Beechrow Homes Ltd is a data controller and collects and processes personal data. Beechrow Homes Ltd is committed to being transparent about how it collects and uses your data and to meeting its data protection obligations. Beechrow Homes Ltd collects personal data from individuals and from businesses for a number of different purposes. This notice sets out the various ways in which Beechrow Homes Ltd collects personal data, the ways in which this personal data is processed and the lawful basis for that processing.
2.LAWFUL BASIS FOR PROCESSING
2.1 Contract
Some of this information we collect because, you as an individual have requested us to provide goods and services to you as part of a contract have asked us for a quotation for goods and services. We consider that this basis for processing is necessary because we must be able to collect personal information from you in order to provide these goods and services to you.
We consider that this basis for processing is lawful because the information we gather is provided on an entirely voluntary basis by individuals requesting goods and services from us and we have not asked them to do this or taken any pre-contractual steps on our own initiative or at the request of a third party. Some of the information that we process under this lawful basis includes, but is not limited to name, home address, home e-mail address, phone numbers and in some instances bank/payment details. We will use this information to provide you with quotations, to invoice you and to contact you about the goods and services we are providing to you.
2.2 Legitimate Interest
We process personal data because we believe we have a legitimate interest in storing and using your data in order to continue to provide you with the goods and services you have requested us to provide to you as a company. We consider that this basis for processing is necessary as there is no less intrusive way for us to provide you with this information and for us to ensure that we continue to operate as a business. We consider that this basis for processing is lawful because the information we gather is provided on an entirely voluntary basis by companies requesting goods and services from us and we have not asked them to do this or taken any pre-contractual steps on our own initiative or at the request of a third party Some of the information that we process under this lawful basis includes, but is not limited to, name, work address, work e-mail address, positions, phone numbers and in some instances bank/payment details. We will use this information to provide you with quotations, to invoice you and to contact you about the goods and services we are providing to you.
2.3 Legal Obligation
On occasions we may process some of this information because processing is necessary for compliance with a legal obligation to which Beechrow Homes Ltd as a data controller is subject. We consider this basis for processing is necessary because, where appropriate, we will:
-Comply with a common law or statutory obligation -Document our decision that processing is necessary for compliance with a legal obligation -Identify the appropriate source for the legal obligation in question
It will not be possible to anticipate every legal obligation, but we will rely on this lawful basis for processing when we are required to process personal information to comply with a common law or statutory obligation. Examples may include court orders or obligations to disclose information about employees to HMRC. The information processed will depend upon the nature of the obligation imposed.
3. HOW DO WE GATHER THIS INFORMATION?
We gather this information from enquiries made to us by phone, email or through our website about the services provided by Beechrow Homes Ltd.
4. WHERE DO WE KEEP THIS INFORMATION?
We keep this information in both hard and electronic formats in hard copy files and computers systems, which are under the control of Beechrow Homes Ltd.
5. HOW DO WE KEEP THIS INFORMATION SAFE?
We take appropriate measures to keep all personal information as secure as possible. All of our staff are made aware of their obligations to use the information only as authorised. All personal data is only accessible to those who need to use it. We keep personal data in the following ways depending on the risks involved in the processing:
-In a lockable room with controlled access. -In a locked drawer or filing cabinet. -If data is computerised it is stored on network servers and on password-protected databases and not on local systems and have suitable security access levels determined, applied and monitored. -Particular care is taken of portable ICT equipment, memory sticks etc. which are password protected and encrypted to prevent unauthorised access. -Sensitive personal data is not kept on memory sticks or routinely taken from premises on any form of removable media.
6. INFORMATION SHARED WITH THIRD PARTIES
Beechrow Homes Ltd may share some of the personal information gathered, with third parties but only in the strictly limited circumstances set out below. We may supply personal information to third parties (such as our internet service providers, IT companies, accountants, auditors etc) who help us administer our information and function as a business. We may also you're your information with trusted sub-contractors that we use to deliver goods and services to you. These third parties must at all times provide the same levels of security for personal information as Beechrow Homes Ltd and, where required, are bound by a legal agreement to keep personal information private, secure and to process it only on the specific instructions of Beechrow Homes Ltd.
We may also supply personal information to government bodies and law enforcement agencies but only: if we are required to do so by the requirements of any applicable law; in our reasonable opinion, such action is reasonably necessary to comply with legal process; to respond to any legal claims or actions; or to protect the rights of Beechrow Homes Ltd, its customers and the public. (see paragraph 2.3)
7. RETENTION PERIOD
The personal information that we gather as described above will be kept by Beechrow Homes Ltd for the purposes set out in section 2 of this document. We will only keep your personal data for for as long as is necessary to fulfil the purposes of satisfying any business, legal, accounting or reporting requirements that we are subject to. In determining the retention period Beechrow Homes Ltd will consider the amount, nature and sensitivity of the personal data and the potential risk of harm from unauthorised or use or disclosure; the purpose for which the data is being processed; and whether Beechrow Homes Ltd can achieve those purposes through other means; and the applicable legal requirements for holding that data.
8. YOUR RIGHTS
As a data subject, you have a number of rights in relation to your personal data. These are listed in brief below. A fee will not generally be charged for exercising any of these rights unless your requests are manifestly excessive.
-The right to access information about the personal data Beechrow Homes Ltd is processing and to obtain a copy of it; -The right to require Beechrow Homes Ltd to change incorrect or incomplete data; - The right to request that Beechrow Homes Ltd erases or stops processing your data; and - The right to object to the processing of your data where Beechrow Homes Ltd is relying on its legitimate interests as the legal ground for processing;
If you would like to exercise any of these rights, or if you have any concerns about how your personal data is being processed, please contact us by e-mail at [email protected] or at Beechrow Homes Ltd, Unit 103 Deerdykes View, Westfield Industrial Estate, Cumbernauld, G68 9HN If you still believe that Beechrow Homes Ltd has not complied with your rights, you can complain to the Information Commissioner. Contact details are available at www.ico.org.uk
9. COOKIES
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of our website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
10. OTHER WEBSITES
Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.
11. CHANGES TO THIS PRIVACY NOTICE
Beechrow Homes Ltd reserves the right to update this privacy notice at any time and will provide you with a new notice when making any substantial updates. Beechrow Homes Ltd may also notify you in other ways from time to time about the processing of your personal data.
12. MONITORING AND REVIEW This policy was last updated on 24 February 2023 and shall be regularly monitored and reviewed, at least every two years.
