Data Privacy Notice
At Haines Painting and Decorating Ltd, we understand that we have a responsibility to protect and respect your privacy and look after your personal data.
This Privacy Notice explains what personal data we collect, how we use your personal data, reasons we may need to disclose your personal data to others and how we store your personal data securely.
For clarity, Haines Painting and Decorating Ltd may be both data controller and data processor for your personal data under certain circumstances.
We must advise that this policy is subject to change, so please check our website on a regular basis for any further changes.
Data Protection law will change on 25 May 2018
This Privacy Notice sets out your rights under the new laws.
Who are we?
Haines Painting and Decorating Ltd is a Painting and Decorating company based in Cardiff. Haines Painting and Decorating Ltd have a registered office at 126 The Philog, Whitchurch Cardiff CF14 1ED and company number 5394573. Mark Martin is the person designated as being responsible for compliance.
How the law protects you
Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The reasons we process your personal data include, but are not limited to, your consent, performance of a contract, billing, paying wages, Health and Safety, and to contact you.
How do we collect personal data from you?
We receive information about you when you start your employment with us, sub contract to us, supply a service or product to us or use us as a supplier or sub contractor. We will have gathered this information by phone, directly face to face or by e mail, in respect of any of our products and services or during the purchasing of any such product. Additionally we also collect information from you when you begin working for us.
If you provide us with personal data about a third party (For example an employment agency providing details of a worker), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.
Your personal data may be automatically collected when you use our services, including but not limited to, Name, address, date of birth, NI number, Banking details, Tax information, credit worthiness, contact information such as phone numbers and e mail addresses, qualifications.
What type of data do we collect from you?
The personal data that we may collect from you includes your name, address, email address, phone numbers, payment information and banking details, date of birth, NI number, Tax information, credit worthiness, qualifications, company details.
We also retain records of your queries and correspondence, in the event you contact us.
We merely process such data on your behalf, in order that we can employ you, use your service or product or provide you with a service or product.
How do we use your data?
We use information about you in the following ways:
- To process orders that you have submitted to us;
- To provide you with products and services;
- To comply with our contractual obligations we have with you;
- To help us identify you and any accounts you hold with us;
- To provide customer care, including responding to your requests if you contact us with a query;
- To administer accounts, process payments and keep track of billing and payments;
- To detect fraud and to make sure what you have told us is correct;
- To review job applications;
- To notify you about changes to our services;
- To provide you with information about products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes; and
- To inform you of service and price changes
- For the provision of Occupational Health and Safety
We will keep your personal data for the duration of the period you are an employee, sub contractor, customer, supplier. For as long as we use a service you provide or as long as you use a service we provide. We shall retain your data only for as long as necessary in accordance with applicable laws.
On the closure of your account, we may keep your data for up to 7 years after you have cancelled your services with us. We may not be able to delete your data before this time due to our legal and/or accountancy obligations. We may also keep it for research or statistical purposes. We assure you that your personal data shall only be used for these purposes stated herein.
Who has access to your personal data?
Haines office staff for the general running of the business.
For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.
We work closely with a number of third parties (including business parties, service providers) and we may receive information from them about you. These third parties may collect information about you including, but not limited to, name, address, email address, phone numbers, payment information and banking details, date of birth, NI number, Tax information, credit worthiness, qualifications, company details. We use the data provided to us for the reasons mentioned earlier, however, in some instances, they may be acting as data controller and they will have their own privacy policies, which we advise you to read.
We may pass your personal data to third parties for the provision of services on our behalf (for example processing your payment). However, we will only ever share information about you that is necessary to provide the service and this privacy notice also ensures your personal data is secure and will not be used for any marketing purposes.
We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings. Similarly, we may share your personal data if we are under a duty to disclose data in order to comply with any legal obligation or to protect the rights, property, or safety of Haines Painting and Decorating Ltd, our customers, or others. This includes but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected
In preventing the use or processing of your personal data, it may delay or prevent us from fulfilling our contractual obligations to you. It may also mean that we shall be unable to provide our services or process the cancellation of your service.
You have the right to object to our use of your personal data, or ask us to delete, remove or stop using it if there is no need for us to keep it. This is known as your right to be forgotten. There are legal and accountancy reasons why we will need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly.
Our Privacy Notice shall be made clear to you at the point of collection of your personal data.
You can view, edit or delete your personal data by contacting Haines Secretary Claire Haines or Mark Martin the designated person with responsibility for data compliance. You can also make choices about Haines Painting and Decorating Ltd collection of your data and how we use it. However restrictions nominated by you may affect our ability to pay you or use your service, provide a service or employ you. We will notify you at the time if this is the case.
We do not undertake any marketing activities. However you have the right to ask us not to process your personal data for marketing purposes.
Accessing and updating your data
We will make every effort to ensure the information we hold is accurate, however you must provide accurate information to us, including but not limited to, name, address, title, phone number, e-mail address. You must do this by updating details by contacting Haines office and notifying Claire Haines, the admin assistant Sian Grant or Mark Martin the designated person with responsibility for data compliance. You can do this in person, by phone, letter or by e mail.
You have the right to access the information we hold about you. Please email your requests to email@example.com so that we can obtain this information for you. We will provide this information within 1 month of receiving the request. We may request a £10 administration fee.
Where we store your personal data
All information you provide to us is stored on secure servers which are encrypted and password protected. Levels of security, for Information exchange with the Servers is in accordance with all current international standards and regulations.
We agree to take reasonable measures to protect your data in accordance with applicable laws.
In the event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary.
Please e-mail any questions or comments you have about privacy to us at firstname.lastname@example.org
Your right to make a complaint
You have the right to make a complaint about how we process your personal data to the Information Commissioner: https://ico.org.uk/concerns/
Information Commissioner’s Office
Tel: 0303 123 1113
Haines Painting and Decorating Ltd ,Unit 11, Gripoly House, Gripoly Mills Retail Park, Sloper Road, Cardiff.
Tel 02920 217613