Legal
Customer Privacy Notice
Midway Access Solutions Ltd (“we”, “us”) is the data controller for the personal data described in this notice. Company number 03807023. Registered with the Information Commissioner’s Office (ICO), registration number ZA110784. Address: Unit 5 Innovation Way Industrial Park, Tunstall, Stoke-on-Trent, Staffordshire, ST6 4FA. Tel: 01782 773771. Email: info@midwayaccesssolutions.co.uk. Our Data Protection Lead can be contacted at info@midwayaccesssolutions.co.uk.
This notice explains how we handle personal data belonging to our customers, customers’ staff, site contacts, suppliers and members of the public, in connection with our industrial door, gate, barrier and access control services.
What we collect
| Category | Examples |
|---|---|
| Contact details | Name, job title, business address, site address, phone number, email address |
| Enquiry and quotation data | Details of your enquiry, the equipment and site concerned, quotations issued |
| Job and service records | Job sheets, work carried out, materials used, service and maintenance history, engineer notes (held in our ServiceM8 job management system) |
| Site photographs | Photographs of equipment and site conditions taken before, during and after work |
| Financial data | Invoicing, payment and account records |
| Dashcam footage | Our vehicles carry road-facing and cab-facing dashcams. People near our vehicles, including on or near customer sites, may be incidentally captured. Footage is held only as long as necessary and used for road safety, incident investigation and insurance purposes. To ask about footage that may include you, contact the Data Protection Lead at info@midwayaccesssolutions.co.uk. |
Why we use it and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Responding to enquiries and providing quotations | Legitimate interests; steps prior to a contract |
| Carrying out, recording and invoicing work | Performance of a contract |
| Maintaining service and compliance records for equipment we work on | Contract; legal obligation (health and safety law); legitimate interests |
| Insurance, incident investigation and defending or pursuing legal claims | Legitimate interests; legal obligation |
| Vehicle dashcam operation (fleet safety, incident evidence) | Legitimate interests |
| Tax and accounting | Legal obligation |
Marketing and social media: we may use photographs taken during jobs in our marketing and social media content. Before any photograph is used, it is reviewed and identifying details are redacted. We never publish customer names, site names or addresses, and locations are generalised to town or city level only (for example, “Birmingham”). Posts are prepared and scheduled using Buffer, and images are processed via Cloudinary, before publication on our social channels (Meta/Facebook, LinkedIn, Instagram). The lawful basis for this use is our legitimate interest in promoting our services. You have the right to object to this use, and to ask us to remove any published image relating to your site, by contacting the Data Protection Lead at info@midwayaccesssolutions.co.uk — we will action removal requests promptly.
Who we share it with
- Platform providers processing data on our behalf: ServiceM8 (job management) and SureCam (dashcam footage storage).
- Microsoft 365 — our email and document systems; enquiries you send us by email are processed there.
- Render — hosts our website, and receives your IP address when you visit, as any web host does.
- Google (web fonts) and Cloudflare (page-view analytics, and the automation service that prepares supplier enquiries from completed jobs) in connection with our website and systems — see “Cookies and our website” below.
- Anthropic — see “AI-assisted quote preparation” below.
- Our insurers, legal advisers and accountants, where required.
- HMRC and other authorities where required by law.
AI-assisted quote preparation. When a completed survey needs supplier prices, our systems use an AI service (Anthropic) to summarise the job history — which can include email correspondence with you — so our office can prepare a quote. The summary is reviewed by our staff and clearly labelled as machine-generated, and no decision is made about you solely by automated means. Under our API terms, Anthropic does not retain content for AI model training. The enquiry documents we send to suppliers are built to contain no customer names, site addresses or contact details — a job reference only.
We do not sell personal data.
Transfers outside the UK
Most of the personal data we hold is stored in the UK. However, some of the platform providers we use may store or process data outside the UK. In particular, ServiceM8 (our job management system) hosts and backs up UK accounts in data centres in the United Kingdom, with periodic backups also held in the European Economic Area (Ireland), and may transfer certain personal and account data outside the UK, including through sub-processors it engages. Some of the providers named above are US companies — Google (fonts), Cloudflare (analytics and automation), Render (website hosting) and Anthropic (AI processing). Other providers we use may also process limited data outside the UK. Wherever personal data is transferred outside the UK, it is protected by appropriate safeguards in accordance with Chapter V of the UK GDPR. You can ask the Data Protection Lead for more detail about the safeguards in place, by contacting info@midwayaccesssolutions.co.uk.
Cookies and our website
Our website sets no cookies at all — not our own, and none from anyone else. There is no analytics, advertising or tracking cookie on any page, which is why you are not asked to accept any. Our pages store a single temporary flag in your browser’s session storage (deleted when you close the tab) so animations don’t replay as you move between pages; it identifies nobody and is not a cookie or tracker. A small number of third parties are still contacted to deliver parts of the page, and they receive your IP address as an unavoidable part of that:
- Google Fonts. Our pages use web fonts served by Google. Your browser requests these fonts from Google’s servers, which means Google receives your IP address. Google does not set cookies through this (see policies.google.com/privacy).
- Cloudflare Web Analytics. We count page views using Cloudflare’s privacy-focused analytics, which sets no cookies and does not track you across websites or build any profile of you. Your browser loads a small script from Cloudflare, which receives your IP address (see cloudflare.com/privacypolicy).
- Online booking (ServiceM8). Our “Request a booking online” button takes you to a booking page hosted by ServiceM8, which operates under its own privacy and cookie policies.
Our social page shows our latest posts, but it does not embed anything from Facebook, Instagram or LinkedIn. The posts and their images are copied to, and served from, our own website, so viewing that page contacts no social network and sets no cookies. The links to our profiles are ordinary links — nothing is sent to those platforms unless you click one and go there yourself.
You can control or delete cookies through your browser settings, including blocking third-party cookies or all cookies. Doing so will not stop you using the main parts of our site.
How long we keep it
The retention period for each category of personal data is set out in our Data Retention Schedule — the single authoritative source for retention periods — available on request from the Data Protection Lead at info@midwayaccesssolutions.co.uk.
Your rights
You have the right to request access to your personal data, to have inaccurate data corrected, to request erasure or restriction in certain circumstances, to object to processing based on legitimate interests, and to data portability in certain circumstances. To exercise any right, contact the Data Protection Lead at info@midwayaccesssolutions.co.uk. We respond within one calendar month; this may be extended by up to two further months for complex or numerous requests, in which case we will tell you within the first month.
Complaints
If you are unhappy with how we have handled your data, please raise it with the Data Protection Lead (info@midwayaccesssolutions.co.uk) first. You also have the right to complain to the Information Commissioner’s Office: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF; 0303 123 1113; ico.org.uk.
Changes
This notice is reviewed annually. This version is effective from 1 August 2026.