Privacy policy - 30th April 2018

This Privacy Policy describes Cheltenham Surfacing’s collection, use, disclosure, retention and protection of your personal information.

  1. Policy Statement

Policy Statement

Please read this Privacy Policy carefully as it describes Cheltenham Surfacing’s collection, use, disclosure, retention and protection of your personal information.

About this Policy

Cheltenham Surfacing takes the privacy of its customers very seriously and is committed to protecting personal information. This Privacy Policy sets out the way in which any personal information you may provide to us is used and kept secure by Cheltenham Surfacing. It applies whenever we collect your personal data (including when you use our website), so please read it carefully.

This policy does not form part of any Cheltenham Surfacing Employee’s contract of employment and may be amended at any time.

  1. Definitions

Information

Means information or data (including critical business information) which is stored electronically, on a computer, or in paper-based filing systems / locations.

Personal Data

Means any data relating to an identified or identifiable living individual who can be identified from that data (or from that data and other information in our possession). Personal data can be factual (for example, a name, address, date of birth, identification number, location data), or it can be an opinion about that person, their actions and behaviour.

Data Protection Legislation

Means the General Data Protection Regulations (EU) 2016/679 (“GDPR”), unless and until GDPR is no longer directly applicable in the UK, the GDPR and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK and then any successor legislation to the GDPR or the Data Protection Act 1998.

Data Subjects

Means all the identified or identifiable living individual to whom the personal data relates. All data subjects have legal rights in relation to their personal information.

Data Subject Rights

Means the Data Subjects rights to be informed of the data being held about them, have access to the data (known as a Subject Access Request), ability to be able to rectify the data, to be forgotten – have that data erased, to restrict processing of the data (the data can be stored but nor processed), to be able to have the data transfer easily between IT environments (portability), to be able to object to certain processing aspects (such as marketing), as well as rights relating to automated decision making and profiling.

Processing

Means any activity that involves the use the data. It includes collection, recording, structuring or storage of the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring Personal Data to third parties.

Cookies

A cookie is a small piece of data that a website asks your browser to store on your computer or mobile device. The cookie allows the website to “remember” your actions or preferences over time. Most Internet browsers support cookies; however, users can set their browsers to decline certain types of cookies or specific cookies. Further, users can delete cookies at any time.

  1. About Cheltenham Surfacing

Who we are

This Privacy Policy applies to all services offered by Cheltenham Surfacing Company Limited (a company incorporated in England with company registration number 00648075) whose registered office address is Myers Road, Horton Road, Gloucester GL1 3PX.

If you have any questions

If you have any questions about this privacy notice, please contact us by email; sales@cheltenhamsurfacing.co.uk

  1. Information we collect

What information do we collect and why?

We collect different information depending on what your relationship with us, the services you use, or your contracts with us. We need to tell you what we use your information for and the legal grounds we have to use this information.

In broad terms, we use your data for the following purposes:

  • to provide surfacing services for our customers and to provide potential customers with information about services they have expressed an interest in
  • to perform services that we are contracted to deliver
  • for fraud screening and prevention purposes
  • for record keeping purposes e.g. financial records
  • to track your activity on our websites
  • where you have given us permission to do so i.e. you have opted in, for marketing purposes

When you interact with our websites, we may also automatically collect the following information about your visit. This is primarily to help us better understand how our website visitors use our digital platforms to inform our marketing, enable us to create a better user experience or content and create more relevant communications:

  • how you have reached our website or digital platform and the IP (internet protocol) address used
  • your browser type, versions and plug-ins, and your operating system
  • your journey through our website, including which links you click on, how long you stayed on a page, and other page interaction information which may enhance user experience
  1. How we use your data

Customers (and their customers in the case of Contractors)

What information is collected?

  • Customer contacts
  • Invoicing details
  • Details of property and surfacing requirement, including plans, dimensions and photographs

    What is it used for

  • To provide estimates and surfacing services to the Customer and their Customers as per their requirements.

    What is the legal basis for collecting this information?

  • Performance of a Contract. To allow us to complete the performance of our contract with you, we require you to provide the stated information (or access to the information).
  • Marketing Consent. Where the customer opts into marketing we will send them marketing information in accordance with the wording of the opt in statement that we believe will be of interest to the customer.

Prospective Customers (and their customers in the case of Contractors)

What information is collected?

  • Prospective Customer contacts
  • Invoicing details
  • Details of property and surfacing requirement, including plans, dimensions and photographs

What is it used for?

• To respond to the enquiry and provide any information required to fulfil the initial query and any subsequent queries.

What is the legal basis for collecting this information?

  • Legitimate Interest. It is in the legitimate interests of a person or organisation enquiring that we are able to contact them to provide them with the information necessary to satisfy their enquiry.
  • Marketing Consent. Where in the process of making an enquiry of that enquiry being fulfilled the prospective customer opts into marketing we will send them marketing information in accordance with the wording of the opt in statement that we believe will be of interest to the prospective customer.

Suppliers

What information is collected?

  • Supplier contacts
  • Invoicing details
  • Estimates
  • Service level agreements and capabilities.

    What is it used for?

  • To be able to place work with and direct work to the supplier, or order materials to enable Cheltenham Surfacing to meet its contractual obligations with customers and provide the best possible service.
  • To be able to pay for services delivered by the supplier.

