Privacy Policy
Last updated: September 2026
DMT Facilities Limited (“DMT Facilities”, “DMT”, “we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly, fairly and securely.
This Privacy Policy explains what personal information we collect, how and why we use it, who we may share it with, how long we keep it and the rights you have in relation to your information.
It applies to visitors to our website, customers and prospective customers, business contacts, suppliers, subcontractors, job applicants and other people who interact with DMT Facilities.
1. Who we are
DMT Facilities Limited is a facilities management and maintenance services company operating across the UK.
DMT Facilities Limited
Company number: 15113499
Registered office:
Stella Maris Suite
Pierremont Hall
Pierremont Avenue
Broadstairs
Kent
CT10 1JX
United Kingdom
For questions about this Privacy Policy or how we use your personal information, please contact:
Email: info@dmtfacilities.com
DMT Facilities Limited is the data controller for the personal information described in this policy where we determine how and why that information is processed.
2. Information we may collect
The personal information we collect depends on how you interact with us.
It may include:
- your name;
- business or organisation name;
- job title or role;
- email address;
- telephone number;
- business or site address;
- information you provide when making an enquiry or requesting a quotation;
- correspondence and communications with us;
- customer, supplier and subcontractor information;
- information relating to works, sites, jobs and contracts;
- billing, invoicing and payment-related information;
- information provided during recruitment, including CVs, employment history, qualifications and other application information;
- information generated through your use of our website, such as IP address, browser/device information and website usage data; and
- any other information you choose to provide to us.
We ask that you do not provide unnecessary sensitive or special category personal information through our general website contact form.
3. How we collect your information
We may collect personal information:
- directly from you when you contact us;
- through forms on our website;
- through email, telephone or other business communications;
- when you request a quotation or engage our services;
- during the management and delivery of facilities management or maintenance services;
- when you work with us as a supplier or subcontractor;
- when you apply for a position with DMT;
- from organisations you work for or represent;
- from our customers where your details are required as a site or business contact;
- from publicly available professional and business sources where appropriate;
- through business networking and professional platforms; and
- automatically when you use our website, including through cookies and analytics technologies where permitted.
4. How and why we use your information
We may use your personal information to:
Respond to enquiries and provide our services
We use information to respond to enquiries, prepare quotations, communicate about proposed or existing works, arrange site attendance and deliver and manage our services.
Our lawful basis will usually be that processing is necessary to take steps towards or perform a contract, or that it is in our legitimate interests to operate our business and respond to business enquiries.
Manage customers, sites and contracts
We may process personal information to schedule and manage works, communicate with site contacts, maintain service records, manage planned and reactive maintenance, provide reports and administer our contractual relationships.
Depending on the circumstances, we rely on contractual necessity and/or our legitimate interests in providing and managing our services.
Manage suppliers and subcontractors
We process information about suppliers and subcontractors to engage their services, allocate work, communicate about jobs, process invoices and payments and manage our business relationships.
We generally rely on contractual necessity, legal obligations and our legitimate business interests.
Finance and administration
We use information where necessary for invoicing, payments, accounting, taxation, financial records, debt recovery and other administrative purposes.
We may process this information because it is necessary to perform a contract, comply with our legal obligations and/or pursue our legitimate business interests.
Recruitment
We use information provided by job applicants to assess applications, communicate with candidates, arrange interviews and make recruitment decisions.
This may include information submitted directly to DMT or through a recruitment or job-listing service linked from our website.
Our lawful bases may include taking steps at your request before entering into a contract, complying with legal obligations and our legitimate interests in recruiting suitable employees.
Where recruitment information contains special category personal data, we will only process it where we have an appropriate additional legal condition for doing so.
We normally retain information relating to unsuccessful applicants for up to 12 months after the recruitment process has ended, unless there is a lawful reason to retain it for longer.
Successful applicants’ information may become part of their employment record and will be subject to our internal employee privacy arrangements.
Improve our website and services
We may analyse how people use our website to understand performance, improve the user experience and understand which pages and services are of interest to visitors.
Where non-essential cookies or similar technologies are involved, we will use them in accordance with applicable cookie and privacy laws and your choices.
Protect DMT and others
We may use information where reasonably necessary to protect our business, systems, employees, customers and other people, including preventing fraud, dealing with disputes, establishing or defending legal claims and maintaining appropriate security.
We generally rely on our legitimate interests and/or legal obligations for these purposes.
5. Business development and marketing
We may use business contact information to communicate about DMT Facilities’ services, develop business relationships and provide information that we reasonably believe may be relevant to the recipient.
Where permitted by law, we may rely on our legitimate interests in promoting and growing our business. Where consent is legally required for a particular type of electronic marketing, we will obtain consent before sending it.
We may introduce newsletters, service updates or other marketing communications in the future. Any such activity will be carried out in accordance with applicable UK data protection and electronic marketing laws.
You have an absolute right to object to the use of your personal information for direct marketing.
