Privacy Policy
Last updated: April 2026 — Version 2.0
1. Who We Are
Cinis Group Ltd (“we”, “us”, “our”) is a health, safety, and fire safety consultancy operating across the United Kingdom. We are the data controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Company name: Cinis Group Ltd
Registered number: 17156342 (Registered in England & Wales)
Address: City Tower, New York St, Manchester M1 4BT
Email: [email protected]
Phone: 0161 726 5800
Website: www.cinisgroupltd.co.uk
2. What Information We Collect
We may collect the following categories of personal information:
- Contact and enquiry data — your name, email address, telephone number, company name, and the content of your message when you submit an enquiry via our contact forms.
- Analytics data — anonymised information about how you use our website (pages visited, time on site, referral source, approximate geographic region) collected via Google Analytics 4, only if you have given your consent to analytics cookies.
- Technical data — IP address, browser type, device type, and operating system collected automatically by our web server for security, fraud prevention, and performance monitoring purposes.
- Search query data — search terms entered into the website’s internal search tool, stored in aggregated, anonymised form to help us improve site content.
We do not collect special category data (such as health information, racial or ethnic origin, or criminal convictions) through this website.
3. Lawful Basis for Processing
Under UK GDPR, we must have a lawful basis for each processing activity. The table below sets out the basis we rely on for each type of data we process.
| Processing Activity | Lawful Basis |
|---|---|
| Responding to contact form enquiries | Legitimate interests (Article 6(1)(f)) — to respond to business enquiries received through our website |
| Sending a quote or proposal following an enquiry | Pre-contractual steps (Article 6(1)(b)) — necessary to take steps at your request prior to entering a contract |
| Website analytics via Google Analytics 4 | Consent (Article 6(1)(a)) — only collected where you have accepted analytics cookies |
| Security and fraud prevention (server logs, IP addresses) | Legitimate interests (Article 6(1)(f)) — to protect our website and users from malicious activity |
| Aggregated, anonymised search query analysis | Legitimate interests (Article 6(1)(f)) — to improve website content and user experience |
| Compliance with legal obligations | Legal obligation (Article 6(1)(c)) — where required by law |
Where we rely on legitimate interests, we have conducted a balancing test and concluded that our interests do not override your rights and freedoms. You have the right to object to processing based on legitimate interests at any time — see Section 7 below.
4. How We Use Your Information
We use your personal information to:
- Respond to your enquiries and provide the services you have requested.
- Prepare and send quotations or proposals where requested.
- Improve our website and services based on aggregated, anonymised usage data.
- Protect the security and integrity of our website.
- Comply with our legal and regulatory obligations.
We do not sell, rent, or share your personal data with third parties for marketing purposes. We do not use your data for automated decision-making or profiling.
5. Cookies
We use cookies and similar tracking technologies on our website. The table below describes each category of cookie we use.
| Category | Purpose | Consent Required? |
|---|---|---|
| Strictly Necessary | Essential for the website to function (e.g. session management, security tokens). Cannot be disabled. | No — exempt under PECR |
| Analytics (Google Analytics 4) | Collects anonymised data on how visitors use the site (pages visited, time on site, referral source). All data is anonymised before transmission. | Yes — only set after you accept analytics cookies |
| Marketing / Advertising | Used to deliver relevant content and measure campaign effectiveness. Not currently active on this website. | Yes — only set after you accept marketing cookies |
Your Current Cookie Preferences
You have not yet set your cookie preferences.
6. Data Retention
We retain personal data only for as long as necessary for the purpose for which it was collected, or as required by law. The table below sets out our standard retention periods.
| Data Type | Retention Period | Reason |
|---|---|---|
| Contact form submissions (name, email, message) | 2 years from date of submission | To allow follow-up on enquiries and for business records |
| Quotations and proposals sent to clients | 6 years from date of issue | Limitation Act 1980 — potential contractual disputes |
| Google Analytics data | 14 months (GA4 default) | Aggregated trend analysis; anonymised after collection |
| Server access logs (IP addresses, request data) | 90 days | Security monitoring and fraud prevention |
| Aggregated search query data | Indefinitely (anonymised) | No personal data retained; used for content improvement |
| Cookie consent records | 1 year from consent date | To demonstrate compliance with PECR and UK GDPR |
7. Your Rights Under UK GDPR
Under UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data:
Right of access
You may request a copy of the personal data we hold about you (a Subject Access Request). We will respond within one calendar month.
Right to rectification
You may ask us to correct inaccurate or incomplete personal data.
Right to erasure ('right to be forgotten')
You may ask us to delete your personal data where there is no compelling reason for us to continue processing it.
Right to restriction of processing
You may ask us to restrict how we process your data in certain circumstances (e.g. while we verify its accuracy).
Right to data portability
Where processing is based on your consent or a contract, you may request your data in a structured, commonly used, machine-readable format (e.g. CSV) so you can transfer it to another controller.
Right to object
You may object at any time to processing based on legitimate interests or for direct marketing purposes. We will stop processing unless we can demonstrate compelling legitimate grounds.
Right to withdraw consent
Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, please contact us at [email protected]. We will respond within one calendar month. We may ask you to verify your identity before processing your request.
8. Third-Party Processors
We use a small number of trusted third-party services to operate our website. Each is engaged under a data processing agreement and is required to handle your data securely and in accordance with UK GDPR.
| Processor | Purpose | Data Transferred |
|---|---|---|
| Google LLC (Google Analytics 4) | Website analytics and usage measurement | Anonymised usage data; no personal identifiers transmitted |
| SendGrid / Twilio | Transactional email delivery (enquiry notifications) | Name, email address, message content |
| Manus AI (hosting platform) | Website hosting, database, and infrastructure | All data processed on this website |
We do not transfer personal data outside the United Kingdom or European Economic Area except where adequate safeguards are in place (e.g. Standard Contractual Clauses or an adequacy decision).
9. How to Complain
If you have a concern about how we handle your personal data, please contact us first at [email protected]. We will do our best to resolve your concern promptly.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection:
Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Any material changes will be posted on this page with an updated revision date and version number. We encourage you to review this policy periodically. Continued use of our website after changes are posted constitutes acceptance of the updated policy.