Who is responsible for your information
Jamie McDonagh, trading as RoofIQ, is the data controller for business enquiries, customer administration and the uses described here. Our contact address is RoofIQ, 4th Floor, Silverstream House, 45 Fitzroy Street, London, W1T 6EB. Email rams@roofiq.co.uk or call +44 7454 782272 about your information.
Where we handle personal information in your project documents solely on your business’s instructions, your business remains the controller for that information and RoofIQ acts as a processor. Contact us before supplying information that requires particular processing instructions or a data-processing agreement.
Information we receive and where it comes from
We receive contact names, business details, email addresses, telephone numbers, billing and order information, project details, site addresses, and correspondence. Drawings, photographs and project documents may also contain names or other information about workers, client contacts or site occupants.
Information normally comes from you, your business or an authorised project contact, and payment-status information from Stripe. Only share information you are authorised to provide and make this statement available to people whose information you supply. Avoid unnecessary identification documents, medical details and other sensitive personal information.
Our RAMS request form prepares an email in your own email application. Completing the form does not submit the request to RoofIQ. We receive the details and any attachments when you send the email. Hosting providers may receive technical information such as IP addresses, request times, browser information and security logs when you visit the site.
Why we use information and our lawful bases
We use information to respond to enquiries, match payments to requests, prepare and revise RAMS, deliver documents, manage subscriptions and provide customer support. For a sole-trader customer this can be necessary to enter into or perform our contract. For business representatives and project contacts, our legitimate interests are communicating with the customer and delivering the requested business service.
We also rely on legitimate interests to maintain service records, protect the website, prevent fraud, investigate complaints and establish or defend legal claims. We retain accounting and tax information to meet legal obligations. Where consent is needed for a particular use, we will request it separately and you can withdraw it.
Contact and sufficient project information are needed to provide the service. If required details are missing, we may be unable to prepare or deliver your RAMS. Providing unnecessary personal information is not a condition of using RoofIQ.
Service providers and sharing
We use Google Workspace for email and business documents, Stripe for payments and subscriptions, and WhatsApp, provided by Meta, when you choose that contact channel. Our website is hosted through OpenAI Sites and its hosting infrastructure, including Cloudflare. These providers may process information needed to provide their services.
Payment-card details are entered with Stripe; RoofIQ does not receive your full card number. Providers may also act as independent controllers for their own security, account management and legal obligations. Their privacy notices explain those uses.
We may share relevant information with professional advisers, insurers or authorities where needed for advice, a complaint, a legal claim or a legal obligation. We do not sell your personal information. We send completed RAMS to the contact you nominate; any wider distribution is your responsibility unless separately agreed.
Optional document assistance
RAMS are prepared and checked by a roofing professional. From time to time, we may use software tools, including AI-assisted tools such as ChatGPT provided by OpenAI, to help with tasks such as formatting or reviewing a document. This does not replace professional review or transfer responsibility for preparing the RAMS to an automated system.
If a document is uploaded for assistance, its content is processed by that provider. We limit the information used to what is necessary for the task and remove or anonymise personal details wherever practical. Provider terms, account settings and retention arrangements govern their processing; contact us if you need details of the arrangement applying to your information.
We do not use solely automated decisions or profiling that produce legal or similarly significant effects on individuals.
International processing and security
Some providers may process information outside the UK. Where a restricted international transfer is involved, the applicable arrangement must use UK-recognised adequacy regulations or appropriate safeguards, such as approved contractual clauses with the UK Addendum or an International Data Transfer Agreement, as required. Contact us for information about the safeguards applying to your data.
We use appropriate access controls and account security measures and restrict access to information needed for the service. No internet transmission or storage system can be guaranteed completely secure. Do not send passwords or unnecessary sensitive information with your project details.
How long we keep information
Completed RAMS and relevant project correspondence are normally retained for six years after project completion or our last substantive work on that project, to support revisions, complaints and potential claims. Unnecessary personal details and duplicate material should be removed sooner where practical.
Enquiries that do not become orders are normally kept for up to 12 months after the last contact. Accounting records are kept for the applicable statutory tax-record period. We may retain particular records longer where needed for an active dispute, legal obligation or claim, and delete or anonymise them when that need ends.
Service providers apply their own retention and backup arrangements. Ask us about a specific record or deletion request.
Cookies and external links
RoofIQ’s current website code does not add advertising trackers or analytics cookies. Hosting, access-control or security services may use necessary cookies or similar technology. Payment pages and WhatsApp links take you to services with their own privacy and cookie arrangements.
If we introduce optional cookies or analytics, we will update this statement and request consent where required before using them.
Your rights and complaints
Depending on the circumstances, you can request access to your information, correction, deletion, restriction of processing or a portable copy. You can withdraw consent where we rely on it. These rights are subject to the applicable legal conditions, and some records may need to be retained.
You have the right to object to processing based on legitimate interests, including uses described above. You can object to direct marketing at any time. Email rams@roofiq.co.uk to exercise your rights; we may need to verify your identity. We normally respond within one month, with any permitted extension explained to you.
If your information is in a client’s project documents and we process it only on that client’s instructions, we may refer your request to that client and assist them in responding.
You can complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or call 0303 123 1113. You may contact us first so we can try to resolve the concern, but that is not a condition of complaining to the ICO.
Updates
We will update this statement if our service or processing arrangements change. The last-updated date is shown above. Material changes will be explained where appropriate.
Contact RoofIQ
RoofIQ
4th Floor, Silverstream House
45 Fitzroy Street
London
W1T 6EB