PRIVACY POLICY
Information Commissioners Office (ICO) Registration Reference: ZB377369
Data controller and processor: PH Plumbing Services (PHPS)
Data subjects: Customers/Requesters/Subcontractors
This policy is written to provide transparent information regarding how PHPS control and process personal data. To find out more about General Data Protection Regulations (GDPR) and your rights, please go to https://ico.org.uk/for-the-
The Service
PHPS provides plumbing, drainage (re)fitting and maintenance services by private contract to customers. The agreement is usually between PHPS and the customer. Some agreements involve a third party, for example, where another contractor is brought in or where a third party such as a landlord, property management agency, or local authority request and fund work from PHPS.
Data Collection Points
Enquiries to PHPS are received via a number of channels, in person, telephone, text, via social media, the contact form on our website or email. Initial enquiries usually contain some personal information such as names, emails, addresses and telephone numbers. PHPS has a presence on LinkedIn and Facebook. If you engage with us via these platforms, we will not usually collect or store your personal data. To find out how these companies use your data and how you can control the way they use your data please refer to their privacy policies, which are available on their websites.
In the unlikely event that we collect personal data for future use, we will let you know and provide you with details about the intended use.
Data Collection & Processing, What Information and Why Do We Process It?
Any client data collected and/or retained by PHPS (including personal information) is solely processed in order to make relevant contact with and provide services to customers, relay relevant information to agreed subcontractors, create financial records for the company/HMRC, and to keep any requesting/representative/proxy third parties informed of service updates.
Personal Information Collected/Processed;
Name
Address and Postcode
Email address (depending on how you have contacted us)
Telephone number
Other Information Collected/Processed Regarding Customers/
Requesters/Proxy Representatives;
Photographs of work undertaken for our website (anonymised) and marketing, and any information relevant for deliveries or insurance.
Third Party Data Collection & Processing
PHPSs website is hosted by GoDaddy. Your information will be shared with GoDaddy via the GoDaddy tools. For more information about how and why GoDaddy collect and share information please see https://www.godaddy.com/en-uk/legal/agreements/privacy-policy
Data Storage, Retention & Disposal
PHPS store minimal information. The majority of personal data is held electronically. For insurance purposes, any data that needs to be kept is held for a maximum of 6 years after last contact. After this time, data is then disposed of securely and confidentially. (Paper records will be shredded, digital records will not be archived and will be deleted).
Data Sharing
Personal information would only be shared if liaising with a tenant’s landlord/housing authority/property management agency/proxy/representative or in providing relevant information to agreed subcontractors.
Service Agreements
All clients proceeding with services from PHPS are required to consent in writing to both the parameters of the service and data collection within a service agreement. This agreement sets out elements of the contract with a detailed privacy statement prior to a section where personal data is collected.
Where another type of third party is involved, unless we gather personal information pertaining to themselves, they will not be required to provide their consent, any information shared regarding the client (other than confirming work carried out/any issues or delays to work, such as inability/refusal for access) will be subject to clients’ providing consent.
Photography and Filming
We may ask to take photographs or video recordings of the work that we carry out for use in an online gallery, publicity and marketing materials, including use on our website.
Please let us know if you do not consent to this.
Your Rights
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018), you have rights as a data subject which you can exercise in relation to the information that we hold about you. You can read more about these rights on the ICO’s website. https://ico.org.uk/
We aim to be as open as possible in terms of giving people access to their personal information. You can find out if we hold any personal information about you by making a ‘subject access request’ under the UK GDPR. If we do hold information about you, we will:
Give you a description of it
Tell you why we are holding it
Tell you who it could be disclosed to
Let you have a copy of the information in an intelligible form
If you agree, we’ll try to deal with your request informally.
Please be aware that we may withhold information from you or provide you with redacted documents in line with exemptions in appropriate legislation.
The UK GDPR also gives you the right to have the data we hold about you deleted in some circumstances. This is called the ‘right to erasure’ or the ‘right to be forgotten’. The right applies in the following circumstances:
We no longer need your data
You originally provided consent and have now withdrawn consent
You have objected to the use of your data and your interests outweigh ours
We have collected your data unlawfully
We have a legal obligation to erase your data
Please be aware that we are unlikely to delete financial transactional data, or anonymous equality and diversity data that is being retained in the public interest.
If you would like to make a request, please do so at [email protected] Please note that details of your request, correspondence and a copy of any information disclosed will be held by PHPS, this information will be used as evidence we have met our legal obligations.
Data Breaches
Where there has been a breach of PHPS’s UK GDPR policy, for example, data has been shared with a third party without consent or data has not been destroyed in a timely manner, the breach will be assessed and if required, reported to the ICO within 72 hours of coming to light.
Changes to Our Policy
We may from time to time update our policy to reflect changes in my business. If any changes affect the data we hold about you we will inform you, and give you the opportunity to opt-out. We will ensure an up-to-date policy is always available.
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