Privacy Notice

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Ventilation and Water Compliance respects, you and your company/organisation privacy when you use our services and we are committed with complying to the privacy legislation.

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The information in this section is what is referred to as a ‘Privacy Notice’ which explains how Ventilation and Water Compliance Ltd use and protects your personal information.

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Ventilation and Water Compliance Ltd is the ‘Controller’ and has the role with ensuring that any personal information processed by our company is processed fairly and lawfully (respecting your rights and ensuring we follow the law). If you have any concerns or questions regarding how we look after your personal information, please contact the Data Privacy Director using the details below:

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Our full details are:

Limited Company Name:  Ventilation and Water Compliance Ltd

Data privacy managers name: Lea Davis

Email address: sales@vwcompliance.co.uk

Postal address: 2 Cambria Close, Charfleet Industrial Estate, Canvey Island, Essex SS0 8JX

Contact number: +44 (0)1268 690431

 

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We may collect the following data about you:

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• Contact details: your name, email address, and telephone number so that we can contact you in response to an
enquiry you make via our Website or in relation to the services that we provide to you;

• Correspondence: we collect any additional personal data you may provide to us from time to time if you contact
us by email, letter or telephone, through our Website, or by any other means;

• Transaction details: we or our third party providers will collect information relating to transactions you carry out
through our website 

• Details of visitors to our Website: details of your visits to our Website, including, but not limited to, traffic data,
location data, weblogs and other communication data, whether this is required for our own billing purposes or
otherwise and the resources that you access.

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Cookie policy

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Cookies enable our systems to recognise your device and to provide features to you. A cookie is an element of data that we send to your browser, which may then store it on your computer. Some of these cookies are essential to make our website work and as they give us insight in to how the website is being used, enable extended features on the website and help us make improvements. 

 

There are three kinds of cookies:

 

• Functional Cookies are required for our site to work, they are used to keep track of your progress throughout our website. We can ask conditional questions based on previous answers, and they help us keep track and use functions. As our website will not work without these cookies, they are enabled by default, and cannot be turned off. 

• Analytics Cookies are set by our analytics systems. They enable us to track the most popular areas and offers on our website. This information is only used by Ventilation and Water Compliance Ltd. The information collected is anonymous. 

• Enhancement Cookies enable extra functionality on our website, for instance we may include a button from social network sites such as Facebook so that you can "like" certain pages. 

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How we use your personal data

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Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

 

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services be relevant for you (we call this marketing).

 

You will receive marketing communications from us if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing.

 

Opting out

You can ask us to stop sending you marketing messages at any time by contacting us at enquire@vwcompliance.co.uk

 

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, or service experience or other transactions.

 

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact our data privacy director.

 

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

 

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

Disclosures of your personal data

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We do not share any data unless it relates to the following;

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• Service providers who provide IT and system administration services.

• Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal,    
insurance and accounting services.

• HM Revenue & Customs, regulators and other authorities based in the United Kingdom.

• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively,
we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new
owners may use your personal data in the same way as set out in this privacy notice.

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We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

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Data Security

 

We have put in place 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 data on our instructions and they are subject to a duty of confidentiality.

 

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

Data Retention

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How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

 

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

 

In some circumstances you can ask us to delete your data: see 'Request amendments' below for further information.

 

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

 

Your legal rights

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Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

 

• Request access to your personal data

• Request amendments to your personal data

• Request for your personal data to be removed

• Oppose to the processing of your personal data

• Request to the limit of processing your personal data

• The right to transference of your personal data

• You have the right to withdraw your permission

 

If you wish to exercise any of the rights set out above, please contact our data protection director.

 

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

 

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

 

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 

Lawful basis

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Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting our data protection manager.

 

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

 

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

 

Your legal rights

You have the right to:

 

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

 

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

 

Request amendments of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of amendment for specific legal reasons which will be notified to you, if applicable, at the time of your request.

 

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

 

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

 

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

 

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.