How we handle your details.

1. Who we are

Tropics Pest Control is a Caymanian-owned pest control business based in George Town, Grand Cayman, serving Grand Cayman, Cayman Brac and Little Cayman. For the purposes of the Cayman Islands Data Protection Act (the “Act”) we are the data controller for the personal data described in this notice.

2. What we collect

We only collect what we need to respond to you and do the job.

When you use the inspection request form

• Name and phone or WhatsApp number (required).
• Email address (optional).
• The district the property is in, the type of pest, the type of property, how urgent the job is, your preferred time slot and any message you write.
• The date and time you sent the form, and a record that you accepted this notice.

When you call, WhatsApp or email us

• Your contact details and whatever you tell us about the problem and the property.

When you become a customer

• The property address, inspection findings, treatment records, quotes, invoices and payment records. We keep these so we can carry out the work, honour any guarantee, and meet our accounting obligations.

Automatically, when you visit the website

• Our hosting provider records standard server logs, which include your IP address, browser type and the pages requested. These are used for security and to keep the site running. We do not use them to identify you.

We do not ask for, and do not want, any sensitive personal data such as health information, government ID numbers or payment card details through the website. Please do not put them in the message box.

3. Why we use it and our legal basis

The Act requires us to have a lawful reason for each use. Ours are:

We do not sell your data, and we do not send marketing emails or messages to people who have only made an enquiry. If you become a customer we may contact you about your own service. You can opt out of any such contact by replying or emailing us.

4. Who we share it with

We share personal data only with the service providers we need to run the business, and only for the purposes above:

• Netlify, Inc. hosts this website and receives and stores form submissions on our behalf. Netlify also emails each submission to our office. Netlify acts as our data processor and may only use the data on our instructions.
• Our email provider, which delivers the notification emails and any correspondence with you.
• Google Fonts. The website loads its typefaces from Google. When your browser fetches them, Google receives your IP address and browser details. Google's own privacy policy governs that request.
• WhatsApp (Meta Platforms), if you choose to contact us that way. Your messages are handled under WhatsApp's terms and privacy policy.

We may also disclose personal data where the law requires it, for example to a court, regulator or law enforcement body in the Cayman Islands, or to protect our legal rights.

We do not share your details with advertisers, data brokers or other pest control companies.

5. Where it is stored

Our website host and email provider store data on servers outside the Cayman Islands, principally in the United States. The Act allows this where adequate safeguards are in place. We rely on our providers' contractual data protection commitments, including their data processing terms and security certifications, to protect your data to a standard equivalent to the Act. Paper and internal records are kept at our office in Grand Cayman.

6. How long we keep it

• Enquiries that do not lead to a booking are deleted within 12 months of the enquiry.
• Customer records are kept for as long as you are a customer, and for up to six years after our last service so we can honour guarantees, answer questions about past treatments, and meet accounting and legal record-keeping requirements.
• Website server logs are kept by our hosting provider for a short rolling period, typically no more than 30 days.

When data is no longer needed we delete it or anonymise it.

7. Your rights

Under the Act you have the right to:

• Access the personal data we hold about you and receive a copy of it.
• Correct anything that is inaccurate or incomplete.
• Ask us to stop processing your data where it is causing, or is likely to cause, unwarranted damage or distress.
• Object to any use of your data for direct marketing. We will stop.
• Ask us to delete your data where we no longer have a reason to keep it.
• Not be subject to a decision made solely by automated means that significantly affects you. We do not make any such decisions.
• Complain to the Office of the Ombudsman (see section 12).

To exercise any of these rights, email info@tropicspestcontrol.ky or call 1 (345) 945-0742. We will respond within 30 days as the Act requires. We may need to confirm your identity before we release or change data. There is no charge for a request unless it is clearly excessive or repetitive.

8. Cookies and tracking

This website does not set cookies and does not use analytics, advertising pixels, social media trackers or any similar tracking technology. That is why you will not see a cookie banner. If we ever add such tools we will update this notice and, where required, ask for your consent first.

9. Security

The website is served only over an encrypted connection (HTTPS), form submissions travel encrypted to our host, and our host stores them in a password-protected account that only authorised staff can open. We limit who at Tropics can see customer records. No method of transmission or storage is completely secure, but if we become aware of a breach that is likely to affect you we will tell you and the Ombudsman as the Act requires.

10. Children

Our services are for property owners, tenants and businesses. The website is not directed at children and we do not knowingly collect data from anyone under 18. If you believe a child has sent us their details, contact us and we will delete them.

11. Changes to this notice

We may update this notice from time to time, for example if we change service providers or add new features to the website. The date at the top shows when it was last revised. Significant changes will be flagged on the home page.

12. Questions and complaints

If you have a question or concern about how we handle your data, please contact us first at info@tropicspestcontrol.ky. We will do our best to resolve it.

You also have the right to complain to the Cayman Islands data protection regulator, the Office of the Ombudsman: