Last updated: 1 October 2026
ESI: Fire Safety respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a quotation, become a client, receive services from us or otherwise interact with our business.
For the purposes of UK data protection law, the data controller is:
Morgan Brooks Limited, trading as ESI: Fire Safety
2 Osborne Close
Frimley
Camberley
Surrey
GU16 9YD
Telephone: 01276 300 351
Email: office@esifiresafety.co.uk
Website: www.esifiresafety.co.uk
1. The information we collect
The personal information we collect depends on how you interact with us.
It may include:
- your name;
- job title and organisation;
- postal or site address;
- telephone number;
- email address;
- details submitted through our website enquiry forms;
- information you provide when requesting a quotation or arranging an inspection;
- correspondence between you and ESI: Fire Safety;
- details relating to properties or premises for which we provide services;
- names and contact details of building managers, landlords, responsible persons, contractors or other relevant contacts;
- photographs, plans, drawings and other information supplied in connection with an inspection, survey or consultancy project;
- invoicing, payment and accounting information;
- records of services, inspections, surveys, reports and recommendations;
- information collected when you subscribe to newsletters or other communications; and
- technical information generated when you use our website, such as your IP address, browser type, device information, referring website and website usage information.
We do not intentionally collect more personal information than we reasonably need for the purpose concerned.
2. How we obtain your information
We may obtain information directly from you when you:
- complete a form on our website;
- telephone or email us;
- request a quotation;
- commission us to provide a service;
- subscribe to an email newsletter;
- meet us at an event or networking meeting; or
- otherwise correspond with us.
We may also receive business contact information from other sources, including:
- your employer or organisation;
- landlords, managing agents or property managers;
- clients who appoint us to work at a property;
- contractors and professional advisers;
- referrals and recommendations;
- publicly available company or professional information; and
- other legitimate business sources.
Where personal information is obtained from another source, we will only use it where we have an appropriate lawful basis for doing so.
3. How we use personal information
We may use personal information to:
- respond to enquiries;
- provide quotations and proposals;
- arrange surveys, inspections and appointments;
- carry out fire risk assessments, fire strategies, surveys, inspections and consultancy services;
- prepare reports, drawings, specifications, certificates and other project documentation;
- communicate with clients, landlords, managing agents, responsible persons, contractors and other project stakeholders;
- manage projects and ongoing client relationships;
- maintain records relating to work we have carried out;
- provide technical or compliance support;
- manage contracts;
- issue invoices and maintain accounting records;
- collect outstanding payments;
- deal with complaints or enquiries;
- maintain appropriate professional, quality-management and compliance records;
- protect our legal interests and respond to legal or regulatory matters;
- improve our services;
- maintain the security and operation of our website and systems;
- analyse how our website is used; and
- send relevant business or fire-safety information where permitted by law.
We will not use personal information for a purpose that is incompatible with the reason it was collected unless the law permits or requires us to do so.
4. Our lawful bases for using personal information
Under UK data protection legislation, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on one or more of the following.
Contract
We process information where it is necessary to provide a quotation, enter into a contract with you or deliver services you have commissioned.
This can include arranging site visits, undertaking surveys, preparing reports, communicating about a project and issuing invoices.
Legitimate interests
We may process information where this is necessary for the legitimate interests of ESI Fire Safety or another organisation, provided those interests are not overridden by your rights.
Our legitimate interests may include:
- operating and developing our business;
- managing client and professional relationships;
- maintaining records of work undertaken;
- responding to business enquiries;
- protecting our legal and commercial interests;
- maintaining the security of our systems;
- managing quality, competence and professional standards; and
- communicating relevant services or professional information to existing or prospective business contacts where appropriate.
Legal obligation
We may process information where necessary to comply with legal, regulatory, taxation, accounting or other statutory obligations.
Consent
Where the law requires consent, for example for certain electronic marketing activities or non-essential website cookies, we will ask for it.
Where processing is based on consent, you can withdraw your consent at any time.
Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.
5. Fire safety reports, surveys and property information
Our work regularly involves collecting information about buildings and the people responsible for managing them.
Fire risk assessments, fire strategies, compartmentation surveys, fire door inspections and other consultancy services may therefore contain names, job titles, contact details, property information, photographs or other information relating to people associated with a premises.
We only include personal information in technical documentation where there is a legitimate reason for doing so.
Our reports may be provided to the organisation commissioning the work and, where appropriate, to people or organisations involved in the management, ownership, design, construction or fire safety of the premises.
Depending on the circumstances, this may include managing agents, landlords, responsible persons, designers, contractors, insurers, enforcing authorities or professional advisers.
6. Who we share information with
We do not sell your personal information.
Where reasonably necessary, we may share information with organisations that help us operate our business or deliver our services.
These can include:
- IT and website service providers;
- email and communications providers;
- cloud-storage and document-management providers;
- customer and project management systems;
- accountants and bookkeeping providers;
- payment and banking providers;
- professional advisers;
- insurers;
- specialist consultants or subcontractors assisting with a project;
- laboratories or technical service providers where relevant;
- landlords, managing agents, responsible persons or other relevant project stakeholders;
- regulatory, enforcement or public authorities where legally required; and
- organisations involved in establishing, exercising or defending legal claims.
