1. Who we are
CODEEX Maintenance Ltd operates codeexmaintenance.com and is the controller of personal information collected through this website and our maintenance enquiry channels. Company number: 12777967. Registered office: 128 City Road, London, EC1V 2NX, United Kingdom. Privacy requests: mail@codeex.co.uk. Telephone: 020 3811 8331.
London EICR Certificates is a trading and marketing name of CODEEX Maintenance Ltd, not a separate legal company. Its specialist website describes its own booking and inspection systems. This notice describes the CODEEX maintenance website and does not claim that all group websites use identical tools.
2. Information we collect and its sources
When you enquire, we collect your name, email, telephone, property location, service requirements, property/customer type, preferred timing, access information and messages. If you choose to attach photographs, they are resized in your browser and sent with your enquiry. Please avoid faces, identification documents and confidential or sensitive household information.
We keep related office correspondence, agreed quotations, appointment and work records, invoices and payment status where a job proceeds. No card numbers are collected by these website forms. We may receive relevant site-contact or tenant information from a landlord, agent or other person arranging authorised work. We use it only for the relevant purpose and provide privacy information where required.
Hosting and security providers process technical request information, such as IP address, browser and security events. Optional analytics providers receive limited website-use and technical information only after analytics acceptance.
3. Purposes and lawful bases
Contract or steps before a contract: responding to your own quotation request, agreeing and delivering work, coordinating attendance, invoicing and essential service communications. We do not automatically use contractual necessity for a tenant or site contact who is not our contracting customer.
Legitimate interests: proportionate business-contact and site-access coordination, customer support, security and spam prevention, maintaining relevant evidence and handling disputes. We balance these interests against individual rights and minimise the information used.
Legal obligation: accounting, tax and specific regulatory or legal record duties. Consent: optional analytics and any optional marketing requiring consent. Accepting terms or asking for a quotation does not sign you up for marketing.
For email, SMS or WhatsApp marketing to individuals, we require consent or all applicable soft-opt-in conditions; legitimate interests alone does not override electronic-marketing rules. We respect objections and keep only the minimum suppression information needed. No automatic renewal-reminder service is activated by using this form.
4. Enquiry forms and photographs
Forms submit to our own website endpoint, which checks the request and Cloudflare security token, then uses Resend to send it to mail@codeex.co.uk. A reference is returned after the email service accepts the office message. Provider acceptance is not a guarantee that every recipient mailbox will place a message in its inbox.
An enabled acknowledgement sends your name, selected service and reference back to the address you supply. It confirms receipt of a request, not an agreed quotation or appointment. The office reviews requests before work is booked.
The maintenance website does not create the EICR platform’s signature records, customer portal or Supabase booking database. Photographs and enquiry details are not included in our custom analytics events.
5. Cookies, browser storage and analytics
Essential storage supports your privacy choice, security and enquiry handoff. Your privacy preference is kept in local browser storage for up to 180 days. The quotation planner temporarily passes your location to the contact form through session storage and removes it after the form reads it.
Google Analytics 4, Microsoft Clarity and Vercel Web Analytics load only after you select Accept analytics. You can select Only necessary and still use the forms. Reopen Cookie settings in the footer to withdraw permission; accessible analytics cookies are cleared and the page reloads to stop loaded optional scripts.
We retain our two existing Google Analytics destinations for reporting continuity. They measure the same website audience and are not separate customer lists. Advertising storage, Google signals and advertising personalisation are disabled. We do not install Google Tag Manager or Meta Pixel as separate marketing integrations on this website. The Google tag is loaded directly for Analytics.
Custom events contain only controlled categories such as form type and entry route. Names, emails, phone numbers, addresses, postcodes, message text, references and photographs are excluded from those events. Tracking URLs exclude enquiry parameters and fragments. Only limited campaign labels in a restricted format are retained; do not put personal information in campaign labels.
Clarity provides session recordings and heatmaps after opt-in. Enquiry forms are masked. The providers may process technical connection information when your browser contacts them. Google and Clarity cookies have their own lifetimes and provider settings; our consent preference expires after 180 days. Cloudflare Turnstile processes a short-lived security challenge separately from optional analytics.
6. Recipients and service providers
We do not sell personal information. Assigned tradespeople, engineers and subcontractors receive only the information reasonably needed for the relevant work, such as contact details, property address, access instructions and useful photographs. They must not use it for unrelated marketing. Independent professionals may also have their own legal or professional record duties.
This website uses Vercel for hosting, Resend for transactional email and Cloudflare Turnstile for form security. Our office uses Google Workspace for email and administration. Where correspondence uses a codeexmaintenance.com mailbox, Microsoft 365 may also process it. Optional website-use information goes to Google Analytics, Microsoft Clarity and Vercel Analytics only after acceptance.
If you choose WhatsApp or another external contact or review platform, its own privacy terms also apply. Relevant records may be shared with accounting providers, professional advisers, insurers, regulators or courts when necessary and lawful.
7. International processing
Some hosting, email, analytics and support processing may take place outside the UK. Restricted transfers require an applicable adequacy arrangement or appropriate UK safeguards, such as the UK Addendum or International Data Transfer Agreement with any required assessment. We do not treat EU contractual clauses alone as a universal UK safeguard. Ask mail@codeex.co.uk about the safeguards applicable to a provider or your information.
8. Security
We use encrypted website connections, access-controlled office systems and form security checks. Access is limited to people and providers who need it for the stated purpose. Do not submit passwords, bank-card details, identity documents or unnecessary sensitive information through an enquiry. No transmission or storage method is completely secure.
9. Retention
Records relating to completed work, contracts and invoices are normally kept for six years after the service where needed for accounting and claims. An unconverted enquiry is retained only while needed for follow-up and proportionate dispute records; it is not automatically assigned the full contract-record retention period. Access notes and technical logs should be kept for shorter periods where they are no longer needed.
Mailbox and provider records follow applicable retention settings and legal requirements. Temporary planner data is removed on handoff or when the browser session ends. You can clear browser storage and request information about a particular record or retention decision by contacting mail@codeex.co.uk.
10. Your rights and complaints
Depending on the circumstances, UK GDPR provides rights of access, correction, deletion, restriction, objection and portability. You can withdraw consent without affecting processing already lawfully carried out. Some legal or claims records may need to be retained despite a deletion request.
Email mail@codeex.co.uk to exercise your rights. We may need to verify identity and will respond within applicable statutory timescales. If you have a privacy concern, please contact us so we can investigate. You can also complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.
11. Children, automated decisions and public reviews
Our services are intended for adults responsible for properties. We do not knowingly collect children’s personal information. Do not include children in job photographs.
We do not use automated decisions with legal or similarly significant effects on individuals. Security filtering does not decide whether you are entitled to a maintenance service; you can contact our office directly.
A public review remains subject to its platform’s terms. We do not treat a review or private email as blanket permission to publish personal information. We minimise identifying details when quoting feedback and use a lawful basis.
12. Policy updates
We update this notice when practices materially change. The current version and date are displayed on this page. Contact mail@codeex.co.uk if you need a copy relevant to an earlier enquiry.