Privacy Policy

Privacy Policy

Glyn Davies Electrical Ltd has drawn up this Privacy Policy to comply with GDPR.

Introduction:

This document refers to personal data, which is defined as information concerning any living person that is not already in the public domain.

The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.

What you need to know:

Q. Do we collect personal data?

A. Yes

Q. Why do we collect information?

A. The personal data we collect comes from different sources, including parties such as estate agents, commercial and domestic clients, and private customers who contact us directly. We collect information so that we can carry out work requests, provide quotations and invoices, make payments etc. Our reasons for collecting data will usually fall within the following lawful reasons as defined by the ICO (Information Commissioner’s Office):

(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

(d) Vital interests: the processing is necessary to protect someone’s life.

(e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

Q. How long do we keep data for?

A. We do not pass data onto third parties for marketing or sales purposes and we do not do any direct marketing. Therefore, any data we store will be for tax purposes, regulatory purposes or accurate record keeping in case of future contact from and with clients. In some cases, we are required to keep records for a minimum of 7 years as set out by our regulatory body NAPIT. Your rights under GDPR mean that you can request that we remove or amend any data we hold about you.

Q. How do we store data?

A. In several ways including digital e.g. email, spreadsheets, laptops, USB & cloud storage and paper. Wherever possible we will try to keep only a digital copy of data but in some cases, there will be paper copies of data for example Minor Works Certificates which include Names and Addresses. All reasonable measures have been taken to ensure that the data we store is secure.

Q. When do we destroy data?

A. Where it is not necessary for us to store paper copies of data such as quotes, letters, invoices etc we will destroy these securely by using companies which provide certificates of destruction and we will also delete and destroy data that it is no longer necessary for us to keep by auditing our records periodically.


Our Policy:

Who do we collect data from?

Estate Agents, commercial and domestic customers, private clients, also labourers and other trades people who complete work for us at our request.

Who do we process or pass data to?

Estate Agents – who we have ongoing contracts with who require reports, certificates, letters, quotations, invoices etc

Labourers & other trades people – if we are unable to complete the work requested by our clients due to either time constraints or the work not being within our field of expertise etc, then with your consent we will pass your details to them so that they can carry out the work in a satisfactory way. These are all companies that we have an ongoing relationship with and will never pass your details to a third party without first gaining your consent. We require these companies and individuals to agree to our Privacy Policy.

Regulatory bodies- we are NAPIT registered and we are required legally to notify them on their website of any work carried out at individual properties. They also require that we retain paper copies of certificates such as minor works certificates for a period of a minimum of 7 years.

Suppliers – We inform suppliers of addresses so that goods can be delivered for us to complete work required

What data do we collect?

Names

Landlord names

Tenant names

Addresses

Phone Numbers

Email addresses

Bank Account numbers and sort codes – this applies to trades people and labourers who we instruct to do work for us and suppliers who invoice us

We do not knowingly collect data about children or minors.

What data do we process or pass on to others?

Labourers – Names, addresses, contact numbers & details of jobs to be carried out. This is only processed when we are unable to complete the work ourselves due to time constraints, other commitments or the work required is not within our experience or expertise.

NAPIT – as our regulatory body we are required to inform them of names, addresses and details of electrical work carried out.

What about data stored on paper?

NAPIT:

Electrical installation condition report includes Names, Addresses & Electrical reports carried out

Minor works certificates include Names, Address & descriptions of work carried out

Minor Electrical Installation Work Certificate includes Names & Addresses

All the above-mentioned documents we keep paper copies of for a minimum of 7 years in case of inspection or enquiry.

Estate Agents:

Works orders include Names, Addresses, Contact Numbers & details of job requests

Labourers, Trades People & Suppliers:

Bank details

Invoices

Addresses

We will always aim to keep paper copies down to minimum and only retain these when it is necessary for legal reasons, tax purposes or for record keeping.

What about data stored online or digitally?

We receive data by email, letter, phone calls and verbally from clients. Emails are kept so that we have a record of communication should any queries arise.

