Orchard Windows Privacy Policy

Orchard Conservatories, Windows And Doors Limited, is a Data Controller and is registered with the Information Commission Office (ICO) under reference: Z1696536. We are committed to protecting and respecting your personal information and privacy. This policy relates to our use of your personal information that we collect from you. Whenever you provide us with personal information we are legally obliged to use it in line with all applicable laws concerning the protection of personal data.

The General Data Protection Regulations (GDPR) which comes into force on 25th May 2018 ensures that we use your personal information only if we have a lawful reason to do so. We may amend this privacy policy from time to time, if we do so, we will attach it to our website or, if we are required to do so, send you a copy for your information.

Where we act as a data processor – for example when processing invoices to a customer account – any requirements attached should be read in conjunction with this policy.

The data that we collect is normally your name, address, contact details and any other property address. In the case of an installation contract with us you can be identified, by us, using the contract reference number which will be stored against your other personal information.

When you enter into a contract with us – either by requesting an estimate or by authorising us to carry out some work for you or to provide you with some products we will collect your personal information. This information will be stored for use when placing orders with our suppliers and to record the works that you have at your property.

We require this information in order to carry out our obligations under the contract and for the purposes of fulfilling the requirements of the Competent Person Scheme for Self-certification under the Building Regulations (FENSA)

As a member of the Glass and Glazing Federation (GGF) we may be required to pass your details on to them for the purposes of any complaint or for technical information relating to the products we had supplied to you or for the services we have carried out for you such as your installation.

Your personal details in the context of a contract with us will be used for the purposes of fulfilling the contract and for raising of invoices, attending for the purposes of inspection either carried out by us or by FENSA. We may also use your personal data to record the products and or services provided to you and these will also be provided to our suppliers for their records in accordance with any guarantees and service calls required.

There may be a legal obligation to store your personal information for the purposes of our accounting records, for tax purposes with HMRC – for instance if you are a sub-contractor and or for our own employees where we are a data processor.

We collect your personal information from your initial enquiry and for the provision of a quotation. This information is then used to provide you with a contract for the supply of goods and services.

We may from time-to-time request to send you some information which, in our opinion, may be of benefit to you. For example an offer that is available from one of our selected suppliers which relates to the product/s that you were interested in. For this purpose we will require your Consent – to send you this information and any other marketing materials that may be appropriate. This consent must be freely given and may be withdrawn at any time.

How we will share your data

1. We will share your information with our suppliers for the purposes of providing you with a quotation and or a contract for the supply of goods and services. We will share your information with FENSA and the GGF in order for us to fulfil our legal obligations in relation to building control and GGF membership requirements.
2. We will provide your data to service providers such as agents, sub-contractors and other organisations to help us to provide services to you. These include builders and building material suppliers (where the materials are being delivered to your property).
3. We are legally required to keep personal information about invoices raised and accounting information for the purposes of producing our annual financial statements. Therefore, your personal information will be shared with our accountants in order that they can carry out their work for us.
4. Your information may be part of grouped data which HMRC will have access to using their on-line VAT and company tax requirements. However, it will be possible for them to drill down into the data to select your details as part of a reconciliation excercise.
5. We will also share your data with other suppliers that you have requested and we have agreed to use which we do not normally have a supplier/retailer relationship.
6. Your data will only be used when we are required to do so and when we have been given consent to provide additional information or for marketing purposes.

Data Retention
We will only retain your personal data for as long as is necessary and to fulfil the purposes for which it is collected. For your property it might be necessary for us to retain your information in order to be able to provide you with further similar supplies in the future so this might mean that it is held for longer than the 10 year guarantee period of the original supply or service.
When assessing what retention period is appropriate for your personal data, we take into consideration:

The requirements of our business and the services provided;
Any statutory or legal obligations;
The purposes for which we originally collected the personal data;The lawful grounds on which we based our processing;
The types of personal data we have collected
The amount and categories of your personal data; and
Whether the purpose of the processing could reasonably be fulfilled by other means.

Data deletion
Under GDPR you have the right to erasure under specific circumstances. A request for your personal data to be deleted will be decided on a case by case basis and must be submitted in writing to the contact details provided in this policy.

Data Correction
We will correct or update your data at the earliest opportunity provided you make the request in writing to the contact details provided in this policy, clearly specifying which data is incorrect or out of date.

Data Security
We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We will notify you of any applicable breach of security that affects your personal information where we are legally required to do so.

Withdrawal of Consent
Where you have consented to our processing of your personal information, you have the right to withdraw that consent at any time. Please inform us immediately if you wish to withdraw your consent. It should be noted that withdrawing consent does not affect the lawful basis on which we had processed earlier personal information. We may require your information in order to continue to provide you with the service – e.g. any guarantee period. Withdrawal of consent does not necessarily mean that it is unlawful for us to retain your personal information. This could be for another lawful reason such as a legal obligation to do so.

For enquiries, questions, or letters to withdraw from any consent freely given please write to:
Mr A Chaney
Orchard Conservatories, Windows And Doors Ltd
Unit 1F
Westbridge Industrial Estate
PL19 8DE

Email: andy@orchard-windows.com

Policy updated: 22nd May 2018

Download a copy of the policy here