Privacy
policy.

1. Who we are

BW Property Services is a trading name of Black & White Access Ltd, a company registered in England and Wales. Our registered address is 11 Boyd Street, Newburn, Newcastle upon Tyne, NE15 8LU. We operate the website at propertyservices.blackandwhiteaccess.co.uk and provide property maintenance services across the North East, Scotland, and wider UK.

For data protection enquiries, contact us at enquiries@blackandwhiteaccess.co.uk.

2. What data we collect

We collect personal data only when you interact with us directly. This includes:

• Contact form submissions: name, company name (optional), email address, phone number (optional), requirement type, and the details you provide in the brief field.
• Portal accounts: email address, name, and the details you provide in maintenance requests (site address, job description, contact preferences).
• Call records: if you contact our emergency line, we may log the call for operational purposes.
• Website analytics: anonymised usage data via Google Analytics 4 (page views, session duration, device type). No personally identifiable data is collected through GA4.

3. Why we collect it

4. How long we keep it

We keep enquiry and contact data for up to 3 years from last contact, unless you ask us to delete it sooner or we are required to retain it for legal or contractual reasons. Portal account data is retained for as long as your account remains active, plus 12 months after closure. Job records associated with completed contracts may be retained for up to 7 years for compliance purposes.

5. Who we share it with

We do not sell your data. We may share it with:

• n8n (workflow automation platform) — used to route enquiries and job requests to our internal systems. Data is processed on infrastructure we control.
• Clerk (authentication provider) — used to manage portal accounts. Data is processed in accordance with Clerk's privacy policy.
• Google Analytics — anonymised website analytics only. No personal data is passed.
• Trusted subcontractors — where we coordinate specialist trades for a job, we may share the site address and job description only. No financial or contact data is shared without your knowledge.
• Legal authorities — where required by law or to protect our legal rights.

6. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data (subject to legal retention requirements)
• Object to or restrict processing in certain circumstances
• Data portability — receive your data in a structured, machine-readable format
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, email enquiries@blackandwhiteaccess.co.uk. We will respond within 30 days.

7. Cookies

We use the following cookies on this website:

• Google Analytics (_ga, _gid): anonymised analytics. These are analytics cookies and are only set if you accept cookies.
• Clerk session cookies: required for portal authentication. These are strictly necessary when you use the portal.
• No advertising, tracking, or third-party marketing cookies are used.

8. Security

We use industry-standard security measures including HTTPS encryption, access controls, and secure data handling practices. No method of transmission over the internet is completely secure, but we take reasonable steps to protect your data.

9. Changes to this policy

We may update this policy from time to time. When we do, we will update the "last updated" date at the top of this page. Continued use of the website or portal after changes constitutes acceptance of the updated policy.

10. Contact

BW Property Services (Black & White Access Ltd)
11 Boyd Street, Newburn, Newcastle upon Tyne, NE15 8LU
enquiries@blackandwhiteaccess.co.uk
+44 7495 017080