Privacy Policy

Who Is Responsible for Your Data?

The data controller is:

Martin Scherbaum / Saniflo.Irish
Ballinlig
Broadford
Co. Kildare
Ireland

Telephone: +353 86 253 1769
Email: info@saniflo.irish

Martin Scherbaum is the contact for privacy questions and requests concerning personal data.

Personal Data We May Collect

Depending on how you contact us and which service you request, we may collect:

• Your name, telephone number and email address
• Your service address, Eircode and property location
• Your property type and the requested service
• The Saniflo model, symptoms and fault description
• Quick Quote selections, quotation details and the indicative estimate shown
• Quote-session, service-request, appointment and service-status information generated when you request or receive a service
• Messages, emails, text messages and call details
• Photographs or files that you choose to provide
• Appointment, service, repair and replacement records
• Parts supplied, work completed and warranty information
• Invoice, payment and accounting information
• Website technical data, including IP address, browser information, device information, timestamps, security events and server logs
• Cookie and consent preferences, where a consent system is used

We do not need special-category data, such as health, religious or political information, to provide normal Saniflo services. Please do not send such information unless it is genuinely necessary for a specific safety or accessibility reason.

How We Collect Personal Data

Most personal data is provided directly by you. For example, you may provide information through a website form, Quick Quote or service-request form, email, telephone call, text message, photograph, appointment or service visit.

When you submit a website form or request a service, information may also be generated or recorded as part of processing your request, including quotation or quote-session information, service-request records, appointment information and service-status updates.

A landlord, tenant, property manager, business representative or another person acting for you may also provide information. Where required, we will provide the relevant privacy information when we first communicate with you.

The website, our service-management systems and their security services may automatically create technical logs. These records can include an IP address, browser type, device information, page request, date, time, security event and related technical information.

Payment providers, accountants, suppliers or other service providers may provide limited information needed to confirm a transaction, manage a service or meet a legal obligation.

Why We Use Personal Data

We may use personal data to:

• Respond to an enquiry or request for information
• Prepare an indicative quote or discuss likely costs
• Arrange, confirm or change an appointment
• Identify the property, Saniflo model and reported fault
• Provide servicing, diagnosis, repair, replacement or maintenance
• Communicate before, during and after the work
• Keep service, parts and warranty records
• Issue invoices and process payment records
• Meet tax, accounting and other legal obligations
• Protect forms, the website, customers and the business against spam, abuse, fraud and security threats
• Establish, exercise or defend legal claims
• Maintain and improve the website and its content

We do not use enquiry details for newsletters or unrelated promotional messages unless you have separately chosen to receive them.

Our Lawful Bases

Steps Before a Contract

We use contact details, property information and service requirements to respond to quote requests, discuss availability and take steps requested before a service contract is agreed.

Performance of a Contract

We process information needed to attend the property, provide the requested service, communicate about the work, receive payment and provide relevant after-service support.

Legal Obligations

We process and retain information when necessary to comply with tax, accounting, consumer-protection and other legal requirements.

Legitimate Interests

We rely on legitimate interests for proportionate activities such as website security, spam prevention, record management, customer service, business administration, service quality, fraud prevention and the establishment or defence of legal claims. We consider the impact on your rights before relying on this basis.

Consent

Where consent is legally required, such as for non-essential analytics, marketing cookies or optional direct marketing, you may withdraw it at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

Contact Form 7 and Quick Quote Forms

Our website forms are built using Contact Form 7 and are integrated with our service-management systems. When you submit a form, the information you provide is collected and processed by us as the website operator in order to review your enquiry, provide or prepare a quotation, create or update the relevant customer or contact record, create or update the relevant property record, create and manage a service request, arrange an appointment where appropriate, communicate with you about the requested service, and administer the service through to completion.

Depending on the form and the type of service requested, the information we collect may include your name, address, Eircode, telephone number, email address, account or customer type, service type, property type, Saniflo model or unit information, details of the fault or requested work, appointment or access information, quotation information, and any photographs or other information you choose to provide.

Where our Pricing V2 or service-request process is used, the information submitted through the website may be transferred from Contact Form 7 to our backend service-management system. This may result in the creation or updating of a customer or contact record, property record, quotation or quote-session record, and service request. Information may also be processed through our business email and notification systems where this is necessary to manage your enquiry, quotation, appointment or service request.

Copies of information may also exist in systems used to operate and secure the service, including hosting systems, server and security logs, email systems, notification systems and backups. Such copies are retained only for as long as reasonably necessary for the relevant operational, security, legal or backup purpose and are handled in accordance with this Privacy Policy.

Please do not upload photographs containing people, identity documents, payment-card details, financial information, medical information or unrelated private material unless this is genuinely necessary for your service request. Photographs should, wherever possible, show only the Saniflo unit, installation, surrounding plumbing or the reported problem.

Cookies and Similar Technologies

Cookies are small files or similar technologies that may store or read information on a device. Some technologies are strictly necessary for website security, form operation, preferences or another service requested by the visitor.

Non-essential analytics, advertising and marketing technologies normally require prior consent. They should not load before that consent is given.

Details of the technologies found during the website cookie scan, including their provider, purpose, category and duration, will be listed in our Cookie Policy.

