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Privacy Policy

Who we are and how to contact us

We are Southern Conservatory Cleaning (also referred to in this document as ‘S.C.V’, ‘we’ or ‘us’).

We are committed to doing the correct thing when it comes to how we collect, use and protect your personal data. In this notice we explain how we handle your personal data. Should you have any issues, concerns or problems in relation to your data, or wish to notify us of data which is inaccurate, please let us know by contacting us. In the event that you are not satisfied with our processing of your personal data, you have the right to lodge a complaint with the relevant supervisory authority, which is the Information Commissioner’s Office (ICO) in the UK, at any time. The ICO’s contact details are available here: https://ico.org.uk/concerns/.

You can contact at southernconservatoryvaleting@gmail.com or by contacting us and requesting to speak with Tom on 0800 689 4316.

Changes to this privacy notice

We will update this privacy statement when necessary. 

The legal bases that we rely on

Data Protection law sets out a number of different reasons why a business can collect and process your personal data. The bases that we use as a business are:

Contractual obligations

Where we have a contract with you, we will use your personal data to fulfil the contract, for example we collect your address details in order to measure and fit the products that you wish to buy from us.

Legal compliance

In some cases the law requires us to collect and pass on your data, for example we pass on details of people involved in fraud or other criminal activity affecting us.

Legitimate interest

In specific situations, 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.

Consent

In certain situations, we will have obtained consent to contact you about our products, services and promotions and we will contact you only according to the consent you have provided.

How and why we use personal data

We want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are by combining the data we have about you. We then use this to offer you promotions, products and services that are most likely to interest you.

The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.

If you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you’ve asked for.

If we intend to use your personal data for any purposes not set out below, we will notify you beforehand.

- To confirm your booking date and time

In order to pursue our legitimate interests to allow you to book appointments, we will contact you with to confirm your appointment details. This may be via email, SMS or telephone.

- To provide you with the services you have purchased from us

We need your personal data to comply with our contractual obligations so that we can manage your customer account and provide you with the services you want to buy, including sending any relevant and necessary documentation and communications regarding the product or service and help you with any orders and refunds you may ask for. We do this to be able to fulfil our contract with you.

- To allow you to pay for the services that you have received

In order pursue our legitimate interests we may need to contact you to take payment or pass your details onto third parties for debt collection purposes.

- Manage and improve our day-to-day operations

To improve your customer experience we use cookies and similar technologies on our Website as part of our legitimate interests. For information concerning your choices when it comes to cookies, and how you can control your online behavioural advertising preferences please visit our legal cookies section at the bottom of this page.

- Personalise your shopping experience

To enhance your use of our services, and provide you with a personalised shopping experience, we will use your online browsing behaviour as well as previous purchases to help us better understand you as a customer and provide you with personalised offers and services as part of our legitimate interests.

We want to provide you with marketing communications, including online advertising, that are relevant to your interests as part of our legitimate interests. To achieve this we measure your responses to marketing communications relating to products and services we offer, which also means we can offer you products and services that better meet your needs as a customer.

- Contact and interact with you

We want to serve you better as a customer so we use personal data to provide clarification or assistance in response to communications you have sent to use, including social media posts that you have directed at us as part of our legitimate interests to interact with our customers and improve their experience.

We carry out market research to exercise our legitimate interests to improve our Services, and may invite you to take part in and manage customer surveys, questionnaires and other market research activities carried out by us and by other organisations on our behalf. However, if we contact you about this, you do not have to take part in the activities. This will not affect your ability to use our Services.

- To comply with our legal obligations

In some cases we will need to process your personal data to comply with our legal obligations. For example before we can discuss personal data we will need to verify the identity of the individual we are talking to.

To send you communications required by law, or which are needed to inform you about changes to products or services that have been provided to you. For example updates to this Privacy notice, product recall notices or information we are legally required to communicate to you regarding your order. These messages will not include any marketing content.

To comply with any legal obligations to share data with law enforcement, for example if a court order is submitted to us requiring that we share your personal data.

When we collect personal data, and what data we collect

This section lets you know under what circumstances we may collect personal information from you, and what personal data we may collect.

When you contact us to request a brochure, order samples or book an appointment, you may provide us with:

  • Your personal contact details, including your name, postal address, email address and telephone number

When you purchase products from us, you may provide us with:

  • Your personal contact details, including your name, postal address, email address and telephone number

Information about your purchase, for example what you have bought, when you bought it, what the installation address is and financial information relating to how you paid for it

When you browse our websites we may collect:

  • Information gathered by the use of cookies in your web browser.

Your IP address is unique identifier used to identify the computer or device that you are using to access the internet.

Information about your online browsing behaviour on our Website, including which site you came from and products that you are interested in, and information about when you click on one of our adverts, including those shown on other organisations’ websites.

When we contact you we may collect:

  • Details of the emails and other digital communications we send to you that you open, including any links in them that you click on

When you contact us (including via social media) we may collect:

  • Personal data you provide about yourself any time you contact us about our Services (for example, your name, social media username and contact details), including by phone, email or post or when you speak with us through social media

Details of your interactions with us through contact centres, exhibitions, in store or with our Advisors. For example we may collect notes of conversations with you, details of any complaints or comments you have made and copies of emails that you have sent us. 

