Privacy Policy
OR Group Ltd
Company Number: 14681607
Registered Office: 4 Charlton Village Road, Charlton, Wantage, England, OX12 7HD
Website: www.orgroupltd.com
Email: info@orgroupltd.com
Telephone: 03300 434773
Last updated: 26 October 2026
1. About this Privacy Policy
OR Group Ltd respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, make an enquiry, request a quotation, become a customer, open a credit account, engage us to provide services, supply goods or services to us, or otherwise interact with OR Group Ltd.
OR Group Ltd is the data controller in respect of the personal information covered by this Privacy Policy.
For the purposes of this policy, references to "we", "us" and "our" mean OR Group Ltd.
This policy applies principally to customers, prospective customers, website visitors, suppliers, contractors and other business contacts. Separate privacy information may be provided where appropriate for employees, workers or job applicants.
2. The Information We Collect
The personal information we collect will depend upon the nature of your relationship with us.
We may collect:
CategoryExamples
Identity informationName, job title and position within an organisation
Contact informationBusiness or personal email address, telephone number, postal address and business address
Business informationCompany name, company number, trading address, accounts payable details and relevant business contacts
Enquiry and quotation informationDetails supplied when requesting a quotation, inspection, repair, service, machinery, parts or other service
Job and equipment informationSite details, equipment information, serial numbers, asset information, inspection requirements, job history and related correspondence
Financial informationInvoice details, payment status, payment references and information relevant to managing customer accounts
Credit account informationCredit application information, credit limits, payment terms, credit-reference information and account history
Purchase order informationPurchase order numbers, work-order references, authorised contacts and billing information
CommunicationsEmails, telephone notes, messages, correspondence, complaints and records of discussions with us
Website and technical informationIP address, browser type, device information, website activity and cookie information where collected
Compliance informationInformation necessary to meet legal, regulatory, safety, accounting, taxation or statutory inspection obligations
We do not normally require special category personal information, such as information concerning health, ethnicity, religion or similar matters.
If such information is provided to us and is necessary for a particular safety, legal or operational reason, we will only use it where we have a lawful reason to do so and will limit its use appropriately.
3. How We Collect Personal Information
We may collect personal information directly from you when you contact us through our website, telephone or email; request a quotation; book an inspection, service, repair or other work; complete an account or credit application; provide a purchase order; make a payment; communicate with our team; or enter into an agreement with us.
We may also receive business contact information from the organisation you work for, another person authorised to instruct us, a contractor or supplier involved in a job, publicly available business sources such as Companies House, credit-reference or credit-information providers, invoice-finance providers, professional advisers, or other lawful sources where reasonably necessary for our business activities.
Our website may also collect limited technical information automatically through cookies and similar technologies.
4. How and Why We Use Personal Information
We only use personal information where we have a lawful reason for doing so.
The lawful basis will depend upon why we need the information and our relationship with you.
PurposeLawful basis we may rely upon
Responding to enquiries and preparing quotationsContract or steps requested before entering into a contract where the individual is the contracting party; otherwise our legitimate interests in responding to business enquiries
Booking and providing inspections, servicing, diagnostics, repairs, sourcing, PAT testing and other servicesContract and/or our legitimate interests in delivering services to our business customers
Maintaining customer, equipment and job recordsContract, legitimate interests and, where applicable, legal obligation
Carrying out statutory inspections and maintaining related recordsLegal obligation and our legitimate interests in maintaining appropriate compliance records
Communicating with customers about bookings, inspections, repairs, certificates, reports and follow-up workContract and legitimate interests
Raising invoices and receiving paymentContract, legitimate interests and legal obligation
Managing credit accounts and payment termsLegitimate interests and contract
Performing credit checks and assessing creditworthinessOur legitimate interests in managing financial and commercial risk and, where required, consent or another applicable lawful basis
Managing invoice finance or factoring arrangementsLegitimate interests in financing and administering our business and contractual arrangements
Invoice verification and purchase-order administrationContract and legitimate interests
Recovering unpaid invoices and managing overdue accountsLegitimate interests, contract and the establishment, exercise or defence of legal claims
Maintaining accounting, tax and company recordsLegal obligation
Preventing fraud, misuse or unlawful activityLegitimate interests and, where applicable, legal obligation
Managing complaints and disputesContract, legitimate interests, legal obligation and the establishment, exercise or defence of legal claims
Operating, protecting and maintaining our website and IT systemsLegitimate interests in maintaining a secure and effective business
Website analytics and non-essential cookiesConsent where consent is required
Improving our services and business processesLegitimate interests, using information in a proportionate way
Sending relevant marketing communicationsConsent or legitimate interests where permitted by applicable data protection and electronic marketing laws
Complying with regulators, courts, government bodies or law-enforcement authoritiesLegal obligation or another applicable lawful basis
Where we rely on legitimate interests, those interests may include operating and improving our business, providing effective services to customers, maintaining accurate business records, ensuring invoices are paid, managing financial risk, protecting our systems, preventing fraud and maintaining customer and supplier relationships.