You can ask us to stop sending marketing communications at any time by using any unsubscribe facility provided or by contacting info@dmtfacilities.com.
If you opt out, we may retain limited information on a suppression list so that we can ensure we respect your preference in the future.
Service messages and communications necessary for an existing customer or contractual relationship are not necessarily marketing communications.
6. Cookies and website analytics
Our website uses cookies and similar technologies.
Some cookies are necessary for the website to function correctly. Others may help us understand how visitors use our website, improve its performance, or support communications and marketing activity.
We use Koko Analytics to help us understand website traffic and usage. Depending on its configuration, this may involve the processing of limited technical and usage information, such as pages viewed, referral information, browser or device information and truncated or anonymised IP-derived data.
Our website may also load technology provided by Klaviyo to support website engagement, communications or marketing-related functionality. Where this technology involves non-essential cookies or similar tracking, it will be used only where permitted by applicable law and, where required, after an appropriate consent choice.
Our website is built using WordPress and Elementor, which may use cookies or similar technologies required for website functionality.
Where required by law, non-essential cookies and tracking technologies will not be activated until you have made an appropriate choice through any consent mechanism made available on the website.
We may introduce additional analytics or advertising technologies in the future, including technologies used to measure the effectiveness of our advertising. Where we do so, we will update our cookie information and obtain consent where required.
You can also manage or delete cookies using your browser settings. Blocking some cookies may affect how parts of the website function.
Our website may contain links to third-party websites and services, including LinkedIn. Following a link to another website may allow that organisation to process information about you under its own privacy policy. DMT is not responsible for the privacy practices of third-party websites.
7. Systems and service providers
We use trusted third-party systems and service providers to help us operate our business.
These may include providers of:
- website hosting and website technology;
- Microsoft 365 and Outlook for business communications and document management;
- Joblogic for facilities management, job and operational administration;
- Connecteam for workforce and operational management;
- accounting, finance and professional services;
- IT, cloud hosting, backup and cybersecurity services;
- recruitment and job advertising services;
- website analytics, including Koko Analytics;
- website engagement, communications and marketing technology, including Klaviyo where used;
- professional advisers such as accountants, solicitors and insurers; and
- other contractors and suppliers necessary to operate our business and deliver our services.
Where another organisation processes personal information on our behalf, we take appropriate steps to require it to protect that information and process it appropriately.
We may also share relevant information with customers, suppliers, subcontractors, engineers or other parties where this is reasonably necessary to deliver a service or fulfil a contract.
We do not sell your personal information.
8. International transfers
Some of the technology and service providers we use may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer complies with UK data protection law.
Depending on the destination and provider, this may include relying on UK adequacy regulations or using approved contractual safeguards such as the UK International Data Transfer Agreement or an appropriate UK Addendum.
You can contact us if you would like further information about safeguards relevant to your personal information.
9. How long we keep your information
We only keep personal information for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, contractual and reporting requirements.
Retention periods vary depending on the type of information.
For example:
- general enquiries that do not lead to business may be deleted when they are no longer reasonably required;
- customer, contract, job, financial and transaction records may be retained for the period necessary to administer the relationship and meet legal, tax, accounting and contractual requirements;
- supplier and subcontractor information may be retained for the duration of our relationship and for an appropriate period afterwards;
- unsuccessful recruitment applications are normally retained for up to 12 months after the recruitment process ends;
- marketing information may be retained while it remains relevant or until you object or withdraw consent, as applicable; and
- limited suppression information may be retained after an opt-out to ensure we continue to respect your marketing preference.
We periodically review the information we hold and delete or securely dispose of information that is no longer required.
10. Keeping your information secure
We take appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to employees, contractors and service providers who reasonably require it for their work, subject to appropriate confidentiality and security arrangements.
No internet-based system can be guaranteed to be completely secure, but we take reasonable measures appropriate to the nature of the information we process.
11. Your data protection rights
Depending on the circumstances and the lawful basis on which we process your information, UK data protection law may give you the right to:
- access personal information we hold about you;
- correct information that is inaccurate or incomplete;
- request deletion of your personal information in certain circumstances;
- restrict processing of your information in certain circumstances;
- object to certain processing based on legitimate interests;
- object to direct marketing at any time;
- request data portability in certain circumstances; and
- withdraw consent at any time where we rely on your consent.
These rights are not absolute and different rights apply in different circumstances.
To exercise your rights, contact:
We may need to verify your identity before acting on a request.
12. Automated decision-making
DMT Facilities does not currently make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.
If this changes, we will update this Privacy Policy and provide the information required by law.
13. Children
Our website and services are intended for businesses and adults and are not directed at children.
We do not knowingly collect personal information from children through our website.
14. Complaints
If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate and resolve the matter:
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).
Information about making a complaint and the ICO’s current contact details are available on the ICO website.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, services, systems, website or legal requirements.
The latest version will be published on our website and the date at the top of this policy will show when it was last updated.
Where a change significantly affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals where required.
