ICE (Industrial Cleaning Experts) LTD
67 Kingfisher Road, Mountsorrel, LE12 7FN
Registered Office: 2 Derby Road – Ashby De La Zouch – Leicestershire – LE65 2HE
Company Number: 08436176 VAT Registration Number: 162594885
Tel: 01162 668 449 www.ice-uk.org
24th May 2018
- Purpose of this notice
ICE (Industrial Cleaning Experts) LTD is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during and after our working relationship, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).
- About Us
ICE (Industrial Cleaning Experts) LTD is a business registered in England and Wales as a limited company under number 08436176 and our registered office is at 2 Derby Road – Ashby De La Zouch – Leicestershire – LE65 2HE For the purpose of the Data Protection Legislation and this notice, we are a “data controller”. This means that we are responsible for deciding how we hold and use personal data about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
We have appointed a Data Protection Officer (DPO). Our DPO is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details contained at paragraph 12 (Contact Us), below.
- How we may collect your personal data
We obtain personal data about you, for example, when:
You request a quotation from us in respect of the services we provide;
You or your employer engages us to provide our services and also during the provision of those services;
You contact us by email, telephone, post or social media; or
From third parties and/or publicly available resources.
- The kind of information we hold about you
The information we hold about you may include the following:
Your personal details (such as your name and/or address);
Details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
Details of any services you have received from us;
Our correspondence and communications with you;
Information about any complaints and enquiries you make to us;
Information from research, surveys and marketing activities;
Information we receive from other sources, such as publicly available information, information provided by your employer or information from our strategic partners.
- How we will use information about you
We may process your personal data for the purposes necessary for the performance of our contract with you or your employer and to comply with our legal obligations.
We may process your personal data for the purposes necessary to perform the contract we have entered into with you. This may include processing your personal data where you are an employee, subcontractor, supplier or customer.
We may process your personal data for the purposes of our own legitimate interests (or those of a third party) provided that those interests and fundamental rights do not override your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.
We may process your personal data for certain additional purposes with your consent, and these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.
Please note that we may process your personal data for more than one lawful basis depending upon the specific purpose for which we are using your data.
5.1 Situations in which we will use your personal data
We may use your personal data in order to:
Carry out our obligations arising from any agreements entered into between us (which will most usually be for the provision or our services);
Carry out our obligations arising from any agreements entered into between us (which will most usually be for the provision or our services) where you may be a subcontractor, supplier or client of our customer;
Provide you with information related to our services and our events and activities that you request from us or which feel may be of interest to you, provided you have consented to be contacted for such purposes;
Seek your thoughts and opinions on the services we provide; and
Notify you about any changes to our business or services.
In some circumstances we may anonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you. If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you. Alternatively, we may not be unable to comply without legal obligations. We may also process your persona data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.
5.2 Data Retention
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. When assessing what retention period is appropriate for your personal data, we may take into consideration:
The requirements of our business and the services provided;
Any statutory or legal obligations;
The purposes for which we originally collected the personal data;
The lawful grounds on which we based our processing;
The types of personal data we have collected;
The amount and categories of your personal date; and
Whether the purpose of the processing could reasonably be fulfilled by other means.
5.3 Change of purpose
We will only use your personal information 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 we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
- Data sharing
We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.
“Third parties” includes third-party service providers and other entities within our company’s strategic partnership. The following activities are carried out by third-party service providers:
Professional advisory services;
Banking services; and
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to respect the security of your data and to treat it in accordance with the law. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.
- Transferring personal data outside the European Economic Area (EEA)
Only if required, we will transfer the personal data we collect about you to countries outside the EEA, specifically relevant to your affairs and in order to perform our contract with you. By submitting your personal data to us, you agree to this transfer or processing.
- Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
- Rights of access, correction, erasure, and restriction
9.1. Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
9.2. Your rights in connection with personal information
Under certain circumstances, by law you have the right to: Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it;
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information 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 information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Point of Contact on firstname.lastname@example.org
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
- Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Point of Contact on email@example.com
Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
- Changes to this notice
Any changes we may make to our privacy notice in the future will be published on our website at www.ice-uk.org
This privacy notice was issued on the 24th May 2018.
- Contact us
If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our Data Protection Point of Contact on firstname.lastname@example.org or telephone on 01162 668449.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:
Information Commissioner’s Office
7 Water Lane
Telephone: 0303 123 1113 (local rate) or 01625 545745