Last updated: October 2026
Red Facilities Ltd ("Red Facilities", "we", "us", "our") is committed to protecting and respecting your privacy. This policy explains what personal data we collect when you use our website at www.redfacilities.com, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Please read this policy carefully. If you have any questions, contact us at [email protected].
1. Who we are
Data controller: Red Facilities Ltd
61 Timber Bush, Leith, Edinburgh, EH6 6QH
Company number: SC231657
Email: [email protected]
Telephone: 0131 555 2288
We are registered with the Information Commissioner's Office (ICO). If you have concerns about how we handle your data, you may contact the ICO at ico.org.uk or on 0303 123 1113.
2. What data we collect and why
2a. Enquiries via our contact form
When you submit an enquiry through our contact form, we collect:
- Your name
- Your email address
- Your telephone number (if provided)
- The content of your message
Lawful basis: Legitimate interests (Article 6(1)(f) UK GDPR). We have a legitimate interest in responding to enquiries about our services, and it is reasonable for you to expect us to use your contact details for this purpose.
We use this data only to respond to your enquiry and, where relevant, to follow up on it. We do not add you to any mailing list without your explicit consent.
2b. Website analytics
Our website is hosted by Squarespace, which collects anonymised data about how visitors use the site (pages visited, time on page, referral source, device type). This data does not identify you personally.
Lawful basis: Legitimate interests. We use this data to understand how our website is used and to improve it.
We do not use Google Analytics or any other third-party analytics service that tracks you across websites.
2c. Server logs
Like all websites, ours automatically collects standard server log data when you visit, including your IP address, browser type, and the pages requested. This data is held by Squarespace (our hosting provider) and Cloudflare (our security and performance layer) for a limited period for security and operational purposes.
Lawful basis: Legitimate interests (maintaining website security and diagnosing technical issues).
2d. Direct email and telephone contact
If you contact us directly by email or telephone, we will use your contact details and the content of your communication to respond to you. We may retain records of client communications for project management purposes.
Lawful basis: Legitimate interests (responding to communication; managing client relationships); or performance of a contract where we are working with you on a project.
3. Cookies
Our website uses a small number of cookies, primarily set by Squarespace for essential site functionality (such as preserving session state). We do not set advertising or tracking cookies of our own.
Squarespace may set cookies relating to site security and performance. For details of cookies set by Squarespace, refer to Squarespace's privacy policy.
Cloudflare may set a cookie (__cf_bm) to distinguish human visitors from bots. This is a strictly necessary security cookie.
You can control cookies through your browser settings. Disabling cookies may affect how some parts of the website function.
4. How we share your data
We do not sell, rent or trade your personal data. We share it only in the following limited circumstances:
| Recipient | Purpose | Location |
|---|---|---|
| Squarespace Inc. | Website hosting and form processing | USA (EU-US Data Privacy Framework) |
| Cloudflare Inc. | Website security and performance (CDN, WAF) | USA (SCCs in place) |
| Law enforcement or regulators | Only where required by law | UK |
Where we transfer data to organisations outside the UK, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses or equivalent adequacy decisions).
5. How long we keep your data
| Type of data | Retention period |
|---|---|
| Contact form enquiries (no project) | 12 months from last contact |
| Client project records (email, files) | 7 years from project completion (to comply with HMRC record-keeping requirements) |
| Server logs | Up to 90 days (held by Squarespace/Cloudflare) |
| Anonymised analytics | Up to 26 months |
6. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you (a "Subject Access Request")
- Rectify inaccurate data
- Erase your data in certain circumstances
- Restrict processing in certain circumstances
- Object to processing based on legitimate interests
- Data portability where processing is based on consent or a contract and is carried out by automated means
- Withdraw consent at any time, where we are relying on consent as the lawful basis
To exercise any of these rights, please email [email protected]. We will respond within one calendar month. We may need to verify your identity before fulfilling a request.
If you are dissatisfied with how we have handled your data, you have the right to lodge a complaint with the ICO at ico.org.uk/make-a-complaint.
7. Security
We take reasonable technical and organisational steps to protect your data against unauthorised access, loss or disclosure. Our website is served exclusively over HTTPS. Contact form data is transmitted securely via Squarespace's encrypted infrastructure.
No internet transmission is completely secure. If you have concerns about sending sensitive information electronically, please contact us by telephone.
8. Links to other websites
Our website may contain links to external sites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies.
9. Children
Our website and services are not directed at children under 13. We do not knowingly collect data from children.
10. Changes to this policy
We may update this policy from time to time. We will post the updated version on this page with a revised "Last updated" date. We encourage you to review this policy periodically.
11. Contact us
For any questions about this policy or our data practices:
Red Facilities Ltd
61 Timber Bush
Leith, Edinburgh EH6 6QH
[email protected]
0131 555 2288