Privacy Policy — Apex Pest Control Ltd

Last Updated: May 2026  |  Company No: 16815959  |  VAT Reg No: GB375539265

By contacting Apex Pest Control Ltd — whether by phone, email, website form, or any other means — you acknowledge that we will process your personal data for the purposes of responding to your enquiry and/or fulfilling a service contract, as detailed in this policy.

1. Who We Are

Apex Pest Control Ltd is a limited company registered in England and Wales (Company No: 16815959). We are the Data Controller for the personal data we collect and process in connection with our services and website.

This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or how we handle your data, please contact us at:
Email: info@apex-pest-control.co.uk
Post: 54 Baxter Drive, Sheffield, S6 1GH

2. What Data We Collect

We may collect the following personal data from you:

• Contact information — name, address, email address, telephone number
• Property information — address and details relevant to the pest control service requested
• Company information — company name and address (for commercial clients)
• Transaction records — details of services requested, provided, and payment information
• Communication records — emails, messages, and call records relating to your enquiry or service
• Account preferences — service history, payment terms, and any preferences you have indicated

3. How We Collect Your Data

We collect personal data when you:

• Contact us by phone, email, or through our website contact form
• Book or enquire about a service
• Enter into a commercial contract with us
• Correspond with us by any means

4. Lawful Basis for Processing

We process your personal data on the following lawful bases under UK GDPR Article 6:

• Contract performance — where processing is necessary to fulfil a service agreement with you or to take steps at your request prior to entering into a contract.
• Legitimate interests — where processing is necessary for our legitimate business interests, such as maintaining service records, managing accounts, and improving our services, provided these interests are not overridden by your rights.
• Legal obligation — where we are required to retain or disclose data to comply with a legal obligation (e.g. financial records, disclosure to regulatory or law enforcement authorities).
• Consent — where you have given explicit consent for a specific purpose, such as receiving marketing communications. You may withdraw consent at any time by contacting us at info@apex-pest-control.co.uk.

5. How We Use Your Data

We use your personal data to:

• Provide, manage, and administer pest control services
• Communicate with you regarding bookings, appointments, and follow-ups
• Issue invoices and manage payments
• Comply with legal and regulatory obligations
• Maintain accurate business and service records
• Notify you of changes to our terms, policies, or services

We do not sell, share, or pass your personal data to third parties for marketing purposes.

6. Who We May Share Your Data With

We do not share your personal data with third parties except in the following circumstances:

• Legal and regulatory requirements — We may disclose personal data if required by law, court order, or at the request of law enforcement or regulatory authorities.
• Debt recovery — In the event of non-payment, data may be passed to a debt collection agency.
• Professional advisors — Data may be shared with accountants or auditors as required for legitimate business purposes, subject to confidentiality obligations.
• Business transfers — In the event of a business sale or transfer, personal data held may form part of the transferred assets, subject to the same privacy protections.

7. Contact Form Data & Third-Party Processing (Web3Forms)

7.1 What Data We Collect via the Contact Form

When you submit an enquiry through the contact form on this website, we collect the personal data you provide, which typically includes your name, email address, phone number, and the content of your message. This data is collected solely for the purpose of responding to your enquiry.

7.2 Lawful Basis for Processing

Under UK GDPR Article 6(1)(b), this data is processed on the basis of legitimate interests — specifically, to respond to a contact request you have initiated. Where you are contacting us to enquire about a service, processing is also justified as steps taken at your request prior to entering into a contract. We do not use contact form submissions for unsolicited marketing without your separate, explicit consent.

7.3 How Your Data Is Processed — Web3Forms

This website uses Web3Forms (web3forms.com) as a third-party form processing service. Web3Forms acts as a data processor on our behalf under UK GDPR. When you submit the contact form:

1. Your form data is transmitted securely to the Web3Forms API over HTTPS (TLS encryption)
2. Web3Forms processes and forwards your submission directly to our designated email address
3. Web3Forms does not permanently store your form submission data on its servers
4. Temporary server logs may be created during transmission, which Web3Forms states are deleted periodically (approximately every 2 months)

7.4 International Data Transfer

Web3Forms servers are located in the United States (US-East Region). This means your form submission data is temporarily transferred outside the UK during processing. Web3Forms uses AWS (Amazon Web Services) infrastructure with encryption at rest and in transit. The minimal-processing nature of this transfer (no storage of submission data, rapid forwarding, and periodic log deletion) is relied upon to minimise risk. You should be aware that your data briefly passes through US-based infrastructure before being delivered to our email inbox.

7.5 Data Security (Contact Form)

Web3Forms applies the following security measures in line with UK GDPR Article 5(1)(f):

• All form data is transmitted over HTTPS (encrypted in transit)
• Databases are hosted on AWS and encrypted at rest
• Form submission data is never stored on Web3Forms servers after forwarding
• No form data is sold or shared with third parties
• Server logs are purged approximately every 2 months

7.6 Data Storage & Retention (Contact Form)

Once your form submission is forwarded to our email inbox, Apex Pest Control Ltd becomes the data controller responsible for how long that data is retained. Contact form enquiries are retained for 12 months, after which they are securely deleted. If your enquiry leads to a service contract, relevant data will be retained in line with our wider data retention policy detailed in Section 8.

8. Data Retention

We retain personal data only for as long as there is a legitimate business or legal reason to do so. Our general retention periods are:

• Customer service records: 6 years from date of last service (Limitation Act 1980)
• Financial and invoice records: 6 years from end of relevant financial year (HMRC requirements)
• Enquiry records (no service provided): 12 months
• Contact form submissions: 12 months

Data is securely deleted or destroyed when it is no longer required. You may request early deletion of your data subject to any legal retention obligations (see Section 9).

9. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right to be informed — to know how your data is used (this policy fulfils that obligation)
• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your data where there is no legitimate reason to retain it
• Right to restrict processing — to request that we limit how we use your data in certain circumstances
• Right to data portability — to receive your data in a structured, machine-readable format where applicable
• Right to object — to object to processing based on legitimate interests
• Rights related to automated decision-making — we do not carry out automated decision-making or profiling

To exercise any of these rights, please contact us at info@apex-pest-control.co.uk. We will respond within one calendar month in line with ICO requirements.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Data is stored securely and access is limited to authorised personnel only.

Advanced encryption standards are used to secure stored information, rendering it unreadable to anyone without the correct password, PIN, or biometric authentication. This ensures that personal data remains protected in the event that a device is lost or stolen. Current operating systems apply full-disk or file-based encryption automatically, safeguarding user data without requiring any additional action from the user.

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of the breach, and will notify affected individuals without undue delay where required.

11. Cookies

Our website uses cookies to improve your browsing experience. You can manage your cookie preferences via the cookie settings banner on our website. For full details, please refer to our cookie consent tool.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

• ICO website: ico.org.uk
• ICO helpline: 0303 123 1113
• ICO address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO. Please contact us in the first instance at info@apex-pest-control.co.uk.

13. Changes to This Policy

We reserve the right to update this Privacy Policy at any time. The current version will always be published at apex-pest-control.co.uk/privacy-policy/. Where changes are significant, we will notify existing customers by email.