We consider whether our use of personal information is necessary and proportionate and whether an individual's rights and interests override our legitimate interests.
5. Statutory Inspections and Compliance Information
OR Group Ltd provides statutory and compliance-related inspection services, which may include inspections under LOLER, PUWER, PSSR, COSHH and other applicable requirements.
Where we carry out statutory inspections or examinations, we may be legally required to create, retain, issue or report certain information.
This may include information identifying the customer, site, equipment, responsible persons or persons to whom reports have been supplied.
Where the law requires us to disclose a report or information concerning a serious defect to an enforcing authority or other appropriate body, we will make the disclosure required by law.
Our contractual arrangements or customer instructions cannot prevent us from meeting a statutory reporting obligation.
6. Credit Accounts and Credit Checks
Where a customer requests a credit account, we may collect and use information necessary to assess and manage the credit facility.
This may include company and business information, accounts payable contacts, payment history, existing account balances, credit-reference information and other information relevant to assessing financial risk.
We may obtain information from credit-reference agencies or other lawful business-information sources where reasonably necessary.
Credit facilities may also be reviewed periodically throughout the customer relationship.
We do not currently make decisions which produce legal or similarly significant effects on individuals solely through automated decision-making. Information obtained through credit-checking processes may be used to assist our business decision-making, but decisions may also involve human review.
7. Invoice Finance and Factoring
OR Group Ltd may use invoice-finance or factoring arrangements for certain customer accounts.
Where this applies, relevant invoice and customer contact information may be shared with our invoice-finance provider for purposes including funding invoices, administering the facility, verifying invoices and collecting payment.
This may include information such as customer contact details, invoice numbers, invoice amounts, payment dates, purchase-order numbers and confirmation that work has been authorised and completed.
OR Group Ltd currently works with Bibby Financial Services Ltd and/or Bibby Commercial Finance Ltd in connection with certain invoice-finance arrangements.
The use of invoice finance does not mean that every OR Group Ltd customer account is subject to factoring. Customers will be separately notified where an invoice-finance arrangement applies to their account.
8. Who We Share Personal Information With
We do not sell personal information.
Where reasonably necessary, we may share information with trusted third parties involved in operating our business or providing our services.
These may include our website provider, including Wix; job-management and customer-management systems, including Tradify; inspection and compliance systems, including CORE and CheckedOK; accounting and bookkeeping systems, including Xero and related financial administration services; our accountants and professional advisers; banks and payment-processing providers; invoice-finance providers including Bibby where applicable; credit-reference and business-information providers; insurers; legal advisers; debt-recovery providers; suppliers and manufacturers where information is necessary to source equipment or parts; subcontractors or specialist service providers involved in delivering authorised work; IT, email, hosting and cloud-service providers; and government bodies, courts, regulators, enforcing authorities or law-enforcement bodies where disclosure is required or permitted by law.
Where a third-party provider processes information on our behalf, we expect it to handle personal information appropriately and only for the purposes for which it has been provided.
9. International Transfers
Some technology, website, software, cloud or other service providers used by OR Group Ltd may process or store personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we take reasonable steps to ensure that an appropriate lawful transfer mechanism and safeguards are in place where required.
These may include transfers to countries recognised by the UK as providing an adequate level of protection or the use of appropriate contractual safeguards.
10. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and to meet applicable legal, accounting, taxation, regulatory, contractual and insurance requirements.
Different records may therefore be kept for different periods.
Financial, accounting and taxation records will generally be retained for the period required by applicable law. Company tax and accounting requirements can require relevant records to be retained for approximately six years.
