Privacy Policy

1. Information We Collect

1.1 Information You Provide Directly

When you contact us for a quote, request services, fill out a contact form, use our online quote system, subscribe to our newsletter, or communicate with us, we may collect:

• Name and contact details (email, phone number)
• Address and Eircode (for service location and scheduling)
• Property details: property type, size, age, BER rating, and relevant characteristics
• Service preferences and requirements
• SEAI grant information: grant application status, Letter of Offer dates, grant reference numbers, and grant amounts
• Photos and images uploaded by you (e.g., property photos for quote assessment)
• Payment information (processed securely through Stripe; see Section 3)
• Communications content (emails, WhatsApp messages, contact form submissions)

1.2 Information Collected Automatically

When you visit our Website, we may automatically collect:

• IP address and approximate location
• Browser type and version
• Operating system and device type
• Referring URLs and pages viewed
• Time spent on pages and interaction data
• Date and time of access

This data is collected through cookies and similar technologies (see Section 5).

2. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide and Manage Services: To process your requests, provide quotes, schedule and perform property maintenance and energy services, and manage your account.
• To Process SEAI Grant Applications: To track grant application status, Letter of Offer details, and grant amounts in order to coordinate service delivery and calculate payment portions.
• To Communicate with You: To respond to inquiries, send service updates, appointment confirmations, invoices, and important notices via email, WhatsApp, and push notifications.
• For Marketing and Promotions: To send newsletters, promotional materials, and information about services or special offers (you can opt out at any time).
• To Improve Our Website and Services: To analyse website usage, understand user preferences, and enhance your experience.
• For Legal and Compliance Purposes: To comply with legal obligations, enforce our Terms and Conditions, and protect our rights and property.

3. Payment Data

1. All online payments are processed securely by Stripe, a PCI DSS Level 1 certified payment processor.
2. We do not store your credit/debit card details on our servers. We retain only transaction reference numbers, payment amounts, and payment status for our records.
3. Bank transfer details (BOI/AIB) are provided directly on invoices and are not stored in association with your personal data beyond what is necessary for payment reconciliation.

4. Communications

4.1 WhatsApp

We use the WhatsApp Business API to communicate with Clients regarding service updates, appointment confirmations, and customer support. Messages sent and received via WhatsApp may be stored for record-keeping and service improvement purposes. WhatsApp's own privacy policy applies to data processed by WhatsApp/Meta.

4.2 Push Notifications

With your consent, we may send browser push notifications for service updates, appointment reminders, and promotional messages. You can manage or revoke push notification permissions at any time through your browser settings.

4.3 Email

We use email for quotes, invoices, service confirmations, and marketing communications. You may unsubscribe from marketing emails at any time using the link provided in each email.

5. Cookies and Analytics

1. Our Website uses cookies and similar tracking technologies to enhance your experience. Cookies are small data files stored on your device that help us remember your preferences, analyse traffic, and improve functionality.
2. We use website analytics tools to understand how visitors interact with our Website. Analytics cookies are only placed with your consent, in accordance with the ePrivacy Directive and GDPR.
3. On your first visit, you will be presented with a cookie consent banner. You may accept or reject non-essential cookies. You can change your cookie preferences at any time.
4. Essential cookies (required for the Website to function) do not require consent and cannot be disabled.

6. SEAI Grant Data

1. Where you are applying for or have received an SEAI grant, we may store the following information for service tracking and coordination purposes:
   • Grant application status
   • Letter of Offer date and reference
   • Approved grant amounts
   • Grant validity period and deadlines
2. This data is used solely to coordinate the delivery of grant-eligible services, calculate payment portions, and ensure compliance with SEAI requirements.
3. We do not share your SEAI grant data with third parties except as required for the completion of grant-related works or as required by law.

7. Client Portal

If you create an account on our client portal, we store your account information, job history, uploaded documents, invoices, and service records. This data is accessible only to you and authorised MAL Property Maintenance personnel. You may request deletion of your account and associated data at any time (see Section 9).

8. Disclosure of Your Information

We do not sell, trade, or otherwise transfer your personally identifiable information to outside parties without your consent, except in the following circumstances:

• Service Providers: We may share your information with trusted third-party service providers (e.g., Stripe for payments, WhatsApp/Meta for communications) who assist us in operating our business. These parties are contractually obligated to keep your information confidential.
• Legal Requirements: We may disclose your information if required by law or in response to valid requests by public authorities (e.g., Irish Revenue, Data Protection Commission).
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction.
• Protection of Rights: We may disclose your information when necessary to protect the rights, property, or safety of MAL Property Maintenance, our clients, or others.

9. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018, you have the following rights regarding your personal data:

• Right of Access: You have the right to request a copy of the personal data we hold about you.
• Right to Rectification: You have the right to request correction of any inaccurate or incomplete data.
• Right to Erasure ("Right to be Forgotten"): You have the right to request deletion of your personal data, subject to legal retention requirements.
• Right to Restrict Processing: You have the right to request that we limit how we use your data.
• Right to Data Portability: You have the right to receive your data in a structured, commonly used, machine-readable format.
• Right to Object: You have the right to object to the processing of your data for direct marketing or other purposes.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us using the details in Section 13. We will respond within 30 days of receiving your request.

10. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law:

• Financial records: 7 years (as required by Irish tax law and Revenue requirements).
• Service records: 6 years from the completion of services (for warranty and legal purposes).
• Marketing consent: Until withdrawn by the individual.
• Website analytics data: Anonymised and retained for up to 26 months.
• Client portal account data: Retained while the account is active and for 6 years following account closure.

When data is no longer needed, it is securely deleted or anonymised.

11. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including encryption in transit (TLS/SSL), secure server infrastructure, access controls, and regular security reviews. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

12. Third-Party Links

Our Website may contain links to third-party websites (e.g., SEAI, Stripe, WhatsApp). We are not responsible for the privacy practices of these sites. We encourage you to read the privacy policy of every site you visit.

13. Contact Us and Complaints

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have a complaint about how we handle your data, please contact us:

If you are not satisfied with our response, you have the right to lodge a complaint with the Irish Data Protection Commission (DPC):

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we may also notify you via email or through our Website. You are advised to review this Privacy Policy periodically.