Approved by board / management on: 07/05/2018
Policy became operational on: 07/05/2018
Next review date: 07/05/2020
Practical Doors Limited know that your privacy is very important to you. When it comes to your information, we follow some straightforward principles. We aim to be clear about the data we collect and why.
All our employees who handle personal data have agreed to the terms of our Data Protection Policy (which can be found in the About Us section of our website) and have a responsibility to comply with it accordingly.
It is the nature of the services we provide that requires us to collect and process personal data. This will, at a minimum, include:
We may need to collect more personal data if it is necessary to the delivery of the service you have requested.
If you don’t provide us with personal data, we’ll try to provide the service but it may be impossible.
(N.B. Please do not provide us with the personal data of anyone else without their permission, unless you have obtained the explicit consent from that person.)
We may have purchased your data from a direct marketing firm who collect personal data from individuals who have consented to third party marketing communications. If you did not consent to third party marketing communications, then they may have collected your data from publicly accessible sources.
In either case, you have, by law, the right to object to direct marketing. If you want to exercise this right, then please contact us on 0800 112 3230 We apologise for the inconvenience and will never contact you again with marketing communications.
We limit the use of personal data to ensuring we deliver the service you have requested. Furthermore, we retain your personal data only for as long as is necessary to deliver you this service. Under certain circumstances we will retain your personal data longer if it is part of an accounting record which we are obliged by law to retain for 7 years. Where this is the case, your personal data will be archived. Records in an archived state means access to them is greatly restricted.
After that, unless we need it for a particular investigation, we securely destroy records your personal data is contained within in line with our retention schedule. Destruction of paper records is done securely and appropriately. For example, we securely shred paper records in line with the British Standard for secure destruction of confidential material (BS EN 15713).
If another organisation helps us to provide the service, we’ll also make your personal data available to them. If this involves transferring information to a country not recognised by the Information Commissioner’s Office as providing equivalent protection, we’ll use additional safeguards approved by UK or EU regulations
We shall only disclose your personal data to third parties in circumstances that are necessary for delivering the service agreed with you. For example, courier companies for deliveries.
We have never and will never sell your personal data.
If there are attacks on our services, or other criminal activity, we may share information with the police or similar public body.
Unfortunately, no data transmission over the internet or any other network can be guaranteed as 100% secure, but we take appropriate steps to try to protect the security of your personal data. For example, we encrypt all personal data disclosed to third parties. Likewise, Practical Doors Limited servers and all data stored locally are protected by a hardware firewall that is preventing unauthorised intrusion into the network. Software solutions are also in place which constantly scan for malware and viruses on the network.
All staff are required to ensure that any paper files not in current use are stored in filing cabinets and locked at all times when offices are unoccupied. Any paper documentation containing personal data is shredded once it becomes superfluous.
Access to personal data is restricted to authorised users on a need-to-know basis.
In the event of a data breach involving your personal data which presents a high risk we will contact you immediately.
We would like to keep your personal data accurate and up to date. If you become aware of any errors, noted on our correspondence with you for example, then please let us know by phoning or emailing us.
Under the Data Protection Act 1998 including the European General Data Protection Regulations you have certain rights over your personal data that we hold:
To contact us regarding those rights, or anything else in this data privacy statement, please write to our compliance officer, Amy Bull by email firstname.lastname@example.org or at our postal address below:
FAO Amy Bull, Practical Doors Limited, 19a High Street, Shefford, Bedfordshire, SG17 5DD
If you don’t feel we’ve dealt with your request appropriately, you have the right to appeal to the Information Commissioner’s Office.
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