This Privacy Notice explains the types of personal data we may collect about you when you interact with us. It also explains how we store and handle that data and keep it safe.
1. Who we are and what we do
J&M is a family run business based in Gloucestershire. The company is managed and run by Mark Williams, who has over 35 years’ experience in the building industry and is from the second generation in a family in building and construction.
We provide a complete range of remedial services to clients across Gloucestershire and Worcestershire. We can be contacted at 136 Courtfield Road, Quedgeley, Gloucester GL2 4UF, or on 01452 721532. 2. the first point of contact for data protection
If you have any concerns or queries about our data protection procedures, please contact Jill Williams on 01452 721532, or email@example.com
3. Why we process data
J&M Remedial Services is a specialist supplier of anti-mould, timber treatment, damp proofing, ventilation and condensation control products. We process your data so that we can provide you with a quote or undertake work at a property as you have instructed.
We are an approved contractor for companies such as Sovereign Chemicals and Delta Membrane Systems, and we process data and finance details for our suppliers to fulfil our contract with you, to fulfil legal requirements and as part of our ongoing working relationship.
4. Legal bases for processing your data including any explanation of legitimate interests
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data. Some of these reasons, set out below, are the bases we have for processing your personal data:
Consent In specific situations, we can collect and process your data with your consent. For example, if you request a survey or opt in to our mailing list to stay up to date with J&M tips and news.
When collecting your personal data, we always make it clear to you which data is necessary in connection with a particular service.
Contractual obligationsIn certain circumstances, we need your personal data to comply with our contractual obligations.We need to collect and retain your contact details, so that we can, for example:Deliver our service, (our technicians carry out the required work on-site, for example damp proofing or ventilation)Supply you with goods or;To enter into a contract with you to supply us with goods or services
Legal obligationsIf the law requires us to, we may need to collect and process your data. For example, we are obliged to retain certain information for HMRC tax and accounting purposes or to comply with other legislative provisions.
Legitimate interestIn certain circumstances, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we may retain client and supplier information for six years beyond the contract period, in order to maintain a good working relationship with these individuals.
5. When we collect data
Via our websiteIf you fill in a form on our website to contact us, we process your data in order for us to reply to you via phone, email or text.
Phone or emailIf you make an enquiry or booking with us over the phone or by email, we will use the details you give us to respond to your query and/or confirm the schedule of work. These details will be your name, addresses, phone number and, if applicable, information necessary to raise an invoice.
We also collect data when we enter into a contract with suppliers.
6. What data we collect
Contact information including: name, address, phone number and email address, how you would prefer to be contacted and what remedial services your query or subscription is in relation to.If we are contracted to you as a supplier, we also collect your data as part of our ongoing contract and to process invoices and payments.
7. How we use your personal data
We process data to enable us to undertake client orders or carry out our services Your bank details will only be used when payment is made against an invoice.
8. How long we keep your personal data
Whenever we collect or process your personal data, we only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will be deleted completely. Some examples of our data retention periods:
Purchases and ServicesWe keep the personal data clients give us for 6 years so that we can retain a good relationship with you should you have any future queries or wish to request a quote from us for another project.
WarrantiesIf your order included a warranty, the associated personal data will be kept until the end of the warranty period.
SuppliersFor individuals who are supplying us with goods or services, we retain your personal information for a period of 6 years so that we can, if necessary, contact you again and continue our business relationship with you.
We also need to comply with our legal contractual obligations and therefore we need to retain certain transactional information from the order for 7 years to satisfy accounting rules.
9. HOW WE KEEP YOUR DATA SAFE
We are aware of the need to maintain the correct and highest-level security when processing your personal information. We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way.
We take the following steps to maintain the security of your personal information:
We keep all your information in systems that are secure, such as IT Cloud storage and Dropbox.Access to client or supplier information is limited to only those who need access.Our premises are locked when empty.We maintain firewalls and anti-virus software.
Any documentation retained in paper form is kept in our locked office.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
10. Who we share your data with
We sometimes share your personal data with trusted third parties which act only on our instruction (known as “data processors”).