    What is the legal basis for collecting this information?
  • Performance of a Contract. To allow us to complete the performance of our contract with our customer we require the supplier to provide the stated information (or access to the information).

    Employees

What information is collected?

  • Employee contact details
  • Bank details, National Insurance numbers and Tax details
  • Working hours
  • CV’s, references etc.

What is it used for?

  • To be able to employ the employee.
  • To be able to pay the employee.

What is the legal basis for collecting this information?

  • Performance of a Contract. To allow us to complete the performance of our contract with our employee we require the employee to provide the stated information (or access to the information).

Monitoring

We may monitor or record telephone calls for training and evidence purposes and to improve the quality of services that we provide to you. We also monitor and track the movement of our Company vehicles to improve operational efficiency and to be used in the event of one of the vehicles being reported stolen or for evidence purposes in the event of a dispute arising.

Additional Information

We may collect additional information as we develop new systems and services. This policy will be updated with the details if this is the case.

  1. Cookies

What cookies we use

We use cookies on our website known as performance cookies. Cheltenham Surfacing do not use tracking cookies.

Performance cookies

Google Analytics

What personal information is collected?

  • No personal data is collected

What is it used for?

• To collect anonymous information about how visitors use our websites

  • We use the information to compile analytical reports which help us improve our website
  • The cookies collect information such as the number of visitors to our website, how they arrived there (e.g. directly from the internet or through linking from another website) and tracking which webpages they visited.

    Further information

  • Google privacy details can be found here – https://policies.google.com/privacy
  1. Sharing Your Information

Who we share your data with

To provide our services to you or to otherwise fulfil contractual arrangements that we have with you, we may need to appoint other organisations to carry out some of the data processing activities on our behalf.

These may include for example sub contractors, suppliers, accountants, payroll companies or organisations that help us with our marketing. They only use the information to provide their services to us.

We only give them the information that they need. We always keep control of your data and our suppliers must act in accordance with our instructions.

In some circumstances, we may also have to disclose your personal information by law, because a court or the police or other law enforcement agency has requested it.

Where you opt-in to receive Marketing information from us we will not share this information with third parties, except where they are integral to the process of creating or sending the marketing material.

Criteria for sharing your data

We only share your data with third parties if:

  • They have a need to know the information for the purposes of providing the contracted services;
  • Sharing your Personal Data complies with this Privacy Policy and, if required, the Data Subject’s consent has been obtained;
  • The third party has agreed to comply with the required data security standards, policies and procedures and put adequate security measures in place;
  • The transfer complies with any applicable cross border transfer restrictions; and
  • Where an appropriate written contract or agreement that contains data protection clauses has been agreed
  1. Record Keeping

How we record the data we hold

We are required to keep full and accurate records of all our data Processing activities; including records of Data Subjects’ consents and procedures for obtaining consents.

  1. We only hold Your Choices and Obligations

How long we keep your data for

We only hold your personal information for as long as is necessary to provide services to you unless there is a requirement to hold that information for a longer period – for example where we are subject to a statutory obligation to keep hold of your information e.g. financial records.

To be able to fulfil our contractual obligations with our customers we typically retain any necessary data to meet these obligations for the duration of the contract.

If there is a possibility that you may have a legal claim against us or you have made a complaint against us, then we will hold your information for the duration of any statutory limitation period associated with the claim.

Where you opt in to receive Marketing material from Cheltenham Surfacing, this will apply for a period of three years before we are required to ask you again. You can of course ask to unsubscribe at any time. All our Marketing emails have an unsubscribe option clearly visible and you can also unsubscribe at any time by emailing us at data@cheltenhamsurfacing.co.uk

Security of your data

Cheltenham Surfacing are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure we have put in place robust physical, electronic and managerial procedures to safeguard and secure the information we collect.

If at any point you become aware of a security incident or you have reason to suspect that your data may have been compromised (e.g. you receive a suspicious communication), please forward the communication to us or report the incident by email to data@cheltenhamsurfacing.co.uk

If you have been the victim of a fraudulent transaction whether or not this relates to your dealings with Cheltenham Surfacing you should always contact the police and/or your bank in the first instance to ensure your own finances are secure.

More about your information – your rights

You may request a correction or update your personal information at any time by emailing data@cheltenhamsurfacing.co.uk

Please include your name, address and email address when you contact us as this helps us to ensure that we accept amendments only from the correct person and can contact you to verify your identity should this be necessary. We encourage you to promptly update your personal information if it changes and we will action these as quickly as we reasonably can.

We will securely retain your information for as long as is reasonably necessary and in accordance with law applicable at the time. If you wish to submit a request that your data be deleted, please email us using data@cheltenhamsurfacing.co.uk

You have the right to receive a copy of the personal information that we hold about you. Please email us using data@cheltenhamsurfacing.co.uk if you wish to exercise this right.

If you have opted in to receive marketing from Cheltenham Surfacing, you can unsubscribe here at any time.

  1. Complaints

Complaints to the Regulator

If you do not think that we have processed your data in accordance with this notice, please contact us by email at data@cheltenhamsurfacing.co.uk

If you are not satisfied with our response, you can refer the matter to the Information Commissioner’s Office. Information about how to do this is available on their website at www.ico.org.uk.

  1. Changes to this Policy

Notification of Changes

Cheltenham Surfacing reserve the right to change this policy at any time. Where appropriate, Cheltenham Surfacing will notify Data Subjects of those changes in writing (letter or email).