GDPR: Client Data Privacy Notice
We are committed to protecting and respecting your privacy.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
Special categories personal data – The GDPR refers to sensitive personal data as ‘special categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically include genetic data, and biometric data where processed to uniquely identify an individual. Other examples include racial and ethnic origin, sexual orientation, health data, trade union membership, political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
2. Who are we?
Advance Shutters Ltd is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are:
Advance Shutters Ltd
01425 618636, email@example.com
For all data matters contact Nicki Berthiaume on 01425 618636 or firstname.lastname@example.org
3. The purpose(s) of processing your personal data
We use your personal data for the following purposes:
• To maintain records of your details in order for us to contact you regarding work you have requested or shown interest in relating to our services. For example if you request a quote for a garage door fitting, we shall retain this information should you contact us in the future regarding this.
• We use your data for processing purposes within our Accounts department.
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
• Personal data: name, home address, telephone number and email address.
We have obtained your personal data from yourself, either by telephone call, email enquiry or if you visited our office and shared this with us directly.
5. What is our legal basis for processing your personal data?
a) Personal data (article 6 of GDPR)
Our lawful basis for processing your general personal data:
|• Consent of the data subject;|
|Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract||We require your contact details in order to set up a service/sales contract to complete your requested work.|
|• Processing necessary for compliance with a legal obligation|
|• Processing necessary to protect the vital interests of a data subject or another person|
|• Processing necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller|
|Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject||We keep your details for the purposes of contacting you relating to your requested work or to process your information relating to payment for our service with our registered Accountant. We do not use your information for marketing purposes.|
More information on lawful processing can be found on the ICO website.
6. Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with our Accounts team, SAGE, and Circle Cloud Communications Ltd (answer phone system).
- A copy of Circle Cloud Communications LTD can be found online at https://circle.cloud/wp-content/uploads/2018/05/circle.cloud-GDPR-FAQ.pdf
7. How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary for a period of seven years, in order to comply with accounting regulations and to store your information should we need to refer back to it for Company purposes. Examples include: in case of any legal claims/complaints; for safeguarding purposes, to create quotes should you want future work.
8. How do we store your personal data securely?
We have put technical and organisational safety measures in place to keep your personal data secure. Hard copies of your data are kept in files in locked cabinets and are only accessible to members of staff. Data kept on portable storage such as hard drives are encrypted. If a personal data breach was to occur, we would report it to the ICO immediately.
9. Providing us with your personal data
We require your personal data as it is a requirement necessary to enter into a contract.
10. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).
11. Transfer of Data Abroad
WE DO NOT TRANSFER PERSONAL DATA OUTSIDE THE EEA.
12. Automated Decision Making
WE DO NOT USE ANY FORM OF AUTOMATED DECISION MAKING IN OUR BUSINESS.
13. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
15. How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact our Data Representative Nicki Berthiaume on 01425 618636.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.