LEGAL /
This page sets out our trading information, privacy policy, cookie policy and website terms of use. We have written it in plain English wherever possible — if anything is unclear, please get in touch.
This information is provided for general guidance and does not constitute legal advice.
Trading information.
Theia FM Ltd is a private limited company registered in England and Wales with company number 17479554.
Registered office address: 20 Wenlock Road, London, England, N1 7GU
Email: hello@theiafm.co.uk
Website: theiafm.co.uk
VAT: Not currently VAT registered.
Professional indemnity insurance: Available on request.
Privacy policy.
Last updated: October 2026
1. Who we are
Theia FM Ltd (we, us or our) is a private limited company registered in England and Wales with company number 17479554. For the purposes of UK data protection law, Theia FM Ltd is the data controller responsible for your personal data.
2. The information we collect
We may collect personal data when you contact us through our website, email or call us directly, subscribe to updates from us, or browse our website (via cookies and similar technologies — see our Cookie Policy below). This can include your name, email address, phone number, company name, job title, and the content of any message you send us. If you use our FM Health Check, we collect your answers to the questions. We only collect your name, email address, and (if you choose to give them) your phone number and company name if you ask us to email you your results. We do not need your contact details to show you your results on screen.
3. How we use your information
We use your personal data to respond to your enquiries and provide the services you have asked about, manage any ongoing client relationship, send you information you have requested, and understand how our website is used so we can improve it. If you ask us to email your FM Health Check results, we use your details and answers to create and send you your results and, as you have agreed, to get in touch with you about them. We may also look at answers in aggregate to understand which areas of facilities management businesses most want help with. When we do, we do not identify individuals.
4. Our legal basis for processing
We rely on the following legal bases under UK GDPR: consent, for example when you submit a contact form, subscribe to updates or accept analytics cookies; legitimate interests, for example to respond to enquiries and improve our website; and contract, where processing is necessary to provide services you have engaged us for. For the FM Health Check, we rely on your consent. You give this by ticking the box confirming you are happy for someone from Theia FM to get in touch. You can withdraw your consent at any time by replying to the email we send you or by contacting us (see section 8).
5. Sharing your information
We do not sell your personal data. We may share it with trusted third parties who help us run our website and business, such as our website hosting provider, email tools and, with your consent, Google Analytics for website analytics. If your enquiry relates to services we deliver with our partner Heyfixit, we may also share the relevant details with them so they can respond. These providers and partners only process your data for the purpose of responding to you or supporting our services, and are required to keep it secure. To run the FM Health Check, we use the following providers, who process your details on our behalf: Make (an automation service, which we use in its EU region) to pass your results to our email system, and Microsoft 365 to send the emails. Your results PDF is created in your own web browser. When it is created, your browser downloads a small standard PDF tool from a content delivery provider (esm.sh), which may see your IP address, as is normal for loading any resource on the web. Our website is hosted by Framer.
6. International transfers
Some of the tools we use may store data outside the UK, including in the United States. Where this happens, we take reasonable steps to ensure your data is protected to a standard equivalent to UK law, for example through standard contractual clauses.
7. How long we keep your information
We keep personal data only for as long as necessary for the purpose it was collected — typically for the duration of any enquiry or client relationship, plus a reasonable period afterwards to meet legal, accounting or reporting requirements. We keep FM Health Check submissions for 12 months from the date you submit them, unless you become a client or ask us to delete them sooner. After that we delete them or keep only anonymised, aggregate results.
8. Your rights
Under UK GDPR, you have the right to access the personal data we hold about you, ask us to correct inaccurate data, ask us to delete your data, restrict or object to our processing, request a copy of your data in a portable format, and withdraw consent at any time where we rely on consent. To exercise any of these rights, contact us using the details in the Trading Information section above.
9. Keeping your data secure
We use reasonable technical and organisational measures to protect your personal data against unauthorised access, loss or misuse.
10. Complaints
If you are unhappy with how we have handled your personal data, we would like the chance to put it right — please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk.
11. Changes to this policy
We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.
Cookie policy.
1. What are cookies
Cookies are small text files placed on your device when you visit a website. They help the site function properly, remember your preferences, and give us an understanding of how visitors use the site.
2. The cookies we use
Strictly necessary — we do not set cookies of our own of this kind. Your cookie choice is saved in your browser’s local storage for 12 months so that we do not ask you again; it is not sent to us.
Analytics cookies — with your consent, we use Google Analytics, a web analytics service provided by Google, to understand how visitors use our website, such as which pages are viewed and how people find us, so we can improve it. Google Analytics sets two cookies, named _ga and _ga_ followed by an identifier, which last for up to two years. They record information about your visit, such as the pages you view, your device and browser, and your approximate location. Google Analytics does not store full IP addresses. Google may process this information outside the UK, including in the United States. These cookies are not set unless you accept them, and you can withdraw your consent at any time by changing your cookie settings or deleting cookies in your browser.
We do not currently use cookies for advertising or marketing purposes.
3. Managing cookies
You can change your choice at any time using “Cookie settings” in the footer of our website. Most web browsers also let you control cookies through their settings, including blocking or deleting them. Please note that restricting cookies may affect how parts of our website work. You can also opt out of Google Analytics across all websites by installing Google’s browser add-on at tools.google.com/dlpage/gaoptout.
4. Changes to this policy
We may update this Cookie Policy from time to time to reflect changes in the cookies we use, or for legal reasons. If we add new types of cookie, we will ask for your consent where the law requires it.
Website terms of use.
1. Acceptance of these terms
By using this website, you accept these terms of use in full. If you disagree with any part of these terms, please do not use our website.
2. Use of this website
The content on this website is provided for general information about Theia FM and its services. It does not constitute professional advice, and you should not rely on it as a substitute for advice tailored to your circumstances, obtained directly from us or another suitably qualified professional.
3. Intellectual property
Unless otherwise stated, Theia FM Ltd owns the intellectual property rights in this website and its content, including text, graphics and images. You may view and print pages for your own personal use, but may not reproduce, republish or redistribute content without our permission.
4. Accuracy of information
We work to keep the information on this website accurate and up to date, but we make no guarantees and accept no liability for any errors or omissions.
5. Limitation of liability
To the fullest extent permitted by law, Theia FM Ltd accepts no liability for any loss or damage arising from your use of this website. Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded by law.
6. Links to other websites
Our website may contain links to third-party websites. We are not responsible for the content or privacy practices of those sites.
7. Governing law
These terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
8. Contact
If you have any questions about these terms, please get in touch using the contact details in the Trading Information section above.