Data processors might be, for example, 3rd party accounting apps or subcontractors or delivery drivers or those companies who store data for us:
Where we share information with these companies or individuals we make sure that they also keep your data secure and that they also protect your rights. To this end, we make sure that:We provide only the information they need to perform their specific services.They may only use your data for the exact purposes we specify in our contract with them or where their terms and conditions of processing contain the correct data processor clauses under GDPRIf we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
We sometimes also share your data with third parties for their own purposes (“joint controllers”) e.g. HMRC, accountants, legal advisors.
We will only do this in very specific circumstances, for example:With your consentWhere we have a data sharing agreement in place with the other party Where we are obliged to share the information for legal reasons
11. Where your data is processed
We do not transfer data outside of the EEA.
From time to time we may pass personal data such as your name and email address to other services that we use to send out communications (both electronic and print).
However, your personal data will remain in the EU or countries considered by the EU to have equivalent policies such as Jersey, Guernsey, Switzerland, New Zealand and Canada. Companies based in the USA that have certified with the EU-US Privacy Shield programme are also considered to be permitted destinations by the EU (this includes popular US products like Gmail, DropBox and MailChimp).
12. Your rights and who to contact
You have the following rights, which you can exercise free of charge:AccessThe right to be provided with a copy of your personal dataRectificationThe right to require us to correct any mistakes in your personal dataTo be forgottenThe right to require us to delete your personal data, in certain situationsRestriction of processingThe right to require us to restrict processing of your personal data, in certain circumstances e.g. if you contest the accuracy of the dataData portabilityThe right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party, in certain situationsTo objectThe right to object:at any time to your personal data being processed for direct marketing (including profiling);in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.Not to be subject to automated individual decision-makingThe right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
If you would like to exercise any of those rights, please email us at firstname.lastname@example.org or call 01452 721532 or 07881866043.
Your right to withdraw consentWhenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. You can do this by contacting email@example.com.
Where we rely on our legitimate interestIn cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We will then stop processing your information unless we believe we have a legitimate overriding reason to continue processing.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
For us to check your identity, please:Let us have enough information to identify you (e.g. your full name, address and client/supplier number or order number, if applicable);Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); andLet us know what right you want to exercise and the information to which your request relates.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act on your behalf.
If we choose not to action your request, we will explain to you the reasons for our refusal.
Your right to contact the ICO
We would hope that you will always raise any issues with us first, and that we will be able to resolve them to your satisfaction. However, if this isn’t possible then you always have a right to complain directly to the Information Commissioner’s Office (ICO) If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data.
You can contact them by calling 0303 123 1113 (local rate) or go online to www.ico.org.uk/concerns (this opens in a new window; please note we can't be responsible for the content of external websites).
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
You also have the right to take to seek a judicial remedy.
Updates to this privacy notice
From time to time we will make changes to this Privacy Notice, for example, as the result of government regulation, new technologies, or other developments in data protection laws or privacy generally. You should check our website periodically to view the most up-to-date Privacy Notice. This privacy notice was last updated on 8 June 2018.ongue convallis et id dolor. Curabitur viverra metus magna, et tincidunt dui aliquet pharetra. Quisque eget nisl eget nisl varius lobortis sed et quam. Nunc ex leo, auctor a odio eget, laoreet sollicitudin augue. Integer nec bibendum enim. Pellentesque id condimentum turpis, sit amet congue eros. Cras ullamcorper quis libero vitae accumsan. Nunc vulputate ornare nunc vitae facilisis. Pellentesque in nisi porttitor enim condimentum feugiat non sed arcu. Sed laoreet odio id luctus commodo. Aenean vitae sollicitudin felis. Aenean posuere ut lectus eget laoreet. Nunc mauris enim, imperdiet et semper malesuada, vestibulum rutrum orci. Etiam sit amet tortor mollis, iaculis ipsum in, congue metus. In molestie, ante sit amet congue rhoncus, odio lorem malesuada odio, iaculis iaculis dolor sapien non diam.