Effective Date: 3 February 2020
- registered in England and Wales
- company number: 02776886
- registered office address: Rejuvo House, The Sidings, Hampton Heath Industrial Estate, Hampton, Malpas, Cheshire, SY14 8LU
For the purposes of data protection law we will be a data controller of your personal information. As a data controller we will make the decision as to how and why your personal information is used, and means that we have a duty to ensure your rights are protected. We are registered with the UK Information Commissioner’s Office
How to contact us:
- Email:firstname.lastname@example.org (we will endeavour to reply to your email within 2 working days)
- Phone: 01948 820494 (you can contact our customer care line Monday to Friday (excluding public and bank holidays) between 9am and 5pm)
- Post: Rejuvo House, The Sidings, Hampton Heath Industrial Estate, Hampton, Malpas, Cheshire, SY14 8LU (we will endeavour to reply to your letter within 7 days of receipt)
We are committed to protecting your privacy. This policy explains how and why we collect and use any personal information that we collect about you, the procedures that we have in place to safeguard your privacy and your rights in relation to your personal information.
1. Collecting and using your information
1.1 We may collect the following personal information and use it in the following ways:
1.1.1 If you enter into a contract with us to provide you with services you will need to provide us with your (or your employees and officers) name and contact details, including email address, postal address and phone number. We will use this personal information to provide services to you or to comply with a legal duty.
1.1.2 If you contact us to request information about us or our services you will need to provide us with your name and contact details (including email address, postal address and phone number). We will use this personal information to answer your enquiry or send you the requested information or literature.
1.4.5 If you fill in a form on our website you will need to provide us with the personal information requested in the form marked as “required”, “mandatory” or similar. We will use your personal information for the purposes described on the relevant form.
1.4.6 If you are another business and we collaborate with you on a project to provide services to a client we will collect personal information about you (or your employees and officers), including name, contact details and bank details, for the purposes of that collaboration and providing such services.
1.2 If you call our customer care line we may record the call and retain copies of our conversation (as audio files and also in the form of written transcripts). We will use such personal information to assess any feedback you give, to improve our services, for the purpose of training or as evidence in the event of dispute.
2. Sharing with third parties
2.1 We will not share your personal information with any unrelated third parties except:
2.1.1 where we have your permission;
2.1.2 where required in order to perform the obligations on us under any contract we enter into with you;
2.1.3 to our professional advisers for the purposes of obtaining professional advice or establishing, exercising or defending legal rights (for instance lawyers and insurers);
2.1.4 to our suppliers (for instance suppliers that provide us with IT services);
2.1.6 where we are required by law and to law enforcement agencies, government entities, tax authorities or regulatory bodies.
2.2 We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third party service providers to use your personal information for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
2.3 We will not share your personal information with third parties for marketing or market research without your explicit consent.
3. Promotional and marketing information
3.1 We like to keep clients and other businesses updated on the services that we provide and any news about our business. If we send you such personal information it is because we think these communications may be of interest or relevance to you. You can opt-out at any time by contacting us via any of the methods set out below.
3.2 You can choose to subscribe to our e-newsletter by opting-in to such communications via our website. You can opt-out at any time by contacting us via any of the methods set out below.
3.3 If you change your mind about how you would like to receive such information or you no longer wish to receive this information, you can tell us at any time:
3.3.1 by contacting us (by email to email@example.com with the word “unsubscribe” in the subject line or by phone on 01948 820494);
3.3.2 by posting a letter to us including your full name, email address and the word “unsubscribe”; or
3.3.3 by clicking the “unsubscribe” link in the marketing emails you receive from us.
3.4 You can also contact us using these details if you wish to complain about a marketing communication you have received in error.
If we have completed works in your area and you submit feedback or make a complaint we will only use that personal information to contact you in relation to your feedback or compliant. Your details will not be added to our marketing database.
4. Your rights
4.1 You have the right to:
4.1.1 request access to your personal information;
4.1.2 require us to correct any incomplete, inaccurate or out of date personal information which we hold about you;
4.1.3 withdraw your consent (if we are relying on consent as our lawful basis for using your personal information);
4.1.4 require the erasure of your personal information (although there may be legal reasons why we can’t comply with your request but we will tell you at the time if they apply);
4.1.5 require us to restrict processing of your personal information, in certain circumstances;
4.1.6 request the transfer of your personal information to you or a third party, in a structured, commonly used and machine-readable format and/or transmit that personal information to a third party, in certain situations; and
4.1.7 object to our continued processing of your personal information where we are relying on a legitimate interest, in certain situations (although there may be legal reasons why we can’t comply with your request but we will tell you at the time if they apply);
4.2 If you would like to exercise any of the above rights please contact our Customer Care team by email to firstname.lastname@example.org or by phone on 01948 820494.
4.3 We will always try to respond to your request to your satisfaction however there may be situations where we are unable to do so (for example if we are required by law to keep your information).
4.4 If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you should contact the UK Information Commissioner’s Office, which oversees data protection compliance in the UK. Details of how to do this can be found at ico.org.uk.
5. Keeping your personal information safe
5.1 We employ a variety of physical, technical and organisational measures to keep your personal information safe and to prevent unauthorised access to, or use or disclosure of it. Electronic data and databases are stored on secure computer systems and we control who has access to them (using both physical and electronic means including firewalls and password protection). Our staff receive data protection training and we have a set of detailed data protection procedures which our staff are required to follow when handling your information.
5.2 We cannot absolutely guarantee the security of the internet or external works or your own device, accordingly any online communications (e.g. personal information provided by email or through our website) are at your own risk.
6. How long will we keep your information?
6.1 We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purpose of satisfying legal, accounting, or reporting requirements.
6.2 To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm for unauthorised use or disclosure of your personal information, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
6.3 We regularly review what data we have and delete that which is no longer necessary.
6.4 If you submit a feedback form to us we will keep your feedback form and the personal information you submit in that feedback form for 12 months from the date we received it.
7. Where will we keep your information?
We will usually keep your personal information within the European Economic Area (EEA). If we or one of our third party service providers or subcontractors (such as our IT service providers) need to transfer it outside of the EEA then we will take steps to make sure adequate levels of privacy protection, in line with relevant data protection law, are in place. Please contact us if you would like further information about how we protect your personal information when transferring it out of the EEA.
9. Third party websites