Organisation and Data Controller
Conservation Leadwork Limited ("we", "our" or "us")
Registered office:
2nd Floor, 46-46a High Street, Olney, Buckinghamshire, MK46 4BE
Contact office:
The Orchards, 10 Main Road, Stonely, Cambridgeshire, PE19 5EH
Telephone: 01480 861569
Email: kevin@conservationleadwork.co.uk
Data processor:
Company Secretary based at our contact office
Accountant : Levett & Associates based at 2nd Floor, 46-46a High Street, Olney, Buckinghamshire, MK46 4BE
HMRC
We are committed to protecting the privacy of the personal data for our clients, suppliers and subcontractors. We collect this data purely and solely for the purposes of running our business which is to provide architectural and decorative leadwork, traditional lead roofing and in our capacity as leadsmiths and founders. We hold accurate and up to date information in so far as the information is available to us. If you change your contact or bank details, we rely on you to let us have the updated information.
The information we collect:
For our clients ("you" and "your"): your name, telephone number, postal address, email details.
For our suppliers ("you" and "your"): your name, telephone number, postal address, email details, bank details.
For our subcontractors ("you" and "your"): your name, telephone number, postal address, email details, bank details, UTR details, National Insurance number; VAT and tax registration details; insurance details.
How we collect the information:
For our clients: when you contact us via telephone, post or email to ask us to quote for a project.
For our suppliers: through Google and other search engines, from your website, from trade bodies to whom you belong, from your advertisements, when you contact us directly to sell your services or materials, when you send us quotations or materials or services; when you send us invoices for materials or services supplied.
For our subcontractors: when you contact us directly looking for employment, either by telephone, email or postal application; from HMRC in relation to your tax and VAT status; when you send us invoices for work/services supplied.
How we use and process the information:
For our clients: to provide you with a quotation for a project; to provide to third parties (with your consent) for deliveries of materials and, where necessary, containers in order for us to carry out any works; to send you an invoice for our services.
For our suppliers: to contact you to order supplies, to pay you for supplies/services provided; to pass to third parties (with your consent) to promote your services.
For our subcontractors: to contact you if we have a contract you may be interested in working on; so that you can continue to work for us as a subcontractor; so that we can pay you for work you do for us; so that we can deduct the correct amount of tax; so that we can complete the necessary reporting to HMRC; so that we can check you have the correct and adequate insurance to work on certain projects.
How we hold the information:
We take the protection of your personal data seriously. Our systems are encrypted and we have up to date anti-virus, malware and firewall software. We require our processors to uphold data protection regulations and have appropriate systems and protection in place. Access to your personal data inside our company is only available to the data controller and data processor and purely for the use of providing our services.
Please note: although we take the appropriate measures necessary to protect your data we cannot be held responsible for information you send to us via email if your own system is not secure.
The lawful basis for the processing:
To comply with our obligations to HMRC to provide full and accurate account details.
Retention periods for personal data:
We hold your personal data only for as long as it is necessary for us to comply with our legal obligations:
For our clients: for the required period, ie six years after the end of the tax year at the close of the project to comply with HMRC rules.
For our suppliers: for the required period, ie six years after the end of the tax year from the date of your last invoice to comply with HMRC rules.
For our subcontractors: for the required period, ie six years after the end of the tax year in which you last sent us an invoice, to comply with HMRC rules.
Deletion of your personal data:
For our clients: your personal data is deleted at the end of the regulatory accounts period deemed by HMRC, ie six years after the end of the tax year in which you were our client.
For our suppliers: your personal data is deleted at the end of the regulatory accounts period deemed by HMRC, ie six years after the end of the tax year in which we last used you.
For our subcontractors: your personal data is deleted at the end of the regulatory accounts period deemed by HMRC, ie six years after the end of the tax year in which we last used you. Your bank details and data held on the HMRC contractor reporting website are deleted 18 months after we last used you as a subcontractor.
Your rights
You have the right to see the information we hold about you at any time. You can request this in writing to our office address shown at the top of this Privacy Policy or by email to kevin@conservationleadwork.co.uk. There is no charge to provide this information as long as we consider that the request is legitimate and not duplicated.
You have the right to correct any inaccurate data we hold. Please contact us either in writing to our office address shown at the top of this Privacy Policy or by email to kevin@conservationleadwork.co.uk. We do not charge an admin fee to correct data held.
You have the right to withdraw consent for your data to be held, but please note we are legally bound by HMRC rules to hold the information for accounting purposes for six years after a project ends.
If you supply us with an invoice, you are legally bound to give us payment details. If you are a subcontractor you are legally bound to give us your UTR, contact, bank, VAT and tax details in order for us to use you as a subcontractor and in order for us to comply with HMRC rules.
If you wish to make a complaint, please contact us in the first instance either in writing to our office address at the top of our Privacy Policy or by email to: kevin@conservationleadwork.co.uk. If you feel we have not resolved your issue, you have the right to complain to the Information Commissioner's Office at 0303 123 1113 or www.ico.org.uk
What we don't do
We do not use personal data for profiling purposes.
We do not use personal data for marketing purposes, nor do we pass it or sell it to third parties for marketing purposes.
Our current, basic, website does not collect details when you visit it and does not use cookies.
When our website is updated, we will update our privacy policy and display a cookie policy.
We do not hold data which is excessive or longer than legally required.
Transfer of Personal Data to any Third Countries or International Organisations
We do not transfer any personal data to third countries or to international organisations.
Transfer of Personal Data as a Legal Requirement
We may be legally bound to disclose your information where a court, the police or other enforcement agency requires it.
Letting you know about our Privacy Policy
In accordance with the new GDPR rules, when we collect an individual's data we will direct you to our privacy policy as a link to our website on our email, or in hard copy if email is not available.
CONSERVATION LEADWORK LIMITED