Privacy Policy | LHD Maintenance Ltd

LHD Maintenance Ltd uses information supplied by patrons and beneficiaries of LHD Maintenance Ltd. We take your privacy very seriously. This privacy policy sets out details of the information we collect about you and the ways in which we may use that information. We will only use your personal information to deliver the products and services you have requested from us, and to meet our contractual and legal responsibilities and obligations.

The Data Controller

LHD Maintenance Ltd is the Data Controller for the purposes of the Data Protection Act 2018 and in relation to all personal data provided to us. The primary legal basis for which we process this data is for the fulfilment of contracts (which includes both written contracts and circumstances where a request has been made before entering into a contract).

When do we Collect Information?

When you engage us to deliver our products and services
During the administration of your relationship with us
When you meet with us
Complete forms
Correspond with us
Telephone us
Send us an email
We may also obtain information from additional sources such as background checks and/or references.
We may also get your personal information from an intermediary such as for example, a previous service provider.

What type of Information do we Collect From You?

The personal information we collect from you will vary depending on which products or services you engage us to deliver. The personal information we collect can include all, or a combination of any of the following items: your name, address, telephone/mobile numbers, email address, date of birth, nationality, gender , marital status, employment details such as employment status, employer contact details, and benefits plus salary information, your UTR, National Insurance number, bank account details, loan details, payroll details and any other financial details or personal information that we may require to carry out our contractual duties.

Sensitive Information

Certain types of personal information are classed as ‘sensitive’ under the Data Protection legislation or otherwise referred to as ‘special categories’ of data. This includes information about your health, race, ethnic origin, political opinions, religious or philosophical beliefs, sexual orientation, trade union membership and genetic or biometric data.

WE do not need to collect your sensitive personal data during the normal course of our business. However, sometimes, we may indirectly come across sensitive information such as your health data. In order to be able to process any sensitive personal data, we will need your consent. In the event we are likely to (or do) come into possession of your sensitive personal data, we will contact you separately to seek your consent for its processing.

What Will Information be Used For?

In general terms, and depending on which products or services you engage us to deliver as part of our agreed contractual services, we may use your information to:

Allow us to perform our obligations
Contact you by post, email or telephone
Verify your identity where this is required
Understand your needs and how they may be met
Maintain our records in accordance with applicable legal and regulatory obligations
Process financial transactions

We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you. The period of retention required varies with the applicable legislation but is typically five or six years. To ensure compliance with all such requirements it is our policy to retain all data for a period of up to 6 years from the ned of the period concerned.

Disclosure of Personal Information

During the term of your relationship with us we may disclose your personal information to any of the following parties to allow us to properly manage our relationship with you:

HMRC or any other relevant government or non-governmental body for the purpose of our contractual obligations

Back to you during the course of your relationship with us:

If you are a current or former employee or sub-contractor, to future employers who seek references about you (who will require your consent to do this)
To legal or regulatory bodies as required by law or regulation

Otherwise we will keep all of your personal information confidential unless you give us consent to transfer it to a third party.

It is not normally necessary, during the usual course of business, to transfer your personal data outside of the UK, however, in the event it is necessary, it will be done so in accordance with the requirements of Data Protection legislation. These requirements include the provision that the recipient of your personal data must have the same level of protection in place as you are entitled to in the UK. We will advise you in the event that your personal data is to be transferred in this manner.

The exception to this is, if you, as a customer, live outside the UK or the EEA and we are sending your personal information back to you, this will be necessary in order to communicate with you and for providing you with our goods and services. Our e-mails to you are subject to encryption and any sensitive documentation will be sent via registered mail.

Who Has Access to Your Information

We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes
Any staff with access to your information have a duty of confidentiality under the ethical standards we are required to follow.

Third Party Service Providers Working on our Behalf

We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

Please be assured that we will not release your information to third parties unless you have requested that we do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.

Security Precautions

We strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems as follows:

Password protected computers
Backed up securely to password protected cloud
Any paper showing these details is kept in a locked unit/room

Where we have given or where you have chosen a password which enables you to access information, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Your data will usually be processed in our offices in the UK.

Your Choices

We may occasionally contact you by post/email/telephone/messenger apps with details of any changes in legal and regulatory requirements or other developments that may be relevant to your affairs and, where applicable, how we may assist your further. If you do not wish to receive such information from us, please let us know by contacting the Data Protection Officer (see contact section).

Your Rights

You have the right to access, erase or rectify any personal information we hold free of charge. This can be done by contacting the Data Protection Officer: (see contact section)

Access to your information: You have the right to request a copy of the personal information about you that we hold.
Correcting your information: We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information: You have the right to ask us to delete personal information about you where:
- you consider that we no longer require the information for the purposes for which it was obtained
- you have validly objected to our use of your personal information - see 'Objecting to how we may use your information' below
- our use of your personal information is contrary to law or our other legal obligations
- we are using your information with your consent and you have withdrawn your consent - see 'withdrawing consent to use your information' below
Restricting how we may use your information: In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information but you do not want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Objecting to how we may use your information: Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue. You have the right at any time to require us to stop using your personal information for direct marketing purposes.
Withdrawing consent to use your information: Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Data Portability: You have a right to receive your personal information that you have provided to us, in a structured, commonly used and machine readable format. You also have a right to have this personal data transmitted to another data controller (i.e. another business), where technically feasible to do so.
Right To Complain: If you have a complaint regarding the way we are processing your personal data, please address it with us in the first instance in the hopes that we will be able to resolve the matter with you. However, if you do not want to address your concerns to us, or we have failed to satisfactorily respond to your data protection complaint, you have the right to complain to the Data Protection Supervisor.

The contact details are below:

Information Commissioners Office,
Wycliffe House
Water Lane
Wilmslow
SK9 5AF

Tel: +44(0) 303 123 1113

Please contact us in any of the ways set out in 'Contact information' below if you wish to exercise any of these rights.

Changes to our Privacy Notice

We keep this privacy notice under regular review and copies may be obtained by contacting the Data Protection Office as stated above. A copy can be found on our website at the following address (WEBSITE ADDRESS).

This privacy notice was last updated on 24.05.18.

Complaints

We seek to resolve directly all complaints about how we handle your personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office at:

Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

0303 123 1133

01625 545 745

https://ico.org.uk/concerns

Contact

LHD Maintenance Ltd

36 Cranleigh Mead

Cranleigh

Surrey

GU6 7JS

07734875751

info@lhdm.co.uk

Consent

By requesting a service, you give your consent to the collection, storage, processing and use by us of the information submitted by you in order to meet your request as described in this policy.