Privacy

PRIVACY STATEMENT

Introduction
Herts Plumbing & Heating Limited (“HPH Ltd”, “we”, “us”, or “our”) is committed to protecting personal data and this privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, both by individuals themselves or by others. We may use personal data provided to us for any of the purposes described in this privacy statement or as otherwise stated at the point of collection.
Personal data is any information relating to an identified or identifiable living person. HPH Ltd processes personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose may differ.
When collecting and using personal data, our policy is to be transparent about why and how we process personal data. To find out more about our specific processing activities, please go to the appropriate sections of this statement.

When and how we share personal data and locations of processing
We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.
Personal data held by us may be transferred to:
• Third party organisations that provide applications/functionality, data processing or IT services to us
We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud based software as a service providers, data back-up, security and storage services. The servers powering and facilitating that cloud infrastructure are located in a secure data centre in the UK, and personal data may be stored here.
• Third party organisations that otherwise assist us in providing goods, services or information.
• Accountants and other professional advisers.
• Law enforcement or other government and regulatory agencies or to other third parties as required by, and in accordance with, applicable law or regulation.

Changes to this privacy statement
We acknowledge that transparency is a continual responsibility, so we will keep this privacy statement under review at regular intervals. This privacy statement was last updated on 24th May 2018.

Data controller and contact information
The data controller is Herts Plumbing & Heating Limited (registered in England under registration no. 06747594 and with its registered address at 12 Cypress Avenue, Welwyn Garden City, Herts, AL7 1HN).
If you have any questions about this privacy statement or how and why we process personal data, please contact us by clicking here or writing to the Data Protection Officer at the registered address above.

Individuals’ rights and how to exercise them
Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights. Where we decide how and why personal data is processed, we are a data controller and include further information about the rights that individuals have and how to exercise them below.

Access to personal data
You have a right of access to personal data held by us as a data controller. To do this click here. We will aim to respond to any requests for information promptly, and in any event within the legally required time limits (under GDPR 30 days).

Amendment of personal data
To update personal data submitted to us, you may click here. Wherever possible, once we’re informed that any personal data processed by us is no longer accurate, we’ll make corrections where appropriate based on your updated information.

Withdrawal of consent
Where we process personal data based on consent, individuals have a right to withdraw consent at any time. We do not generally process personal data based on consent (as we can usually rely on another legal basis). To withdraw consent to our processing of your personal data please click here.

Other data subject rights
This privacy statement is intended to provide information about what personal data we collect about you and how it is used. As well as rights of access and amendment referred to above, individuals may have other rights in relation to the personal data we hold, such as a right to erasure/deletion, to restrict or object to our processing of personal data and the right to data portability. If you wish to exercise any of these rights, please click here.

Complaints
We hope that it won’t ever be necessary, but if you do want to complain about our use of personal data, please send an email with the details of your complaint by clicking here. We will look into and respond to any complaints we receive. You also have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) (the UK data protection regulator). For further information on your rights and how to complain to the ICO, please refer to the ICO website.

Collection of personal data – BUSINESS CONTACTS

HPH Ltd processes personal data about contacts (existing and potential HPH Ltd clients and/or individuals associated with them) using a customer relationship management system (the “HPH Ltd CRM”).

The collection of personal data about contacts and the addition of that personal data to the HPH Ltd CRM is initiated by a HPH user and will include name, employer name, contact title, phone, email and other business contact details.   In addition, the HPH Ltd CRM may collect data from the HPH Ltd email system (sender name, recipient name, date and time) concerning interactions between HPH Ltd users and contacts or third parties.

Use of personal data

Personal data relating to business contacts may be visible to and used by HPH Ltd users to learn more about an account, client, prospect or sales lead they have an interest in, and may be used for the following purposes:

• Administering, managing and developing our businesses and services
• Providing information about us and our range of services
• Making contact information available to HPH usersData retention In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other documentary evidence created in the provision of contracts is 6 years. Our policy is to collect only the personal data necessary for agreed purposes and we ask our customers only to share personal data where it is strictly needed for those purposes. We collect and use contact details for our clients in order to manage and maintain our relationship with those individuals.  Generally, we collect personal data from our clients or from a third party acting on the instructions of the relevant client.  For some of our services, for example, when we are delivering products to a third party on behalf of a client, we may obtain personal data from that third party to facilitate the provision of that service.We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).Others who get in touch with usStaffSuppliers (including subcontractors and individuals associated with our suppliers and subcontractors) We collect and process personal data about our suppliers (including subcontractors and individuals associated with our suppliers and subcontractors) in order to manage the relationship, contract, to receive services from our suppliers and, where relevant, to provide services to our clients.We use personal data for the following purposes:
• Use of personal data
• Collection of personal data
• We collect personal data concerning our own personnel as part of the administration, management and for lawful reasons.
• We collect personal data when an individual gets in touch with us with a question, complaint, comment or feedback (such as name, contact details and contents of the communication).  In these cases, the individual is in control of the personal data shared with us and we will only use the data for the purpose of responding to the communication, unless otherwise instructed. In this instance, and where there is no contractual agreement, our retention period for personal data is 2 years.
• In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other documentary evidence created in the provision of contracts is 6 years.
• Data retention
• Where we need to process personal data to provide our services, we ask our clients to provide the necessary information to the data subjects concerned regarding its use.
• Collection of personal data – Individuals whose personal data we obtain in connection with providing services to our clients
• Personal data will be retained on the HPH Ltd CRM for as long as it is necessary for the purposes set out above (e.g. for as long as we have, or need to keep a record of, a relationship with a business contact).
• HPH Ltd does not sell or otherwise release personal data contained in the HPH Ltd CRM to third parties for the purpose of allowing them to market their products and services at any time.

• Receiving services
• We process personal data in relation to our suppliers and their staff as necessary to receive the services. For example, where a supplier is providing us with product or outsourced services, we will process personal data about those individuals that are providing services to us.

• Administering, managing and developing our businesses and services– managing our relationship with suppliers;
  – developing our businesses and services (such as identifying client needs and improvements in service delivery);
  – maintaining and using IT systems;
  – administering and managing our website and systems and applications.
• We process personal data in order to run our business, including:

• Security, quality and risk management activitiesData retention Collection of personal data We ask that you do not provide sensitive data to us when using our website; if you choose to provide sensitive information to us for any reason, the act of doing so constitutes your explicit consent for us to collect and use that information in the ways described in this privacy statement or as described at the point where you choose to disclose this information. When a visitor provides personal data to us, we will use it for the purposes for which it was provided to us as stated at point of collection (or as obvious from the context of the collection).  Typically, personal data is collected to:
• Use of personal data
• Visitors to our websites are in control of the personal data shared with us.   We receive personal data, which you consent to by using our contact us form.
• VISITORS TO OUR WEBSITE
• We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation). Personal data may be held for longer periods where extended retention periods are required by law or regulation and in order to establish, exercise or defend our legal rights.
• We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security threats.  Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.  We have policies and procedures in place to monitor the quality of our services and manage risks in relation to our suppliers. We collect and hold personal data as part of our supplier contracting procedures.  We monitor the services provided for quality purposes, which may involve processing personal data.

• enquire for further information;
• monitor and enforce compliance with our terms and conditions for use of our website;
• administer and manage our website,Data retention
• Personal data collected via our websites will be retained by us for as long as it is necessary (e.g. for as long as we have a relationship with the relevant individual)
• Our website does not collect or compile personal data for the dissemination or sale to outside parties for consumer marketing purposes or host mailings on behalf of third parties.