Where a consent banner is required, you will be able to accept, reject or manage non-essential categories and later change your preferences.

Reviews, External Links and Third-Party Content

The website may display customer-review content through a third-party review widget. When an external widget or script loads, its provider may receive technical information such as the visitor’s IP address, browser details and the page being viewed.

Where a third-party feature is non-essential and requires consent, it should be blocked until the relevant preference is selected. The exact technologies and providers will be identified through the Cookie Policy and consent configuration.

The website also contains links to external websites, including SFA Saniflo, Google, YouTube and other resources. After you follow an external link, the destination provider controls its own processing. Please review that provider’s privacy information.

Who May Receive Personal Data?

We share personal data only where necessary and proportionate. Recipients or categories of recipients may include:

• Website hosting, application hosting, database, domain, email, backup, security and notification-service providers used to operate our website and service-management systems
• Cloudflare for website, form and security services
• Website developers or technical support providers who require controlled access
• Accountants, bookkeepers and tax advisers
• Card-payment providers for payments made during a service visit
• Suppliers or the manufacturer where parts, product support or warranty assistance is required
• Insurers, solicitors or professional advisers
• Public authorities, regulators, courts or law-enforcement bodies where disclosure is legally required

Where another organisation processes personal data on our behalf, we require it to process the information only for the relevant service and subject to appropriate data-protection and confidentiality requirements.

We do not sell personal data. We do not provide enquiry or service details to unrelated advertisers or data brokers.

International Data Transfers

Some technology, security, email, notification or support providers may process personal data outside Ireland or the European Economic Area.

Where personal data is transferred outside the European Economic Area, we take steps to ensure that the transfer is permitted under applicable data-protection law. Depending on the destination and provider, this may include relying on an applicable European Commission adequacy decision, approved Standard Contractual Clauses or another lawful transfer mechanism or safeguard.

Where appropriate, we also consider the nature of the information, the purpose of the processing and the security and data-protection measures applicable to the transfer.

You may contact us for further information about international transfers and the safeguards relevant to your personal data.

How Long We Keep Personal Data

We keep personal data only for as long as it is reasonably needed for the purpose for which it was collected and for any applicable legal, accounting, warranty, insurance or dispute period.

• Enquiries that do not become jobs: retained only while needed to answer, follow up and resolve the enquiry or related dispute, then reviewed for deletion.
• Customer and service records: retained for the customer relationship and for as long as reasonably needed for service history, warranty support, repeat faults, insurance or legal claims.
• Invoices and accounting records: retained for the period required by Irish tax and accounting law.
• Photographs: retained only while relevant to diagnosis, evidence of work, warranty, customer service or a legal claim.
• Server and security logs: retained for a limited period based on security, troubleshooting and hosting requirements.
• Backups: retained on a rolling schedule and overwritten or deleted according to the relevant backup process.
• Consent records: retained as needed to demonstrate and respect the preference selected.

When information is no longer required, we delete it, anonymise it or allow it to be securely overwritten through the relevant system’s retention cycle.

How We Protect Personal Data

We use reasonable technical and organisational measures appropriate to the nature of the information and the risks involved. These measures may include controlled account access, passwords, software updates, encrypted connections, spam protection, security monitoring and backups.

Access is limited to people and providers who need the information for a legitimate business purpose. Service providers are expected to protect personal data and use it only for the agreed purpose.

No internet, email or storage system can be guaranteed completely secure. If a personal-data breach creates a risk to individuals, we will assess it and take the actions required under applicable data-protection law.

Your Data-Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

• Request access to your personal data
• Ask us to correct inaccurate or incomplete data
• Request deletion of personal data
• Request restriction of processing
• Object to processing based on legitimate interests or direct marketing
• Receive certain data in a portable format
• Withdraw consent where consent is the lawful basis
• Complain to the Irish Data Protection Commission

These rights are not absolute. For example, we may need to retain information to comply with a legal obligation, complete a contract or establish, exercise or defend a legal claim.

To exercise a right, email info@saniflo.irish. We may ask for reasonable information to confirm your identity and identify the relevant records.

Complaints to the Data Protection Commission

Please contact us first if you have a question or concern, so that we have an opportunity to investigate and respond.

You also have the right to raise a concern with the Irish Data Protection Commission:

Data Protection Commission
6 Pembroke Row
Dublin 2
D02 X963
Ireland

Further information and the DPC’s complaint process are available on the Data Protection Commission website.

Required Information and Quick Quote Decisions

We need sufficient contact, location and service information to respond to an enquiry, prepare for an appointment and provide the requested work. If required information is not provided, we may be unable to give a useful estimate, contact you or arrange the service.

Uploading a photograph is normally optional, although a relevant photograph may help us understand the installation or reported problem.

The Quick Quote form uses the options you select to calculate an indicative estimate. This is not profiling and is not a solely automated decision that produces a legal or similarly significant effect. The final scope and price may depend on inspection, parts, access and the actual fault.

Children’s Personal Data

Our website and services are intended for adults arranging property maintenance or Saniflo work. They are not directed at children.

If a child provides personal data without appropriate involvement from a parent or guardian, please contact us so that we can review and, where appropriate, delete the information.