Privacy notice

Who is responsible for your information?

The BEMS Guy Ltd is the data controller. The company is registered in England and Wales under company number 17321199. Registered office: 53 Ludlow Close, Warrington, Cheshire, WA1 4LX. Email: enquiries@thebemsguy.com.

Information collected

This may include your name, company, email address, telephone number, site location, BMS platform, enquiry details, urgency, communication or access requirements you choose to provide, correspondence, quotations, purchase orders and project records.

For technical work, information may also include authorised screenshots, drawings, point lists, trend exports, alarm information, system identifiers and access records needed to understand or deliver the agreed work.

How information is used and the lawful basis

• Enquiries and quotations: to respond, assess requirements and take steps towards a contract.
• Project delivery: to plan and perform an agreed contract, communicate with authorised contacts and keep appropriate engineering records.
• Safety, security and business administration: for legitimate interests such as safe change control, fraud/spam prevention, insurance, service improvement and defending legal claims.
• Legal and accounting records: to meet legal obligations.

Information submitted for an enquiry is not added to a marketing list unless separate, valid permission is obtained.

Website forms

The contact and quote forms send the information directly to the company email account using a server-side form handler. The public website does not keep a customer enquiry database. Basic security controls may temporarily process technical information such as an IP address to limit spam and abuse. Hosting security logs may also be retained by the hosting provider.

Who information may be shared with

Information is shared only where needed, for example with website hosting and email providers, professional advisers, insurers, authorised subcontractors or project partners, and the relevant customer, contractor or site team. It may also be disclosed where required by law. Suppliers are expected to handle information securely and only for the agreed purpose.

International transfers

Some service providers may process limited technical or account information outside the United Kingdom. Where this applies, appropriate contractual or legal safeguards are relied upon. Project files are not intentionally placed into unrelated public cloud services without agreement.

How long information is kept

Unsuccessful or dormant enquiry records are normally reviewed and deleted when they are no longer useful, generally within 12 months of the last meaningful contact. Customer, contract, invoice and accounting records may be kept for up to six years where required for legal, tax, insurance or contract purposes. Technical project information is retained only for as long as needed for delivery, support, agreed handover and legitimate record keeping.

Security and BMS access

Remote BMS access is used only through customer-approved routes and within an agreed scope. Credentials should not be sent through the public form. Passwords, VPN details or privileged access information must be exchanged using an agreed secure method. See secure access and data handling.

Cookies and analytics

The site uses a cookie-consent tool so optional cookies can be controlled. Essential functions may operate without consent. Any optional analytics or marketing technology should load only in line with the choices shown in the cookie banner.

Your rights

Depending on the circumstances, you may ask for access to your personal information, correction, deletion, restriction, objection or portability. You may also complain to the Information Commissioner’s Office. Contact enquiries@thebemsguy.com first so the request can be dealt with promptly.

Changes to this notice

This notice will be updated when the website, suppliers or business processes change materially.

Last updated: 6 July 2026.