BASTEK Services Limited
Last updated: 1 November 2026

This policy explains how BASTEK Services Limited collects, uses, stores and shares personal information when you visit our website, contact us or use our services.

It covers our installation, repair, upgrade and maintenance services for gates, barriers, intercoms, access control, automatic doors and related systems, together with our dealings with suppliers and business contacts.

1. Who we are

BASTEK Services Limited
Company number: 12289875
Address: 157 Butely Road, Luton, Bedfordshire, LU4 9EP
Email: info@bastek.co.uk
Telephone: 01582 321 312
Website: https://bastek.co.uk

We are the data controller for our own enquiry, customer, supplier, accounting and service records.

Where we handle information within a customer-operated system solely on that customer’s instructions, we may act as a data processor. Section 6 explains this further.

Please contact us using the details above with privacy questions or requests.

2. Information we collect and its sources

We receive information directly when you contact us, request a quotation, arrange work, provide site information or speak to our telephone answering service.

We may also receive relevant information from managing agents, landlords, facilities managers, main contractors, customers, authorised representatives, suppliers and manufacturers. We obtain business credit information through Creditsafe.

Depending on the circumstances, we may collect:

• Names, company names, job roles, telephone numbers and email addresses.
• Billing addresses, site addresses and installation locations.
• Enquiries, correspondence, quotations, orders and visit arrangements.
• Site contacts, access arrangements and relevant instructions.
• Equipment details, fault descriptions, settings and service history.
• Photographs, videos, drawings, inspection findings and service reports.
• Invoice details, payment status and accounting records.
• System-user information required to configure or support equipment.
• Business credit information and relevant public records.
• Website and device information, including IP addresses, browser details, identifiers and interactions.

Site records and images may include identifiable people, vehicle registrations or details linking a property to an individual.

We aim to collect only information relevant to the purpose. Please avoid providing unnecessary sensitive personal information or security credentials.

3. How and why we use information

Where we rely on legitimate interests, we consider whether the use is necessary and proportionate and balance those interests against individuals’ rights and reasonable expectations.

Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

4. Business systems and service providers

We use software and external services to manage our business. Relevant information may be processed by these providers as part of delivering their services.

Joblogic

We use Joblogic for customer and site records, quotations, jobs, visits and maintenance. Records may include contact details, site addresses, instructions, equipment information, photographs, job notes and service reports.

Xero

We use Xero for customer and supplier billing details, invoices, payments and related accounting records.

Further information: Xero’s legal centre, including privacy information and data-processing terms.

Google Photos

We use Google Photos to store and organise photographs and videos relating to surveys, equipment, faults, installations, repairs and maintenance.

Images support quotations, technical assessment, records of completed work and ongoing servicing. They may incidentally include people, vehicle registrations or property details.

Keeping an image as a job record does not mean it will be published.

Further information: Google Privacy Policy.

Microsoft OneDrive and Outlook

We use OneDrive to store, organise and back up documents, including quotations, drawings, customer records, photographs and service reports.

We use Outlook for business email and related communications. Messages and attachments may contain contact details, site information and information exchanged during our work.

Further information: Microsoft Privacy Statement.

Moneypenny

We use Moneypenny to answer calls, take messages and help us respond to enquiries.

Call logs and messages may include callers’ names, telephone numbers, email addresses, company or site details, the nature of an enquiry and other information callers provide.

Relevant information is passed to us so we can respond, prepare quotations, arrange work or provide support.

Further information: Moneypenny Privacy Policy.

Creditsafe

We use Creditsafe business credit reports to assess customers’ and suppliers’ financial reliability and inform trading relationships, credit limits and payment terms.

We may submit identifying details to locate the correct business and receive credit ratings, payment history, financial information and public records. Reports may contain personal information about sole traders, directors or other people connected with a business.

Further information: Creditsafe Privacy Notices.

Other providers

We also use providers supporting website hosting, communications, security, IT support and backups.

Provider privacy information supplements this policy. It does not replace BASTEK’s responsibilities for information we handle. Please contact us for information about a provider relevant to your records.

5. Other sharing

Where necessary, we may share relevant information with:

• Engineers and subcontractors carrying out work on our behalf.
• Suppliers, manufacturers and technical support providers.
• Authorised customer representatives and organisations coordinating work.
• Accountants, insurers, legal advisers and debt recovery providers.
• Authorities or regulators where disclosure is required by law.

We limit sharing to information relevant to the purpose. We do not sell personal information.

6. Equipment cloud platforms

Some systems require cloud platforms for commissioning, operation, administration or remote support. Depending on the equipment supplied, these may include Akuvox, Intratone, Paxton and other relevant providers.

