This policy refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.
We are committed to safeguarding the privacy of our customers and website visitors; this policy sets out how we will treat your personal information.
Heaterstore Ltd uses the information collected from you to provide quotations, make telephone contact and to email you marketing information which we believe may be of interest to you and your business. In you making initial consent to marketing contact from Heaterstore Ltd we shall maintain a marketing dialogue with you until you either opt out (which you can do at any stage) or we decide to desist in promoting our services. Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. We may from time to time use such information to collect statistics about the behavior of visitors to our website.
Any information Heaterstore Ltd holds about you and your business encompasses all the details we hold about you and any sales transactions including any third-party information we have obtained about you from public sources and our own suppliers such as credit referencing agencies.
We will only collect the information needed so that it can provide you with marketing and consulting services, we do not sell or broker your data, although coincidentally there may be times when your information could be contained in data that Heaterstore Ltd has purchased from a third-party list broker, on behalf of a client.
Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive.
Like many sites, we use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.
Client & supplier data we collect and store
- Client business name, key contact, company address including postcode, email and telephone
This is usually collected during the initial correspondence with a new client via email, and we use this information within our invoicing and project management systems. This information is stored digitally in our accounting software, in our emails and also printed copies are kept in our office. All details are hosted in a password protected cloud hosted app.We keep printed copies for no less than 5 years, and currently have copies of all files dating back to 2009 when the business was started.
Access to these files is limited to the Heaterstore Ltd’s Directors and our accountant.
- Client Email addresses
We currently keep all email addresses for clients within our cloud hosted address book and all email correspondence dating back to 2009 is backed up. We also store these email addresses in Campaign Monitor to allow us to send client updates such as support issues and seasonal updates. You can opt out of receiving these emails at any time but unsubscribing on the emails or contacting us.These emails are stored within Campaign Monitor until a client decides to unsubscribe from the list.
Access to this data is limited to Heaterstore Ltd’s Directors only.
Access to this data is limited to Heaterstore Ltd’s Directors only and is only accessed for new projects, reprints or resupplying clients. It is never shared with other clients or sold.
You can create an account when processing an order which stores previous order deatils and information about you to make it easier to process future orders.
Legal basis for processing any personal data
To meet Heaterstore Ltd’s contractual obligations to clients and to also respond to potential clients.
Legitimate interests pursued by Heaterstore Ltd and/or its clients
To promote the products and l services offered by Heaterstore Ltd and products/ services offered by Heaterstore Ltd to its existing clients.
Through agreeing to this privacy notice you are consenting to Heaterstore Ltd processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing email@example.com or writing to us, see last section for full contact details.
Heaterstore Ltd may on occasions pass your Personal Information to third parties exclusively to process work on its behalf. Heaterstore Ltd requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR.
Heaterstore Ltd do not broker or pass on information gained from your engagement with the agency without your consent. However, Heaterstore Ltd may disclose your Personal Information to meet legal obligations, regulations or valid governmental request. The agency may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of Heaterstore Ltd its clients and/or the wider community.
Heaterstore Ltd will process personal data for the duration of any contract and will continue to store only the personal data needed for up to 7 years after the contract has expired to meet any legal obligations. After this period any personal data not needed will be deleted.
Data is held in Heaterstore Ltd using different (multiple) servers based in the UK in secure data centres. Heaterstore Ltd does not store personal data outside the EEA.
Your rights as a data subject
At any point whilst Heaterstore Ltd is in possession of or processing your personal data, all data subjects have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that Heaterstore Ltd refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.
Heaterstore Ltd at your request can confirm what information it holds about you and how it is processed
You can request the following information:
- Contact details of the data protection officer, where applicable.
- The purpose of the processing as well as the legal basis for processing.
- If the processing is based on the legitimate interests of Heaterstore Ltd or a third party such as one of its clients, information about those interests.
- The categories of personal data collected, stored and processed.
- Recipient(s) or categories of recipients that the data is/will be disclosed to.
- How long the data will be stored.
- Details of your rights to correct, erase, restrict or object to such processing.
- Information about your right to withdraw consent at any time.
- How to lodge a complaint with the supervisory authority (Data Protection Regulator).
- Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
- The source of personal data if it wasn’t collected directly from you.
- Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
To access what personal data is held, identification will be required
Heaterstore Ltd will accept the following forms of ID when information on your personal data is requested: a copy of your national ID card, driving license, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If Heaterstore Ltd is dissatisfied with the quality, further information may be sought before personal data can be released.
All requests should be made to firstname.lastname@example.org or by phoning 07867 111 703 or writing to us at the address further below.
In the event that you wish to make a compliant about how your personal data is being processed by Heaterstore Ltd or its partners, you have the right to complain to Heaterstore Ltd. If you do not get a response within 30 days you can complain to the Data Protection Regulator.
The details for each of these contacts are:
Data Protection Regulator
Information Commissioner’s office
Tel: 0030 123 1113
3rd Floor, 207 Regent Street
London UK, W1B 3HH
Registered in England and Wales 10968231
GB 280 5196 96