When you take part in any promotions or competitions of ours, or chose to complete any surveys we send you

  • Your feedback and contributions to customer surveys and questionnaires

Details of the promotion, including your responses and any prizes won.

 When you comment on or review our products and services online

  •  Your comments and product reviews if posted online.

It is important that personal data we hold about you is accurate and up to date. Please keep us informed if your personal data changes during your relationship with us. Our contact details can be found at the end of this privacy notice or at the ‘Contact Us’ tab of our website.

How we protect your data

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed.

We regularly monitor our system for possible vulnerabilities and attacks.

Where we engage with third parties to process personal data on our behalf, we do so, on the basis of written instructions.

Your data is stored in a diary or business laptop stored in a secure locked safe only accessible by Tom the business owner.

How long we keep your data for

We will not keep your personal data for longer than is necessary for the purpose or purposes that it was initially collected. At the end of that retention period, your data will either be securely deleted or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

If you place an order with us we have to retain the details of the order, including your personal data, for 7 years to comply with our legal and contractual obligations. 

Who we share your personal data with

We may disclose your personal data on the basis of our legitimate interests to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

If a payment dispute should arise, we may pass your information onto a debt collection agency, recovery agency or credit broker to recover any debts owed to us.

What are your rights?

Under General Data protection Regulation (GDPR) you have a number of rights. Some of these are complex and not all of the details have been included in our summaries below. Please read the relevant guidance from the Information Commissioner’s Office on their website at https://ico.org.uk/for-the-public/ for a full explanation of these rights.

You have the right:

1. To ask us not to process your personal data for marketing purposes. We will inform you if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes;

2. To ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing;

3. To request from us access to personal information held about you;

4. To ask for the information we hold about you to be rectified if it is inaccurate or incomplete;

5. To ask for data to be erased provided that the personal data is no longer necessary for the purposes for which it was collected, you withdraw consent (if the legal basis for processing is consent), you exercise your right to object, set out below, and there are no overriding legitimate ground for processing, the data is unlawfully processed, the data needs to be erased to comply with a legal obligation or the data is children’s data and was collected in relation to an offer of information society services;

6. To ask for the processing of that information to be restricted if the accuracy of that data is contested, the processing is unlawful, the personal data is no longer necessary for the purposes for which it was collected or you exercise your right to object (pending verification of whether there are legitimate grounds for processing);

Where use of your personal data is based on consent, you can withdraw that consent at any time.

If you require a copy of the information we may hold please contact us by Telephone 0800 689 4316 and ask to speak to Tom or write to us at;

Southern Conservatory Valeting,

Little Hermitage,

Cliff Road,

Totland Bay,

PO39 0EW.

List of Data Processors

We may share your personal data with the following categories of service providers:

  • Advertising agencies

  • Data Analytics companies

  • Government bodies

  • HMRC and the courts

  • Insurance providers

  • IT consultants

  • IT service providers

  • Legal Advisors

  • Online review providers

  • Payment providers

  • Postal services

  • Tracing and tracking agents

GDPR Access Request

Under GDPR you have the right of access to your Personal Data held by us so that you are aware of and can verify the lawfulness of our processing activities.

In some cases we may be entitled to refuse to respond, if this is the case we will inform you of our decision and the reason for it. You are then entitled to complain to the Information Commissioners Office, see https://ico.org.uk/for-the-public/raising-concerns/ for details of how to do so.

Timeframe for response

We will provide you with the information requested within one month of receipt of all information relevant to your request. To avoid any delays in processing your request, please ensure that you have provided all of the information requested below.

In the case of numerous or excessive requests we may take up to a further two months to provide this information, in which case we will inform you of this fact, and the reason that the extension is necessary.

Identity verification

Before we provide you with this information we have a duty to verify that you are the person who this request relates to. In order to do this we need you to provide proof of identity, this can be in the form of:

    • Passport

    • Driving Licence

    • Utility Bill

    • Council Tax Bill

This information will be stored securely and held for a maximum of 7 years.

Please note that you cannot request copies of personal information which related to another person.

Your Right to Erasure

Under GDPR you have the right to have your personal data held by us to be erased under certain circumstances, this is known as the right to be forgotten.

In some cases we may be entitled to refuse your request, if this is the case we will inform you of our decision and the reason for it. You are then entitled to complain to the Information Commissioners Office, see https://ico.org.uk/for-the-public/raising-concerns/ for details of how to do so.

When does this apply?

You have to right to be forgotten if:

  • Your personal data is no longer required for the purpose that we collected it for

  • You are withdrawing your consent to consent based processing

  • We are sending you direct marketing information and you no longer wish to receive this information

  • We have told you that we are processing your information under legitimate interests, you object to this processing and we do not have an overriding legitimate interest to continue

  • We have processed your data unlawfully

  • You do not have the right to erasure if we are processing your personal data on the basis of contractual or legal obligations, or if we require the information for the establishment, exercise or defence of a legal claim.

Please be aware that under certain circumstances ( Legal and tax reasons ) we may need to store some information regarding; Your name, Address,the details of work carried out and how payments have been made.

Our cookie policy

Cookies are used through our website builder (wix.com) to improve the website functions and usability of our website. We may need to store information on your browser to allow our website to function correctly.

You can opt out of the use of cookies by turning them off on your internet browsers settings tab. You do not need to accept cookies to be able to use our website.

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