Last Updated: February 1, 2026

Privacy Policy

This Privacy Policy explains how Gemini Facilities collects, uses, and protects personal information when you use our website, contact us, work with us, or apply for a role.

We provide facilities management services (including Hard FM, Soft FM, statutory compliance, and property/project support).


Who We Are

Data Controller

Gemini Facilities is the data controller for the personal information covered by this Privacy Policy, unless we tell you otherwise.

How to contact us about privacy:

What Information We Collect

We only collect what we need for a clear purpose. The types of information we may collect include:

1. Information you give us

  • Name, job title, company/organisation
  • Email address, phone number
  • Site details you share with us (such as site postcode/address and access notes)
  • Your message/enquiry details and any attachments you send

2. Information we collect when you use our website

  • IP address, device type, browser type
  • Pages you view and how you use the site
  • Cookie data (see “Cookies” below)

3. Information we collect when working with clients and suppliers

  • Contact details for client, site, and supplier contacts
  • Service-related records (job requests, attendance details, service reports, compliance documentation where relevant)
  • Billing and payment details (where applicable)

4. Recruitment Information (if you apply for a role)

  • CV, work history, qualifications
  • Contact details and interview notes
  • Right-to-work information (where legally required)

How We Use Your Information

We use personal information to:

  • Respond to enquiries and provide quotes or proposals
  • Set up and manage services, including planned and reactive support
  • Manage compliance support and service reporting where relevant
  • Communicate with you about delivery, access, scheduling, and service updates
  • Manage supplier and subcontractor relationships
  • Improve our website, content, and user experience
  • Recruit and assess candidates for roles
  • Meet legal, regulatory, and contractual obligations
  • Protect our business from fraud, misuse, and security risks

Our Legal Bases

Under UK data protection law, we rely on these legal bases:

  • Contract: where we need your information to provide a service or take steps before entering a contract
  • Legitimate interests: to run our business, respond to enquiries, manage relationships, and improve services (balanced against your rights)
  • Legal obligation: where we must keep certain records or comply with legal requirements
  • Consent: where you’ve actively chosen to receive marketing or accepted certain cookies (you can withdraw consent at any time)

Marketing Prefrances

Service Communications

We may contact you about your enquiry, your contract, or service delivery. These are not “marketing”.

Marketing

If we send marketing (for example, service updates or news), you can opt out at any time using the unsubscribe option in the message or by emailing us at [email protected].

Who We Share Information With

We may share personal information with trusted third parties where needed, such as:

  • Service partners, subcontractors, and specialist providers supporting delivery
  • IT, website, hosting, and business software providers
  • Professional advisers (legal, financial, insurance)
  • Regulators, law enforcement, or authorities where legally required
  • We only share what’s necessary and expect suppliers to protect the data they handle.

CCTV and Site Security Systems

Some sites we support may use CCTV, access control, or other security systems as part of Soft FM/security services.

Where these systems are in place, the building owner or managing agent is often the data controller. If you have a CCTV or access data request, contact the site/building management first, and they will guide you on the correct process.

International Transfers

If we ever transfer personal information outside the UK, we’ll make sure appropriate safeguards are in place (for example, approved contractual terms or other lawful transfer mechanisms).

How Long We Keep Your Information

We keep personal information only for as long as needed for the purpose it was collected, including:

  • Handling enquiries and follow-ups
  • Delivering and administering contracts
  • Meeting legal, tax, insurance, and compliance requirements
  • Resolving disputes and enforcing agreements
  • Retention periods vary depending on the type of record. You can request more detail by contacting us.

How We Protect Your Information

We use appropriate technical and organisational measures to protect personal information, including access controls and secure systems. No method of transmission or storage is 100% secure, but we work to reduce risk and respond quickly if issues arise.

Cookies

Cookies are small files stored on your device. We use cookies to help our website work properly and to understand how visitors use the site.

These are required for basic site functionality

Help us understand site usage so we can improve pages and content

Help measure the effectiveness of campaigns.

You can manage cookies in your browser settings and (where implemented) via our cookie banner or preference tool.

Your Rights

You may have the right to:

  • Access your personal information
  • Correct inaccurate information
  • Request deletion (in certain situations)
  • Restrict or object to processing (in certain situations)
  • Request transfer of your information (data portability, where applicable)
  • Withdraw consent (where we rely on consent)
  • To make a request, contact us using the details above. We may need to confirm your identity before we act.

Complaints

If you’re unhappy with how we handle personal information, please contact us first so we can try to resolve it.

You also have the right to complain to the UK data protection regulator, the Information Commissioner’s Office (ICO).

Changes to this Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and we’ll update the “Last updated” date at the top.