and office systems run on Microsoft 365. If you use our online client portal, the portal provider handles your information on our behalf. Google provides our website analytics, if you accept cookies, and the maps on our website, if you choose to show them.
Some of these providers may process information outside the UK. Where they do, we rely on the safeguards the law requires, such as the UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.
Cookies and similar technologies
When you first visit, we ask whether you accept optional cookies. Accept and Decline are offered side by side, and nothing optional is used unless you press Accept. You can change your choice at any time with Cookie settings at the foot of every page. Your choice is kept in your browser for twelve months, and then we ask again.
| What | Who | Why | When it is used |
|---|---|---|---|
| Your cookie choice | Water Hygiene Services | Remembers whether you accepted or declined, stored in your browser rather than as a cookie, for twelve months | Always (strictly necessary) |
| Cloudflare security and Turnstile | Cloudflare | Protects the website and checks that a form or chat is being used by a person, not a robot | Always (strictly necessary) |
| Google Analytics cookies (_ga and _ga_ followed by an ID), kept for up to two years | Counts visits and shows which pages are used, so we can improve the site. Advertising features are switched off | Only if you accept | |
| Google Maps | Shows a map of our office. Google may set its own cookies when the map loads | Only if you accept, or press Show map |
Our website also loads fonts and the photos shown with our Google reviews from Google's servers. Google receives your IP address when these load, but they do not set cookies on our website. You can also block or delete cookies in your browser settings.
How long we keep it
Enquiries that do not lead to work: up to two years.
Quotations, contracts, job records, certificates and financial records: for six years after the end of the contract, or longer where the law requires it.
When we no longer need the information, we delete it or make it anonymous.
How we protect it
We keep your information secure and limit who can see it to the people who need it to do their job. Our service providers must also protect it.
Your rights
You have the right to ask us for a copy of your personal information, to correct it, to ask us to delete it or restrict how we use it, to object to our use of it, and to ask for it in a portable format. Where we rely on your consent, you can withdraw it at any time. In some cases these rights have limits. To use any of them, contact us at info@waterhygieneservices.co.uk.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed.