Please read this Privacy Notice. It relates to how The Conservatory Works Limited (“us” / “we” / “our”) hold and process your information (data) and your rights in relation to that data.
We are registered with the Information Commissioners Office. Our registration number is ZA456697. We are a limited company. Our company registration number is 5136559 and our registered office is at 1 Grangewood Court, Outwood, Wakefield, WF1 3SL. The person responsible for data protection is Susan Manson (“Data Compliance Manager”) who can be contacted by email at firstname.lastname@example.org or in writing to our registered office address above.
Our website is www.theconservatoryworks.co.uk (“website”)
We are a "data controller". This means that we are responsible for deciding how we hold and use data about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. We have a duty to keep your data secure and maintain your confidentiality and we will do so.
The data that we process
The data we process depends upon our relationship with you, why we obtained the data, and for what purpose.
1. Our customers
We obtain and hold data about our customers. This data includes details of the customer business name, contact details (such as email addresses and direct and mobile telephone numbers), and addresses. We also hold details of work we have carried out for our customers and the cost of that work.
We obtain this data for the purpose of carrying out work for our customers.
This data is processed by us as it is necessary for us to do so to perform our contract with the customer or in anticipation that we will enter into a contract. Once the contract has been completed, we then continue to hold some of the data, being the name of the customer and their contact details only, as we consider that is necessary for us to do so both in the legitimate interests of our business but also in the legitimate interests of our clients as the information we hold assists with future business relationships with our customers.
We obtain and hold data about our suppliers. This data includes details of the supplier’s business name, contact details (such as email addresses and direct and mobile telephone numbers), and addresses. We also hold details of goods and services we have ordered from our suppliers, the cost of the goods and services, and their bank details.
This data is processed by us as it is necessary for us to do so to perform our contract with the supplier or in anticipation that we will enter into a contract. Once the contract has been completed, we then continue to hold the data as we consider that is necessary for us to do so both in the legitimate interests of our business but also in the legitimate interests of our suppliers as the information we hold assists and facilitates future business relationships with them and for ease of reference, particularly relating to arrangements for us to make payment.
3. Third parties
In the case of other companies, businesses, organisations or associations with whom we have a professional relationship or potentially common interest, we hold the contact details including names, company / business name, email address/es, contact telephone numbers, and postal address.
The purpose we hold this data is for the professional relationship or in common interest with the other organisation. We consider that it is necessary for us to process this data in the legitimate interests of our business and we do not believe doing so affects the rights and freedoms of the individuals concerned.
4. Visitors to our website
Retention of data
1. Our customers
We retain all of the data we take in relation to a contract for a customer for 12 months due to the fact we may need to refer to drawings and specifications during that period. After twelve months, we will destroy the paper copies of the data but retain electronically the customer’s name and contact details electronically.
2. Our suppliers
We retain all of the data relating to our suppliers indefinitely.
We regularly review the data we hold on suppliers and if we have not had any dealings with a supplier for 10 years then we destroy the data saved but we may retain the contact name and details and the same provisions will apply to that as apply to Third Parties (please see paragraph 3 below).
3. Third Parties
We retain the information indefinitely. This is because it is in the interests of our business to retain a database of such third parties and in doing so we do not believe that this will not affect the rights and freedoms of the individuals concerned.
We may share data with our legal advisers and accountants where we deem it necessary to do so.
Your data will not otherwise be shared with any other third party without your consent.
Your data will not be held outside the EEA.
(1) We are obliged to ensure that the data we hold about you is correct. You have the right to ask for the data to be rectified if it is not and we will then take appropriate action to do so.
(2) You have the right to seek to restrict the processing of your data in some circumstances.
(3) Where we rely on legitimate interests as the basis for processing, you may ask for the data to be erased and if there is no overriding legitimate interest for us to continue the processing then we will do so.
(4) You can also object to the processing of your data where we rely on legitimate interests as the basis for processing.
(5) You have the right to seek confirmation of the fact that we are processing your data, to ask what that data comprises, and also to ask for copies of your data.
How to exercise your rights
If you would like to exercise any of your rights, please email accounts @theconservatoryworks.co.uk or write to us at the registered address given at the top of this Notice. We will then consider your request and action the same as necessary although in some circumstances we may have a legitimate reason for not being able to action your request. If this should be the case then we will notify you of the reason why.
If you have cause for complaint
If you have any cause for complaint, or do not believe that we are processing your data fairly or in line with our obligations as a data controller, then we would ask that you contact us in the first instance with your concerns although you are not obliged to do so and you may contact the Information Commissioner’s Office whose details can be found at www.ico.org.uk