Customer contracts, invoices, quotations, job records and related correspondence may generally be retained for up to six years following completion of the relevant transaction or end of the customer relationship where this is appropriate for accounting, contractual, insurance or legal purposes.
Statutory inspection and compliance records will be retained for the period required by applicable legislation and for as long as reasonably necessary to demonstrate the work undertaken and meet regulatory, insurance or legal requirements.
Information relating to an enquiry which does not result in a customer relationship will be retained only for a reasonable period after the enquiry unless there is another legitimate reason for retaining it.
Marketing information will be retained until you unsubscribe, object to the processing or we determine that it is no longer appropriate to retain it. We may retain limited information on a suppression list so that we can respect a request not to receive further marketing.
We periodically review the information we hold and will delete or anonymise information where there is no longer a lawful or legitimate reason to retain it.
11. Website and Cookies
Our website is hosted using Wix.
Like most websites, our website may use cookies and similar technologies.
Some cookies are necessary for the website to function correctly. Others may be used for analytics, functionality or to help us understand how visitors use our website.
Where consent is legally required for non-essential cookies or similar technologies, we will seek that consent through an appropriate cookie banner or preference tool before those technologies are activated.
You can also control cookies through your browser settings, although disabling certain cookies may affect the operation of parts of the website.
Where appropriate, further information about the cookies used by our website will be provided through our cookie settings or Cookie Policy.
12. Marketing Communications
We may occasionally contact existing or prospective business customers regarding services we reasonably believe may be relevant to them.
We will only send electronic marketing where we are permitted to do so under applicable data protection and electronic communications law.
Where consent is required, we will obtain it.
You can ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us at info@orgroupltd.com.
Opting out of marketing will not prevent us from sending necessary service-related communications, such as booking confirmations, inspection reminders, invoices, account information or communications relating to work you have instructed us to carry out.
13. Security
We take reasonable and appropriate technical and organisational measures to protect personal information from unauthorised access, accidental loss, misuse, alteration or disclosure.
These measures may include access controls, user permissions, secure business systems, password protection, appropriate backups and limiting access to information to people who reasonably require it for their role.
No internet-based system can be guaranteed to be completely secure, but we regularly consider the security of the systems and providers used by our business.
14. Your Data Protection Rights
Depending on the circumstances, data protection law may give you rights concerning your personal information.
These may include the right to request access to personal information we hold about you, ask us to correct inaccurate or incomplete information, request deletion of information in certain circumstances, request restriction of processing, object to certain processing including direct marketing, request transfer of certain information where the right to data portability applies, and withdraw consent where we rely upon consent.
These rights are not absolute and may be subject to legal exemptions or circumstances where we are required or permitted to continue processing information.
If you wish to exercise a data protection right, please contact us using the details below.
We may need to ask for information to confirm your identity before acting upon a request.
15. Contacting Us About Your Personal Information
If you have any questions about this Privacy Policy, how OR Group Ltd uses your information or wish to exercise a data protection right, please contact:
OR Group Ltd
4 Charlton Village Road
Charlton
Wantage
Oxfordshire
OX12 7HD
Email: info@orgroupltd.com
Telephone: 03300 434773
When emailing us about a privacy matter, you may wish to use "Data Protection" in the subject line.
16. Complaints
If you have concerns about how we have handled your personal information, we would appreciate the opportunity to investigate and resolve the matter with you first.
Please contact us using the details above.
You also have the right to raise a concern with the UK's data protection regulator, the Information Commissioner's Office (ICO).
Further information about making a complaint is available at:
The ICO can also be contacted through its published contact channels and helpline.
17. Children's Information
Our website and services are intended primarily for businesses and adult customers.
We do not intentionally use our website to collect personal information from children.
If we become aware that information relating to a child has been collected in circumstances where it should not have been, we will take appropriate steps to address this.
18. Links to Other Websites
Our website may contain links to websites operated by third parties.
OR Group Ltd is not responsible for the privacy practices or content of websites operated independently from us.
We recommend reviewing the privacy information provided by any third-party website you visit.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, services, systems, suppliers or legal and regulatory requirements.
The most current version will be made available on our website and will show the date on which it was last updated.
Where a change materially affects how we use personal information, we will take reasonable steps to provide additional notice where appropriate.