Information may include:

• Site names, addresses and installation locations.
• Customer, administrator and authorised contact details.
• Equipment MAC addresses, serial numbers and network information.
• Settings, system status and diagnostic records.
• User names, telephone numbers, access permissions and credential identifiers.
• Call records, access events, images or video, where supported and enabled.

The information involved depends on the installation and enabled features.

We use these platforms to configure equipment, enable requested functions, diagnose faults and provide agreed management, maintenance or support. Installer or administrator access we retain is used for those purposes.

The person or organisation deciding why and how a customer-operated system uses personal information will generally be its data controller. Where we handle information solely on their behalf, we act under their instructions and applicable processing arrangements.

The system operator is responsible for its applicable privacy notices, permissions, retention settings and signage. We can provide relevant technical information to support these responsibilities.

Contact us to identify your installation’s platform and obtain relevant privacy information.

7. Website, cookies and Google services

Our website uses cookies and similar technologies for website functions, security, preferences, analytics and advertising measurement.

Google Analytics helps us understand how visitors find and use our website. Information may include pages visited, interactions, device and browser details and approximate location derived from technical information.

Google Ads and conversion measurement help us assess whether advertising leads to website actions or enquiries. Depending on settings and privacy choices, this may involve cookies, advertising identifiers and interaction information.

Google reCAPTCHA helps protect forms from spam and automated abuse. Google may process technical and interaction information, including IP addresses, browser and device details and activity used to distinguish visitors from automated traffic.

CookieYes supports cookie preference management and may process consent choices and associated technical records.

Where consent is required, it must be obtained before the relevant technology is used. Our separate Cookie Policy, available through the website footer, provides further information about cookies and managing preferences.

Please contact us if cookie controls are unavailable or do not work as expected.

Further information: Google Privacy Policy.

8. Photographs and publicity

We use job images to assess equipment, prepare quotations, document work and provide support.

Before using images for our website, social media or publicity, we consider whether they identify individuals or reveal private or security-sensitive details. We seek permission where appropriate and avoid publishing unnecessary identifying information.

Please contact us with concerns about photography at your premises or an image we have published.

9. International processing

Some providers may store information, or allow it to be accessed, outside the United Kingdom. This can occur even where we purchase services through a UK supplier.

The arrangements depend on the provider, hosting locations and supporting organisations. Where UK international-transfer rules apply, an appropriate transfer mechanism is required, such as UK adequacy regulations or approved contractual safeguards.

Contact us for information about arrangements relevant to your personal information and how to obtain details of applicable safeguards.

10. Retention

We keep information for as long as needed for its purpose and relevant legal, accounting, warranty, safety and dispute-resolution requirements.

We consider whether enquiries remain active, the duration of trading relationships, ongoing equipment support, the relevance of job history and photographs, financial record-keeping requirements and outstanding disputes or claims.

Different records may have different retention periods. Information is deleted or anonymised when no longer needed. Backup copies may remain until replaced or deleted through the normal backup cycle.

Information within customer-operated platforms is also subject to the relevant system arrangements and customer instructions.

11. Security

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration or disclosure.

Access is limited according to business need. Site access details, credentials and other security-sensitive information require particular care.

No internet transmission or storage system can be guaranteed completely secure.

12. Service messages and marketing

We may contact you about enquiries, quotations, appointments, work, payments, warranties and relevant maintenance or safety matters.

For promotional communications, we follow applicable marketing rules and obtain consent where required.

You can ask us to stop direct marketing at any time. This does not prevent necessary communications about existing work, contracts or payments.

13. Your rights

Depending on the circumstances, you may have rights to access, correct, delete or restrict use of your information, receive certain information in a portable format, and withdraw consent.

You may object to processing based on legitimate interests. We will stop unless there are compelling legitimate grounds to continue or the information is needed for legal claims.

You can object to direct marketing at any time, and we will stop using your information for that purpose.

Rights are subject to applicable conditions and exceptions. Contact info@bastek.co.uk to make a request. We may need to verify your identity.

For information controlled by a customer operating a system, we may direct you to that organisation or assist it in responding.

14. Providing information

Without essential contact, site or billing information, we may be unable to prepare an accurate quotation, arrange access, carry out work safely or provide the requested service.

We will explain where information is necessary.

15. Complaints

Please contact us if you are concerned about our handling of personal information.

You also have the right to complain to the Information Commissioner’s Office:

Make a complaint to the ICO

You do not have to contact us before raising a concern with the ICO.

16. Updates

We may update this policy as our services, providers or legal requirements change. The latest version will appear on this page with its update date. Where appropriate, we will notify affected individuals of significant changes.