Privacy Policy in accordance with the Data Protection Regulation Act

Introduction

This privacy notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.

We know that there is a lot of information here, but we want you to be fully informed about your rights, and how HBD Systems uses your data; for example we will explain things such as our quoting ordering and invoicing procedure, and how we combine these.

We hope the following sections will answer any questions you may have but if not, please do get in touch with us.

It is likely that we will need to update this privacy notice from time to time. We will notify you of any significant changes, but you are welcome to come back and check it whenever you wish.

Explaining the legal basis we rely on

The law on data protection sets out a number of different reasons for which a company may collect and process data, including:

Consent

In specific situations, we can collect or process your data with your consent:

For example, by responding to our emails this is confirmation of acceptance to store basic information for the sake of estimating, ordering and marketing purposes. If you would not like us to share any of your information you need to inform a member of the team and we will accommodate you.

When collecting your personal data, we will always make clear to you which data is necessary in connection with a particular service.

Contractual Obligations

In certain circumstances, we need your personal data to comply with our contractual obligations.

For example, if you order an item from us we will collect your address which will be used by our office staff for bookings, accounts staff for invoicing and our installers for your installation.

Legal compliance

If the law requires us to, we may need to collect and process your data.

For example, we can pass on details of people involved in fraud or other criminal activity affecting HBD Systems to law enforcement.

Legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.

For example, we will use your purchase History to send you or make available personalised offers.

We also combine the shopping history of many customers to identify trends and ensure we can keep up with demand, or develop new products/services.

When do we collect your personal data?

When you purchase a product or service in our showroom, by phone or by email.
When you engage with us on social media.
When you download our brochure.
When you contact us by any means with queries, complaints etc.
When you book any kind of appointment with us or book to attend an event, for example an exhibition or show.
When you choose to complete any surveys we send you.
When you comment on or review our products and services.
When you fill in any forms, for example a quotation request online.
We collect data from public ally available sources (such as local planning application authorities) where you have given your consent to share information or where the information is made public as a matter of law.

What sort of persona data do we collect?

Your comments and product reviews.
Your image may be recorded on CCTV when you visit our showroom.
Your car number plate may be recorded by our CCTV.
To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered.
Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
Copies of documents you provide such as architectural drawings and plans. This will include details of your full name and address.
Information gathered by the use of cookies in your web browser. Learn more about our cookie policy.

How and why do we use your personal data?

We want to give you the best possible customer experience. One way to achieve this is to get the best picture we can of who you are by combining the data we have about you.

We then use this to offer you promotions, products and services that are most likely to interest you.

The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.

Of course, if you wish to change how we use your personal data you will find details in the ‘what are my rights?’ Section below.

Remember if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to provide some services you have asked for.

For example if you have asked us not to keep your full name, address, email or phone number we will have to delete your quotes from our system as soon as they are sent to you. This will cause us to ask for these details for each question you have.

Here is how we will use your personal data and why:

To process any orders that you make. If we do not collect your personal date we will not be able to process your order and comply with our legal obligations.
To comply with our contractural or legal obligations to share data with law enforcement.

For example when a court order is submitted to share data with law enforcement agencies or a court of law.

Of course, you are free to opt out of receiving these requests from us at any time. Look for the section on our newsletters or tell a member of the team.
To process your booking/appointment requests (for an example with a surveyor).
To respond to your queries, refund requests and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicate with you throughout. We do this on the basis of our contractural obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience.
To protect our business and you from fraud and other illegal activities.
To protect our customers, premises, assets and partners from crime, we operate CCTV systems in our showroom and car park which record images for security. We do this on the basis of our legitimate business interests.
If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the purposes of preventing or detecting unlawful acts. We aim to protect the individuals we interact with from criminal activities.

Of course you are free to opt out of hearing from us buy any of these channels at any time.

To send you relevant, personalised communications by post in relation to updates, offers, services. We will do this on the basis of our legitimate business interest.
To administer any of our prize draws or competitions which you enter, based on your consent given at the time of entering.
To develop, test and improve the systems, services and products we provide to you. We will do this on the basis of our legitimate business interests.

Combining your data for personalised direct marketing

We want to bring you offers and promotions that are most relevant to your interests at particular times. To help us form a better, overall understanding of you as a customer, we combine your personal data gathered as described above.

How we protect your personal data

We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.

We secure access to all areas of our websites ‘https’ technology.

Access to your personal data is password protected.

We regularly monitor our system for possible vulnerabilities and attacks.

For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with la enforcement bodies.
We may also be required to disclose your personal data to the police or other enforcement, regulatory or government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case by case basis and take the privacy of our customers into consideration.
We may from time to time expand, reduce or sell HBD Systems and this may involve the transfer of divisions or the whole business to new owners. If this happens, your personal data will, where relevant, be transferred to the new owner or controlling party, under the terms of this privacy notice.

How long do we keep your personal data?

Whenever we collect or process your personal data, we will only keep it for as long as necessary for the purpose for which it was collected.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

Some examples of customer data retention periods:

Purchases: When you place an order, we will keep the personal data you gave us for 7 years so we can comply with our legal, HMRC and contractual obligations.
Guarantees: For your guarantee the associated personal data (full name, address and product details) are kept until the end of the guarantee period.

Who do we share your personal data with?

We sometimes share your personal data with trusted third parties.

For example manufacturers to undertake engineer visits.

Here is the policy we apply to those organisations to keep your data safe and protect your privacy:

We provide only the information they need to perform their specific services.
They may only use your data for the exact purposes we specify in our contract with them.
We work closely with them to ensure that your privacy is respected and protected at all times.
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.

Examples of third parties we work with are:

Operational companies such as manufacturers.
Direct marketing companies who help us manage our electric communications with you.
Google/Facebook to show you products that might interest you while you are browsing the internet. This is based on either your marketing consent or your acceptance of cookies on our websites. See our cookie policy.
Accountancy firms to carry our company accounts.

Where your personal data may be processed

Sometimes we will need to share your personal data with third parties and suppliers outside the European economic area (EEA), such as Australia or the USA.

What are your rights over your personal data?

An overview of your different rights

You have the right to request:

Access to the personal data we hold about you, free of charge.
The correction of your personal data when incorrect, out of date or incomplete.
For example: When you withdraw your consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end (such as the end of a guarantee).
That we stop using your personal data for direct marketing (either through specific channels, or all channels).
That we stop any consent-based processing of your personal data after you withdraw that consent.

You have the right to request a copy of any information about you that HBD Systems holds at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact a member of our team.

If we choose not to action your request we will explain to you are the reasons for our refusal.

Your right to withdraw consent:

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw the consent.

Where we rely on our legitimate interest:

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

Direct Marketing

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this privacy notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.