1. Who We Are

Certanly Ltd (“Certanly”, “we”, “our”, or “us”) operates the property compliance booking platform and inspection services at certanly.co.uk. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Certanly Ltd is the Data Controller for information collected via our website, telephone, and inspection orders.

2. Information We Collect

We collect and process only the information required to coordinate and complete property safety inspections and statutory certification:

• Customer & Landlord Details: Name, email address, phone number, billing address, and property management affiliation.
• Property Inspection Data: Full London property address, property type (flat, house, HMO, commercial), number of bedrooms, appliances present, and key safe or access details.
• Tenant Contact Information: Where provided by the landlord or agent to coordinate access, tenant name and contact telephone numbers (used strictly for 30-minute arrival SMS notifications and access appointment confirmation).
• Payment Information: Processed securely via PCI-DSS compliant third-party payment gateways (Stripe). We never store full card numbers or CVC security codes on our servers.
• Technical Inspection Records: Gas pressures, electrical loop impedance test results, EPC photographic logs, and safety certificate registers maintained for statutory compliance.

3. How We Use Your Data

Your information is used strictly to:

• Schedule, dispatch, and execute requested gas, electrical, fire, and energy inspections.
• Generate official statutory certificates (Gas Safe CP12, EICR, EPC, FRA) and register them with accredited regulatory bodies (e.g. Gas Safe Register, Elmhurst Energy EPC register).
• Deliver PDF certificates via email to you, your tenant, and your designated letting agents.
• Send automatic compliance renewal reminders 11 months following annual certificate issuance to prevent lapse of statutory duties.
• Prevent fraud and comply with statutory UK health, safety, and taxation regulations.

4. Data Retention & Security

We retain inspection records and issued certificates for a minimum statutory period of 5 years (to satisfy Health and Safety Executive and landlord regulatory compliance checks). All digital certificates and customer data are stored using TLS 1.3 encryption in transit and AES-256 encryption at rest in secure UK/EU data centres.

5. Your Statutory Rights

Under UK GDPR, you have the right to request access to your personal data, rectify inaccuracies, request deletion (where not barred by mandatory legal retention periods), or object to processing. To exercise any of these rights, please contact our Data Protection Lead at hello@certanly.co.uk.

Questions about your privacy?

Contact Certanly Ltd, London, UK. Direct telephone: 020 8145 5369 or email hello@certanly.co.uk.