Last updated 17 October 2026. This policy explains what personal information Severn LetSafe collects, why, who we share it with and your rights. It is written in plain English and is awaiting review; if we change it we will update the date above.
Who we are
The data controller is Richard Harber, trading as Severn LetSafe (a sole trader). Severn LetSafe arranges landlord gas safety checks, EICRs and EPCs across Gloucestershire, Worcestershire and Herefordshire.
For anything about your data, email [email protected] or call 07377 768761. We do not have a public office address yet; we will add one here when we do.
What we collect
- Landlords and agents: your name, email, phone number, billing details, the addresses and details of the properties you book for, and your certificates and booking history.
- Tenants: if a landlord gives them to us, a tenant's name and contact details, used only to arrange access for an inspection.
- Partner engineers: your business details, registration numbers, insurance documents, identity and right-to-work checks and, if you agree, a basic DBS check result.
- Messages: anything you send us by email, our website forms or social media.
- Website use: we use Cloudflare Web Analytics, which counts visits without cookies and without identifying you.
We never see or store your full card number. Payments are handled by our payment providers.
Why we use it, and our lawful basis
- To provide what you book (arranging visits, sending certificates and reminders, running your LetSafe Vault): because it is needed for our contract with you.
- To keep tax and business records: because the law requires it.
- To check partner engineers and contact tenants about access: because we have a legitimate interest in safe, properly registered work and in getting the visit done.
- To send you news or offers: only if you have agreed, and you can opt out at any time.
Who we share it with
- The partner engineer who carries out your visit: the property address, access details and the tenant contact needed for that job.
- Service providers who help us run the business, such as our website host (Cloudflare), our email provider and our payment providers. They may only use your data to provide their service to us.
- Anyone the law requires us to share with, such as HMRC, or a council or the Health and Safety Executive if they ask for safety records.
We never sell your data. Some providers may process data outside the UK; where they do, we rely on the safeguards UK law requires.
AI assistant
We use an AI assistant to help answer messages, draft replies and send reminders. It always says it is an AI, you can ask for Richard at any time, and decisions about refunds, complaints and anything unusual are made by a person.
How long we keep it
- Invoices, contracts and job records: 6 years after the end of the tax year or the job.
- Your documents in the LetSafe Vault: while your account is open, then 90 days read-only so you can download them, then deleted.
- Enquiries that do not lead to a booking: up to 12 months.
Your rights
You can ask for a copy of your data, ask us to correct it, delete it where the law allows, restrict or object to how we use it, or receive it in a portable format. Email [email protected] and we will reply within one month.
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.