Estate Agents:

Names

Addresses

Contact numbers

Email addresses

Labourers, Trades People & Suppliers:

Names

Addresses

Invoices

Bank details

Email addresses

Contact numbers

Other details stored digitally:

Invoices

Names

Addresses

Letters

Quotations

Scanned documents such as completed certificates of electrical work carried out

Invoices from laborers and other trades people

Why do we collect personal data?

Where we are authorized by clients such as Estate Agents, Nursing Homes, Commercial customers, we collect information so that we can contact tenants, landlords, nursing home management and staff, other staff members to carry out work requests. We do not collect data from any sources such as direct marketing or sales. We store data received so that we have a record of work requested, quoted, completed and invoiced. We also store certain data for tax purposes.

We do not knowingly collect data about children and minors.

In the case of trades people who complete work for us, we store details such as Bank Sort Codes and Account numbers so that we can pay them.

Why would we process data/pass it on to a third party?

If we are unable to complete a job due to time constraints or because the work requested is outside of our field of expertise or qualifications – for example, Gas servicing, Plumbing, Alarm Security - there are trades people who we have an ongoing relationship with that we authorise to complete work on our behalf. We will never pass data on for marketing or advertising purposes. We are also obligated to inform out regulatory body NAPIT of any electricals work completed by ourselves which would normally be completed through their website.

When do we collect data?

Estate Agents/Nursing Homes/ Commercial & Domestic Clients: When authorised to complete electrical work on behalf of tenants, landlords and staff, usually in the form of a works order but also by email or verbally

Labourers/Trades People/Suppliers: When we received invoices from them for jobs completed

Private customers: When contacted by email, letter or verbally, we collect data so that we can provide quotations, invoices, reports, letters, certificates and keep you up to date with progress

When do we process data?

When we have explained to the customer that we are unable to complete work requested due to time constraints or the job is not within our field and where we know a reliable trades person who can complete the job

When we send scanned documents such as certificates to the customer e.g. Estate Agents, Nursing Home, Private Customer etc

When we must notify NAPIT our regulatory body of work carried out at a property

When we need to order supplies from our suppliers and we ask them to deliver to a property address

To carry out work required

When we do we delete or destroy data?

Upon request and where it is no longer necessary to keep copies of records, we will destroy or delete data in a timely manner

Where do we store data?

Paper documents

Laptops & USB storage

Email

Cloud storage

Spreadsheets

Scanned documents

Where do we collect data from?

Email, verbally, phone calls and letters

How do we store data?

As above, mainly digital storage as we aim to keep paper copies to a minimum for security. All reasonable measures have been taken to make sure data is stored securely e.g. password protection. When we send emails, we have taken reasonable precautions to make sure that any attached files are virus free however we send emails in the knowledge that the Internet is not 100% secure and therefore although we employ virus protection it is always advised that the recipient also has adequate protection in place to scan any attachments before opening them as we cannot 100% guarantee that attachments are virus free.

How can a request for personal data held by us be made?

By email, letter or phone call – please see Contacts details.

We will respond to any requests as soon as possible and no later than a month from receiving the request.

Data will be sent to you in the form of email, letter, spreadsheet or PDF documents.

How can a request for data to be destroyed or amended be made?

By email, letter or phone call – please see Contacts for details.

We will respond to any requests as soon as possible and no later than a month from receiving the request.

We would request that you keep your details up to date with us as failure to do so may mean that we are unable to complete work requested or delays in fulfilling requests.

How long do we keep data for?

In some cases, we are obligated to keep documents such as Minor Works Certificates for a minimum of 7 years for inspection. Other reasons we would keep data would be tax purposes, keeping track of jobs authorized, jobs completed, invoices issued and paid. We do periodical audits of records we keep and destroy data where it is no longer necessary to keep it or destroy paper documents where we have the data stored in digital format.

Contacts:

If you wish to contact us, please use the following details:

Glyn Davies Electrical Ltd

10 Big Stone Gardens

Cranage

CW4 8HQ

[email protected]

01477 533397

For more information about you rights please visit the ICO website ICO.org.uk


Company Reg. 9431269. Registered address: 23 Potter Place Hartford Northwich CW8 1TB

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