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.
The law on data protection sets out a number of different reasons for which a company may collect and process data, including:
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.
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.
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.
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.
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:
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 hearing from us buy any of these channels at any time.
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.
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.
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:
We sometimes share your personal data with trusted third parties.
Here is the policy we apply to those organisations to keep your data safe and protect your privacy:
Examples of third parties we work with are:
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.
An overview of your different rights
You have the right to request:
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.
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.
You are welcome to drop into our Hertfordshire showroom and speak to a member of staff at your own convenience or call us on 01727 845600.