Customer & Supplier Privacy Notice

Summary

Floor Dimensions use personal data to process and deliver incoming orders, deal with customer service issues and to pay for services we have utilised. By submitting your information to us you give consent to the use of that information as set out in this Privacy Policy.

We respect your personal data and take its security very seriously.

We only hold what data we need for the purpose for which we obtained it.

We always store our customer and supplier data in a safe, secure and responsible manner.

We only keep your personal data for as long as we need to or for as long as we have your permission to keep it.

You have privacy rights.

We will not sell or share your information with any other party other than those required to fulfil our legitimate business interest with you.

We do not use your data with any marketing intent.

We are happy to answer your questions. Our contact details can be found at the end of this notice.

What data we hold

In order to process a retail or contract order, we create a customer account on our password protected IT system. We process your name; address; email; telephone contact number/s. Additionally, details of the sale made; value of the sale; how payment was made and when it was made.

In order to process a purchase, we create a supplier account and process in the same way as detailed above.

Your order history is stored on our servers to aid future repeat custom with you, also any potential service issues and our own historical sales and purchase analysis purposes.

If you have reason to complain we need to record the details of your complaint and relevant personal details.

We do not record any telephone calls.

We never retain payment information for retail customers, such as card details. We do not write your credit/debit card numbers down, when relayed by you to us over the telephone, it is our practice to key the information directly into our secure PCI DSS Compliant pdq terminal and no record is made.

Supplier and service provider’s outbound payment details are stored on our secure online banking system.

Retention Periods

IT System Financial Account Data will be retained for seven years to meet the statutory retention period for HMRC.

Hard file copies are filed for seven years in a secure archive room and destroyed by shredding under the UKSSA Code of Practice, for which we obtain a Certificate of Destruction

Notes made during the completion of an order are bagged and shredded under the same method.

If you have supplied your e-mail and are happy to communicate by Electronic means, during the enquiry, quotation, order and invoice stage, these e-mails are retained for a period to cover potential customer service issues but in any event will not be retained any longer than necessary, after the sale has been completed.

How we use your personal data

Each piece of personal data we process will have a legal basis under the General Data Protection Regulation and only be used to fulfil our legitimate business interest with you.

If you purchase products or services from us, we may use your personal information in the following ways:

To respond to your enquiries

To process your order

To arrange visits to your home/ or business to carry out a survey or installation

To manage deliveries, returns and refunds

For product liability purposes

To deal with enquiries and complaints

For claims management and insurance purposes

For record keeping purposes

Your rights

Customers do have rights in respect of our processing of your personal data, which are:

To access your personal data and information about our processing of it.

You also have the right to request a copy of your personal data, but we will need to remove information about other people first and we will require confirmation of your identity before doing so.

To rectify incorrect personal data that we are processing.

To request that we erase your personal data if:

We no longer need it;

If we are processing your personal data by consent and you withdraw that consent;

If we no longer have a legitimate ground to process your personal data; or

We are processing your personal data unlawfully.

To object to our processing if it is by legitimate interest.

To restrict our processing if it was by legitimate interest.

To request that your personal data be transferred from us to another company if we were processing your data under a contract or with your consent and the processing is carried out by automated means.

If you want to exercise any of these rights, please contact us using the details at the end of this notice.

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office – www.ico.org.uk

Third parties

We will not transfer your personal data to third parties – however in certain circumstances we may be legally required to share certain data:

It is possible, though unlikely, that we may be forced to disclose your information in response to a court order, or a government authority.

Our accounts are required to be audited each year by a qualified Chartered Accountant who in accordance with their terms of engagement, fully comply with the Data Protection Act.

In other circumstances:

If you do not pay your bills, we may choose to engage a third party to recover any money you owe us.

It may be necessary for your details to be passed to an Independent Inspector if a complaint is raised.

Some Manufacturing Companies may require customer details in order to register product guarantee / warranty.

What Happens If Our Business Changes Hands?

We may from time to time, expand or reduce our business and this may involve the sale and/ or the transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by us.

In the event that any of your data is to be transferred in such a manner, you will not be contacted in advance or informed of the changes.

Changes to Policy

Any changes we may make to our Privacy policy in the future will be posted on our website.

How to contact us:

e-mail: office@floordimensions.co.uk

Telephone: 01449 615012

Postal Address: Floor Dimensions Limited
24 Bury Road
Stowmarket
Suffolk
IP14 1JF

Company Number: 6042855