Where another organisation processes personal information on our behalf, we expect appropriate data-protection and security arrangements to be in place.
7. International transfers
Some of the software, cloud-computing or communication services used by ESI: Fire Safety may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal mechanism and suitable safeguards are in place.
This may include transfers to countries recognised as providing an adequate level of protection or the use of approved contractual safeguards.
8. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, contractual, taxation, professional and insurance requirements.
Retention periods vary according to the type of record.
As a general guide:
- initial enquiries that do not proceed may normally be retained for up to 24 months;
- client and project correspondence will normally be retained with the relevant project record;
- financial and accounting information will normally be kept for at least six years, where required;
- fire-safety assessments, surveys, technical reports, specifications and related professional project records may be retained for longer periods where this is necessary for professional, insurance, contractual or legal purposes;
- marketing records will be reviewed periodically and retained only while there is a valid reason to use them; and
- records showing that someone has opted out of marketing may be retained so that we can respect that preference in future.
Information which is no longer required will be securely deleted, destroyed or anonymised where reasonably practicable.
9. Marketing communications
We may occasionally contact clients and professional contacts with information about ESI: Fire Safety, changes in fire-safety requirements, technical information, events or relevant services.
We will only send electronic direct marketing where we have a lawful basis and where the requirements of applicable privacy and electronic communications legislation permit us to do so.
Where consent is required, we will obtain it.
You can unsubscribe from marketing communications at any time by:
- using the unsubscribe link in an email; or
- contacting office@esifiresafety.co.uk.
We may retain a minimal suppression record after an unsubscribe request so that we know not to add the address back to marketing communications.
Service communications relating to an enquiry, appointment, project, invoice or existing contract are not marketing communications.
10. Cookies and website analytics
Our website may use cookies and similar technologies.
Cookies are small files placed on your device which allow websites to operate and, in some cases, provide information about how visitors use them.
Some cookies are necessary for the website to function correctly.
We may also use non-essential cookies for purposes such as:
- website analytics;
- measuring website performance;
- understanding how visitors reach and use our website; and
- improving website content and user experience.
Where consent is legally required, non-essential cookies will not be used until you have given your consent through our cookie-management system.
You can change or withdraw your cookie preferences through the cookie controls provided on the website.
You can also control cookies through your browser settings, although disabling some cookies may affect how the website operates.
11. Website forms
When you submit an enquiry through our website, the information you enter will be used to respond to your enquiry and, where appropriate, prepare a quotation or provide our services.
Please do not include unnecessary confidential, sensitive or special-category personal information in a general website enquiry form.
Where we need additional information to provide a particular service, we will request it separately where appropriate.
12. Links to other websites
Our website may contain links to third-party websites, professional organisations, government guidance or other resources.
ESI Fire Safety is not responsible for the privacy practices of other websites.
If you follow a link to another website, you should review that organisation’s privacy information separately.
13. Keeping your information secure
We take reasonable technical and organisational measures to protect personal information against:
- unauthorised access;
- accidental loss;
- misuse;
- alteration;
- disclosure; and
- destruction.
Access to business information is restricted to people who reasonably require it for their work.
No internet-based service or electronic storage system can be guaranteed to be completely secure, but we regularly review the measures used to protect the information under our control.
14. Your data-protection rights
Depending on the circumstances, UK data-protection law may give you the right to:
- ask us for a copy of the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete personal information in certain circumstances;
- ask us to restrict the way we use your information;
- object to certain types of processing, including direct marketing;
- ask for certain information to be transferred to you or another organisation;
- withdraw consent where processing relies upon your consent; and
- complain about the way your information has been handled.
These rights are not absolute and some are subject to legal exemptions.
If you wish to exercise one of these rights, please contact:
ESI: Fire Safety
Email: office@esifiresafety.co.uk
Telephone: 01276 300 351
We may need to verify your identity before releasing or changing personal information.
15. Automated decision-making
ESI: Fire Safety does not use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.
We may use software and automation to assist with routine business activities, administration, communications, data organisation or analysis, but significant professional and business decisions are not made solely by automated processing.
16. Complaints
If you have concerns about the way we handle your personal information, please contact us first so that we have an opportunity to investigate.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data-protection regulator.
Information about making a complaint is available at www.ico.org.uk.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, systems, suppliers or legal obligations.
The current version will be published on this page and the date at the top of the policy will show when it was last updated.
Where we make a significant change to the way we use personal information, we will take reasonable steps to bring that change to the attention of affected individuals where required.
18. Contact us
If you have any questions about this Privacy Policy or about how ESI: Fire Safety uses your personal information, please contact:
ESI: Fire Safety
Morgan Brooks Limited
2 Osborne Close
Frimley
Camberley
Surrey
GU16 9YD
Telephone: 01276 300 351
Email: office@esifiresafety.co.uk
Website: www.esifiresafety.co.uk