www.heatcraft.co.uk is intended to provide information to clients and potential employees about our professional services and solutions.

www.heatcraft.co.uk gathers information from users of this web site automatically and when you decide to provide us with information, for example, when you complete a form on www.heatcraft.co.uk

We also monitor this site’s access log information and the connection address from the Internet address you are connecting from is automatically included within that. does not share this data with third parties.

Who are we?

We are Heatcraft Plumbing & Heating Services Ltd. We are a small business installing heating and plumbing mainly to the housing market for small to large building firms. We are a limited company, registration number 4170892, registered address: 349 Bury Old Rd, Prestwich, Manchester M25 1PY, trading address Old Cheshire Cheese, 181 Manchester Rd, Altrincham, Cheshire WA14 5NT. This is our only office nationwide.

Overview

Heatcraft Ltd is committed to data protection and data privacy. With the General Data Protection Regulation (GDPR) becoming enforceable from 25th May 2018, we have undertaken a GDPR readiness programme to review the entire business, the way we handle data and the way in which we use it to provide our services and manage the business operations.
We hold personal data on various people that work for both the customers and suppliers of Heatcraft Ltd. This data is used for the process of fulfilling any contract that we have with you. This notice details the personal data we may retain, process and share with third parties relating to any vital business operations. We are committed to ensuring that your information is secure, accurate and relevant. To prevent unauthorised access or disclosure, we have implemented suitable physical, electronic and managerial procedures to safeguard and secure personal data we hold.

Introduction

We have issued this notice to describe how we handle personal information that we hold about our customers and suppliers (collectively referred to as ‘you’).
We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This notice sets out the personal data that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.
If you are in any doubt regarding this notice, please contact our data protection officer Sophie Joyce. Her details are at the bottom of this policy.

Legal basis for holding data

If a third party approaches us to ask for a quotation, then we have a legitimate business purpose to hold the contact details of that third party until the order is placed. Alternatively, if no order is placed, we will hold these details for a reasonable time period set out in our retention policy below.
At the point that the client places the order with us or a contract is entered in to, we will hold any contact data under the legal basis of a contract.
At the point of Heatcraft placing an order or setting up an account with a supplier, this will constitute the formation of a contract. We will therefore hold contact information for the supplier under the legal basis of a contract.

Types of personal data we collect

We hold details about key employees in your company that we may need to contact.
The types of personal information we may process include, but are not limited to:
• Identification data – such as name and gender
• Contact details – such as business address, telephone/email address, fax number.
• Employment details- such as job title /position, office location.
We will not collect any sensitive personal data (‘special categories of personal data’ under the General Data Protection Regulation). This includes any information that reveals your racial or ethnic origin, religious, political or philosophical beliefs, genetic data and biometric data for the purposes of unique identification, trade union membership or information about your health/sex life.

Purposes for processing personal data

Customers

We will hold contact information that you provide us with, in order to fulfil any order that you may place with us. This includes, but is not limited to, staff in your accounts department, buying department, on site and key management contracts.
We may use your information to:
• Process orders that you have submitted, organise delivery and answer technical questions.
• Request payment of an invoice.
• Invite you to a company event.
• Send you a quote.
• Ask for specific details.
We will continue to hold contact information for the duration of the contract. Once the contract is complete, we will retain records for our retention policy below. However, we will store any contacts relevant to financial records for 6 years as required by HMRC.

Private customers

When an order is placed with us as a one-off order, a contract is still formed between Heatcraft and you. Therefore, we will store any contact information that you give us for the purpose of fulfilling the order that you have placed.
We may use your information to:
• Process orders that you have submitted, organise delivery and answer technical questions.
• Request payment of an invoice.
• Send you a quote.
• Ask for specification details.

After the project has finished, we need to hold contact information regarding that project to deal with any disputes that may arise. We will store any financial information for six years as requested by the HMRC. We will delete your personal data after six years.
If deletion is not possible, for example because your personal information has been stored in back up archives, then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Prospective customers

For companies or members of the public who request pricing from us, we have a legitimate interest to hold basic contact information for the time period within which the quote may be accepted. Due to the nature of the construction industry, building projects can sometimes be delayed for several years. We will therefore keep this contact information for up to five years after a quote is sent.
We may use your information to:
• Confirm a specification.
• Ask for more site details.

Suppliers

When we open an account with a supplier we will request contact information for your accounts and sales departments. We will hold this information for us as long as we have an account open.

We may use your information to:
• Request a pricing.
• Place and order.
• Send payment of an invoice.
• Request information about future projects.

If our account is closed, we will still need to hold contact information for the purpose of actioning any warranty claims, requesting technical support or dealing with any future customer disputes. We also need to store information for six years to comply with HMRC legislation. After six years, we will delete any personal data.

Legal purposes

We may also use your personal data where we consider it necessary for complying with laws and regulations, including under judicial authorisation, or to exercise or defend our legal rights

Legal basis for processing personal data

Our legal basis for collecting and using the personal data described above will depend on the personal data concerned and the way we collect it. We will normally collect data from you only where we need it to perform a contract with you (i.e to manage the employer/customer relationship), where we have your freely given consent to do so, or where the processing is in our legitimate interests and only where this interest is not overridden by your own interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
Any processing based on consent will be made clear to you at the time of collection or use – consent can be withdrawn at any time by contacting Sophie Joyce, our data protection officer.

Who we share your personal data with.

We take care to allow access to personal data only to those who require such access to perform their tasks and duties and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we implement appropriate measures to ensure the data is used in a manner consistent with this notice and that the security and confidentiality of the data is maintained.

An example of a third party would be a supplier who we have asked to visit site to inspect a faulty product.
Transfers to third party service providers.

In addition, we make certain personal data available to third parties who provide a service to us. We do so on a ‘need to know’ basis and in accordance with applicable data protection and data privacy laws.

For example, some personal data such as contact name, number and address will be available to any courier or delivery company for the purpose of making a delivery.

Transfers to other third parties

We may also disclose personal data to third parties on other lawful grounds including:
• To comply with our legal obligations, including where necessary to abide by law, regulation or contact, or to respond to a court order, administrative or judicial process.
• In response to lawful requests by public authorities (including for national security or law enforcement purposes).
• As necessary to establish, exercise or defend against potential threatened or actual litigation.
• Where necessary to protect the vital interests of our employees or another person.
• In connection with the sale, assignment or other transfer of all or part of our business; or
• With your freely given and explicit consent.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. You can read more about these rights at:

https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

To exercise any of these rights, please contact Sophie Joyce, our data protection officer.

Issues and complaints

We try to meet the highest standards when collecting and using personal information. For this reason, we may take any complaints we receive about this very seriously. We encourage people to bring to our attention if they think that our collection of use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This notice was drafted with clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation if needed.

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law in the UK www.ico.org.uk/concerns

Updates to this notice

This notice may be updated periodically to reflect any necessary changes in our privacy practices. In such cases, we will update our website to show this.
Contact details

Please address any questions to requests relating to this notice to our data protection officer, Sophie Joyce. Her contact email address sophie.joyce@heatcraft.co.uk