1. Information about us
Hi-Spec Electrics is the trading name of Hi-Spec Electrics Ltd, ("We"). We are registered in England and Wales under company number 8398512and have our registered office 32 Wharfenden Way, Frimley Green, Surrey, GU16 6PJ. Our main trading address is as above. Our VAT number is GB930019168.
We are committed to protecting and respecting your privacy. We are responsible for protecting your personal information as a “data controller” under applicable data protection legislation. If you have any queries about this policy or how we use your personal information, please contact us by writing to us at Hi-Spec Electrics, 32 Wharfenden Way, Frimley Green, Surrey, GU16 6PJ
This policy (together with our Terms & Conditions and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.hispecelectrics.co.uk, emailing firstname.lastname@example.org, or using our social media pages, you are accepting and consenting to the practices described in this policy.
Our nominated person for data protection is Jen Knight, Director and their contact details are email@example.com or via 07747801252
We collect personal data as defined by applicable data protection legislation (‘personal information’).
We collect information about:
· employees, consultants and other staff
· contractors and subcontractors
· electrical safety and registration requirements
· payment details
· legal, statutory and mandatory requirements
Personal information we collect might include name, date of birth, email address, national insurance number, postal or works address, and telephone number.
2. How do we collect information?
If you are an employee or provide services to Hi-Spec Electrics, we will collect information in line with your contract of employment, subcontract or contract for services.
If you have purchased goods [or services] from us, we will collect information about your purchase history and projects or works we have delivered for you.
We may collect information that is available in the public domain, for example: newspaper or online media items, publicly available posts on LinkedIn or social media or Companies House listings.
We record your requests for information and any feedback we receive from you.
We may record telephone calls and emails for quality assurance purposes.
We obtain personal information from you when you use our website/social media page/email, enquire about our activities, register with us, send or receive an email, ask a question or otherwise provide us with personal information.
We may also collect technical information relating to your use of our website, including your browser type or the Internet Protocol (IP) address used to connect your computer to the internet.
We also gather general information about the use of our website, such as which pages users visit most often and which services, events or facilities are of most interest. We may also track which pages users visit when they click on links in emails. We may use this information to personalise the way our website is presented when users visit, to make improvements to our website and to ensure we provide the best service for users. Wherever possible we use aggregated or anonymous information which does not identify individual visitors to our website.
3. Why do we collect this information?
We collect this information for the purpose of providing our customers with the products and services they want, and ensuring we provide appropriate services to them. The lawful basis for which we process your information is:
· your consent;
· processing is necessary for the performance of a contract to which you are a party. If you fail to provide this information we may be unable to perform the contract;
· processing is necessary for compliance with our legal obligations as a Limited Company. You are obliged to provide this information because so we can fulfil the products and services you have requested. If you fail to provide this information, we are unable to fulfil your works order
· processing is necessary for the performance of a task carried out. You are obliged to provide this information because we are required to retain records of activities that we undertake as part of our registration as an NICEIC installer, and under RECC/MCS guidance.
· processing is necessary for the purpose of the legitimate interest pursued by us or a third party, except where your rights as a data subject override our legitimate interest. The legitimate interest we rely on is the protection of consumers and the right of consumers to achieve the service they have paid for – we may engage with Trading Standards, authorised departments of Government and Insurance bodies pursuant to the achievement of consumer rights and protection.
· Marketing of our services via our website or social media.
4. How do we use this information?
We will use your personal information:
· to provide you with services, products or information you have requested;
· for administration purposes including to notify you about changes to our services; or to the works we are providing to you; and
· to make suggestions and recommendations to you about goods or services that may interest you;
· for reporting and payment purposes.
We will not use your personal information for electronic marketing purposes.
5. Do we share your information with anyone else?
We will not share your personal information with third parties for marketing purposes.
We may need to provide your information to our contractors and suppliers, and to registered bodies (such as building control and MCS certification bodies) who provide services on our behalf, to the extent necessary to enable you to receive those services.
We may share your information with the service providers or other associated organisations as identified in this policy to use the information for their own purposes as described above.
We may also need to disclose your information if required to do so by law or as expressly permitted under applicable data protection legislation.
Our website or social media may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
6. How long do we keep your information for?
We keep your information for no longer than is necessary. We will retain your information for any period required by law, for example for compliance with HMRC requirements. Where we are not under a legal obligation to retain your information, we will determine what is necessary by reference to the lawful basis for processing set out above and our legitimate interests.
If you have any questions about how long we keep your information, please write to use at Hi-Spec Electrics, 32 Wharfenden Way, Frimley Green, Surrey, GU16 6PJ
7. How do we protect personal information?
We take appropriate technical and organisational measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. We protect your information in accordance with our IT Security Policy
You should be aware that the use of the Internet is not entirely secure and although we will do our best to protect your personal data we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features such as password protection to try to prevent unauthorised access.
8. Your Rights
You have a right to ask us to confirm whether we are processing information about you, and to request access to this information (‘right of access’). To request this access please contact us on 07747801252 or email: firstname.lastname@example.org
You may ask us, or we may ask you, to rectify information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate or complete information which is incomplete (‘right to rectification’). If you inform us that your personal data is inaccurate, we will inform relevant third parties with whom we have shared your data so they may update their own records.
We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided us with changes, for example if you change your email address, name, payment details, or if you wish to cancel any contract with us, please let us know using the contact details at the end of this policy.
You have a right to obtain your personal data from us and reuse it for your own purposes, perhaps for another service, without hindering the usability of the data (‘right of portability’). This right does not apply where processing is necessary for the performance of a task carried out in the public interest.
You have a right to seek the erasure of your data (often referred to as the ‘right to be forgotten’). You may wish to exercise this right for any reason, for example where it is no longer necessary for us to continue holding or processing your personal data you may withdraw your consent. You should note that we are entitled to and reserve the right to retain your data for statistical purposes. This right is not absolute, as we may need to continue processing this information, for example, to comply with our legal obligations, or for reasons of public interest.
You have a right to ask us to restrict our processing of your information (‘right to restriction’) if:
· you contest its accuracy and we need to verify whether it is accurate
· the processing is unlawful and you ask us to restrict use of it instead of erasing it
· we no longer need the information for the purpose of processing, but you need it to establish or defend legal claims
· you have objected to processing of your information being necessary for the performance of a task carried out in the public interest, or for the purposes of our legitimate interests. The restriction would apply while we carry out a balancing act between your rights and our legitimate interests
· you exercise your right to restrict processing, we would still need to process your information for the purpose of exercising or defending legal claims, protecting the rights of another person or for public interest reasons.
You have a right to prevent us from processing your data for the purposes of marketing.
If you would like to exercise any of your rights above, please let us know using the contact details at the end of this policy. We will act in accordance with your instructions as soon as reasonably possible and there will be no charge.
You have a right to report any of your concerns about our use of your data to the Information Commissioner’s Office. You may do so by calling their helpline at 0303 123 1113.
9. Changes to this policy