Chilworth Timber Ltd is the data controller for personal data about clients, prospective clients, job applicants and our current and former employees, and newsletter subscribers. Our registered address is Lower Chilworth Farm, Milton Common Nr Thame, OXON OX9 2JS.
We do not trade personal data for commercial purposes and will only disclose it if required by law, or with your consent.
To contact us with a data protection query regarding the processing of your personal data, please use the contact us on our website or email sales@chilworthtimber.co.uk
DETAILS OF OUR PROCESSES
We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed services to you, and our legal obligations, the exception is for sending email marketing which we carry out on the basis of consent. If you would like to know more, please read below:
- Clients
- Prospective Clients
- Our Current and Former Employees
- E-Newsletter
CLIENTS
As a client, we will hold the following information about you:
- Name and contact information.
- Postal and delivery addresses.
- Information and documents relating to the service we are providing, including communications with you. In some instances we may hold names and telephone numbers of your employees in order for us to be able to process our services.
Billing and payment information.
We use your Personal Data to meet our contractual requirements to support us in providing a data protection service to you. We also use your Personal Data as required by law, such as for tax purposes. We also use your information to invoice you, and to keep track of payments that you make.
We currently use third-party online tools:
- Quickbooks to manage your billing and payment details. Quickbook’s uses servers that are based in the US, therefore personal information is transferred outside of the EEA. For more information please view Quickbook’s privacy policy.
- Satago CRM to maintain and record contact details, project details and financial details. For more information view Satago’s privacy policy.
- We will retain information about you for the duration of our relationship with you, then 2 years. We will retain financial records for 6 years, following the end of the current financial year.
PROSPECTIVE CLIENTS
As a prospective client, we will hold the following information about you:
- Your name and contact information.
- Information about your business activities.
- Information and documents relating to the service we are providing, including communications with you.
- If you make an enquiry to us via email, phone or the contact us page on our website, we will use this information to follow-up on this enquiry to see if we can help you.
We may share your details with companies who provide us with payment services for taking payments from credit/debit cards; companies who provide credit references and debt collecting agencies.
PROSPECTIVE/CURRENT/PAST EMPLOYEE
We will hold the following information about you:
- Your name, contact information.
- Proof of your qualifications.
- Bank details
All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
We currently use third-party online tools:
Quickbooks to manage your payment details. Quickbook’s uses servers that are based in the US, therefore personal information is transferred outside of the EEA. For more information please view Quickbook’s privacy policy.
We will retain information about you:
- If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.
- If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
EMAIL MARKETING
We currently use third-party online tools:
MailChimp to manage any marketing campaigns. MailChimp uses servers that are based in the US, therefore personal information is transferred outside of the EEA. For more information please view MailChimp’s privacy policy.
EMAILING US
We use Secure Sockets Layer (SSL) to encrypt and protect email traffic in line with government standards. If your email service does not support SSL, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
VISITORS TO OUR WEBSITE
When you visit our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the website. The information is only processed in a way which does not identify anyone.
To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout
YOUR RIGHTS
As an individual whose personal data is processed by Chilworth Timber Ltd you have these rights:
- The right to be informed, which is what this privacy policy is for.
- The right to access what data we hold about you.
- The right to object to direct marketing – either use the unsubscribe option in Mailchimp or contact us directly.
- The right to object to processing carried out on the basis of legitimate interests.
- The right to be forgotten.
- The right to data portability.
- The right to have your data corrected if it is inaccurate.
- The right to have your data restricted or blocked from processing.
If, at any time, you want to verify, update or amend your personal data please email sales@chilworthtimber.co.uk
You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office
Updates to this privacy notice:
We keep our privacy notice under regular review. Please visit this page from time to time to view any updates.
This privacy notice was last updated on 14/05/2018.