The Purpose of this privacy statement is to explain, in general terms, how The Burgess Group (TBG) processes your personal data from the moment it is collected to the point it is deleted or destroyed. Other ‘specific to customer’ privacy notices will be provided when needed.
The Role of TBG in data protection terms is that of a data controller because it determines the purposes and the use of the personal data we collect. Once received it becomes the responsibility of TBG privacy officer (PO) to ensure that it is processed in accordance with the latest UK data protection related legislation.
Should you have a query regarding the contents of this privacy statement or about the way we process your personal data, please contact the PO in the first instance by emailing firstname.lastname@example.org or by writing to: The Privacy Officer, 8 Fornham Business Court, The Drift, Fornham St Martin, Bury St Edmunds, IP31 1SL.
The personal data processed by TBG will only be basic contact information i.e. names, addresses, telephone numbers and an email address.
The way we collect or receive your personal data is either:
TBG’s duty of confidentiality means that TBG staff will treat your personal data in confidence. TBG uses reasonable organisational and technical measures to ensure personal data is safe guarded. Access is strictly limited to those members of staff who need it.
TBG also expects the same duty of confidentiality of all third parties with whom we need to share your personal data for the purposes of fulfilling our contractual obligations to you. All such third-parties are subject to a due diligence review.
TBG will process personal data using a lawful basis; such instances are described below:
Please be aware that you have the right to withdraw your consent at any time;
In all cases the processing of personal data shall be:
TBG will never sell your personal data and will only disclose it when it’s absolutely necessary, to some or all of the following third parties:
Company bookkeeper and the legal firm appointed by TBG;
HMRC for invoice related activities;
FENSA for issuing post installation certificate;
Our product suppliers for sourcing enquiries and product direct delivery purposes;
External contract fitters, when used to do the product installation;
Local service companies for the direct delivery of materials or support equipment; and
Unspecified recipients but only when compelled to do so for legal reasons.
TBG will process your personal data at its UK premises and it will be backed-up using Microsoft Office 365. It should be noted that no personal data is stored on the TBG website server.
TBG follows a retention schedule to determine the length of time it holds different types of personal data of the customer. The key points of the schedule are shown below:
If you make an enquiry that does not result in a quotation or product purchase, we will routinely delete any information we have collected about you after 2 years;
If we have followed up a referral that does not result in a quotation or product purchase, we will routinely delete any information we have collected about you after 2 years;
If you make an enquiry that generates a quotation that does not result in an order, we will retain your contact details, until you ask us to delete it;
If you are or have been a customer, we will retain the details of your order, including your contact details for 10 years after your guarantee period expires, unless you ask us to delete them before then. If that does happen, and we don’t have another over-riding legal basis for processing, we will fulfil your request at that time;
If you have provided a service to TBG under contract, we will retain these details and any relevant contact details until you ask us to delete them;
If we have your consent to hold your contact details, we will retain them until you notify us that you want to withdraw your consent;
For financial records and invoices, which include your personal data, these will be retained for 6 years after the end of the current tax year of processing.
By exception, documentation that includes your personal data may be retained by TBG beyond the schedule, but only for a specific purpose and only when TBG believes there is a legitimate interest or has a legal obligation to do so.
At the end of the retention schedule TBG will either return, destroy or delete/ anonymise your personal data and any associated emails or relevant documentation. If it is technically impractical to do so, we will put it beyond operational use.
ensure our website runs properly;
give you the best possible user experience; and
collect website user statistics for analytical purposes with your permission.
TBG does not attempt to identify individuals who visit the website.
The General Data Protection Regulation defines the rights that you have (although these do not apply in all situations). For convenience, these rights are shown below:
Right to be informed as to how your personal data is being processed by TBG – this is done through this privacy statement and/or separate TBG privacy notices when appropriate;
Right to rectification of your personal data if you believe TBG has collected it incorrectly or it needs to be updated;
Right to erasure of your personal data for which TBG no longer has an overriding lawful basis with which to process;
Right to restrict processing under certain circumstances, during which time your personal data will be out of operational use until the related matter is resolved;
Right to data portability in a machine-readable version of the personal data you have provided to us, but this only applies to data provided with your consent or under contract;
Right to object to TBG processing your personal data when it does not relate to a legal or contractual obligation; and
Rights related to automated decision making and profiling (however TBG does not use these techniques in its decision making).
Further details on data subjects’ rights can be found on the Information Commissioner’s Office (ICO) website: https://ico.org.uk.
Raising concerns, exercising rights or making queries about the way we are processing your personal data can be done by contacting the TBG privacy officer. Please be aware that we will need to confirm your identity before proceeding with any request and it may be necessary to ask you to provide documentation to prove your identity.
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