PRIVACY POLICY

AFSSA™ – Annual Floor Safety Standard Assurance
Effective Date: 20/05/2026

1. Introduction

AFSSA™ (Annual Floor Safety Standard Assurance) is an independent, condition-led flooring assessment and certification framework operated by AFSSA™ Ltd within the United Kingdom.

This Privacy Policy explains how AFSSA™ collects, uses, stores, and protects personal information obtained through the AFSSA™ website, operational systems, assessment processes, communications, and associated framework activities.

AFSSA™ is committed to handling personal information lawfully, fairly, securely, and transparently in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

AFSSA™ acts as the data controller for information collected through the website and associated framework operations.

2. Information We Collect

AFSSA™ may collect, process, and store information including but not limited to:

• Full name
• Company or organisation name
• Job title or role
• Telephone numbers
• Email addresses
• Postal addresses
• Site addresses
• Geographic region or operational area
• Information submitted through forms or enquiries
• Information submitted through the AFSSA™ Founding Register
• Assessment booking information
• Certification administration records
• Website usage information
• Browser and device information
• IP address and technical website data
• Communication records
• Assessment-related observations and notes

AFSSA™ may also process:

• Flooring condition photographs
• Site evidence
• Assessment documentation
• Risk observations
• Defect records
• Uploaded files or images
• Evidence submitted by authorised assessors or inspection partners

Information may be collected through:

• Website contact forms
• Assessment applications
• Email communications
• Telephone conversations
• WhatsApp communications
• Social media enquiries
• Assessor submission systems
• Booking systems
• Operational documentation platforms

AFSSA™ only collects information reasonably necessary for legitimate framework and operational purposes.

3. How We Use Information

AFSSA™ uses personal information solely where reasonably necessary for legitimate operational purposes connected to the framework.

This may include:

• Managing framework enquiries
• Maintaining the AFSSA™ Founding Register
• Arranging assessments
• Producing reports and certification documentation
• Managing assessment records
• Operating booking systems
• Responding to enquiries and support requests
• Providing updates relating to framework operations
• Supporting due diligence documentation processes
• Improving website functionality and operational systems
• Preventing misuse of the framework or website
• Maintaining quality control procedures
• Supporting internal administration
• Meeting legal or regulatory obligations where applicable

AFSSA™ does not sell, rent, lease, or trade personal information to third parties.

4. Assessment Evidence & Submitted Materials

Assessment records may include photographs, flooring observations, defect documentation, condition notes, site evidence, assessor notes, uploaded materials, and associated operational records.

Such materials are collected solely for purposes connected to:

• Assessment administration
• Verification processes
• Certification review
• Report production
• Quality assurance
• Framework administration
• Operational auditing
• Due diligence documentation
• Historical certification verification
• Legal protection of AFSSA™ and its operators

Assessment evidence may include photographs of flooring systems, surrounding environments, or associated areas relevant to the assessment process.

AFSSA™ retains the right to securely store operational assessment records where reasonably necessary for legitimate business and framework purposes.

5. Legal Basis for Processing

Under UK GDPR, AFSSA™ processes information under one or more lawful bases including:

Consent

Where users voluntarily submit enquiries, register interest, join the Founding Register, request updates, or provide information through forms or communications.

Legitimate Interests

Where processing is reasonably necessary for operational administration, assessment delivery, certification management, website operation, fraud prevention, or framework development.

Contractual Necessity

Where processing is required to fulfil an assessment booking, operational agreement, certification process, or requested service.

Legal Obligations

Where AFSSA™ is required to process information to comply with applicable laws or regulatory obligations.

Users may withdraw consent at any time where consent is relied upon as the lawful basis.

6. Data Sharing

AFSSA™ does not sell personal information.

Limited operational information may be shared with:

• Approved assessors
• Authorised inspection partners
• Operational contractors
• Administrative providers
• Website hosting providers
• Cloud storage providers
• Communication providers
• Software platforms
• Form processing systems
• IT support providers

Information is shared only where reasonably necessary for legitimate operational purposes connected to AFSSA™ activities.

Where assessments involve third-party contractors or operational partners, limited relevant information may be shared solely for assessment coordination, operational delivery, or certification administration.

AFSSA™ takes reasonable steps to ensure third-party providers maintain appropriate security and confidentiality standards.

7. Data Storage & Security

AFSSA™ uses reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Misuse
• Loss
• Alteration
• Disclosure
• Destruction

Information may be securely stored using trusted third-party systems including but not limited to:

• Website hosting providers
• Cloud-based storage systems
• Google Workspace services
• Form management platforms
• Operational documentation systems
• Internal administrative systems

While reasonable efforts are made to maintain security, no internet-based transmission or storage system can be guaranteed as completely secure.

8. International Data Transfers

Certain third-party providers used by AFSSA™ may store or process information outside the United Kingdom.

Where international transfers occur, AFSSA™ will take reasonable steps to ensure appropriate safeguards are in place in accordance with applicable data protection legislation.

9. Data Retention

AFSSA™ retains information only for as long as reasonably necessary for legitimate operational, legal, administrative, insurance, certification, auditing, or historical record purposes.

Retention periods may vary depending on:

• The nature of the enquiry
• Assessment status
• Certification history
• Operational requirements
• Legal obligations
• Insurance requirements
• Dispute resolution requirements

AFSSA™ reserves the right to retain certain records where reasonably necessary to protect the integrity of the framework or support historical certification verification.

10. Your Rights

Under UK data protection legislation, individuals may have rights including:

• The right to access personal information
• The right to request correction of inaccurate information
• The right to request deletion of information
• The right to object to certain processing
• The right to restrict processing
• The right to request transfer of information
• The right to withdraw consent where applicable

Requests relating to personal information may be submitted using the contact details below.

AFSSA™ reserves the right to request reasonable identity verification before processing certain requests.

11. Cookies & Website Technologies

The AFSSA™ website may use cookies, analytics tools, and similar technologies to improve:

• Website functionality
• Website security
• User experience
• Operational performance
• Traffic analysis

Users may manage cookie preferences through their browser settings.

Disabling certain cookies may affect website functionality.

12. External Links

The AFSSA™ website may contain links to external websites or third-party services.

AFSSA™ accepts no responsibility for the privacy practices, content, or operation of external websites.

Users access third-party websites at their own discretion and risk.

13. Intellectual Property & Operational Protection

Information submitted to AFSSA™ does not transfer ownership of the AFSSA™ framework, methodologies, operational systems, assessment structures, certification processes, or associated intellectual property.

AFSSA™ retains all rights relating to its proprietary framework systems, operational methodologies, assessment structures, documentation systems, branding, and associated materials.

Unauthorised reproduction, adaptation, imitation, or commercial use of AFSSA™ intellectual property is strictly prohibited.

14. Contact Information

AFSSA™ Ltd
Website: www.afssa.co.uk
Email: info@afssa.co.uk
Telephone: 0330 133 1057

15. Changes to This Policy

AFSSA™ reserves the right to amend or update this Privacy Policy at any time as the framework, operational systems, and associated services continue to develop.

Updated versions will be published on the AFSSA™ website.

Continued use of the website or associated systems constitutes acceptance of any updated policy.

IMPORTANT NOTICE

AFSSA™ is an independent assessment framework and is not a regulatory authority, statutory compliance body, government agency, or legal certification authority.

Submission of information through the AFSSA™ website or associated systems does not create any regulatory relationship, guarantee certification, or constitute legal compliance approval.