GDRP Privacy Statement
Your privacy is extremely important to us. Roofline Solutions Home Improvements Ltd is committed to ensuring that your privacy is protected in accordance with the law. We take privacy and your rights as an individual seriously.
Roofline Solutions Home Improvements Ltd holds information about customers to enable us to conduct business. As part of this, we hold personal data which may include your name, address, property details, contracts of sale, email address and telephone number.
1. Type of Information Held
The information we have about you includes things like your personal data, what products and services you have purchased, service calls, correspondence between you and parties within our office concerned with your services or contracts, photographs of the property being quoted or worked on, signed order forms, detailed plans or surveys of your property and how you pay for your services. If it is applicable we will also store information about your lettings agent, management company, and tenants. In some cases we have details of relatives where they are our point of contact for the works which need to be quoted and carried out.
Your personal data may include your name, company name if appropriate, invoice address, works address, telephone numbers and email address.
2. Processing of Personal Data
We use your information for a variety of purpose as follows:
- To survey your property and send you your quote
- To manage your quotation and contract process
- To manage the service or installation process
- To process accounts and payments
- To keep you informed of any scheduling/changes to your works
- To communicate any follow up works
- To register your details with the Independent Warranty Association (only if applicable)
- To keep your details on file for our guarantee period
- Tell you if we’ve changed the way a service, contract or guarantee works, or tell you about a new service that we think may interest you.
- Check what you’re interested in, so we can offer (and develop) relevant products and services.
- Improve our products and services and develop new ones.
- It enables us to occasionally contact you for market research purposes.
- It facilitates our internal record keeping.
- It enables us to send you information about new products, special offers or other information that we think you may find interesting.
3. The legal basis for processing personal data
We collect and record information to fulfil our contractual obligations or because you have asked us to provide a quotation before entering into a contract or agreement for products and/or services.
4. Appropriate safeguards to ensure personal data is kept secure
The protection of your data is important to Roofline Solutions Home Improvements Ltd. Data is stored in a secure environment within our accounting software and within a CRM environment. We use encrypted passwords, with daily encrypted back-ups. The servers that hold data are maintained and patched regularly against threats.
Data can be exported from our database as a CSV file, typically to enable the information to be used for analysing and data quality checks.
5. Sharing of personal data
Your data is only disclosed to employees of Roofline Solutions Home Improvements Ltd and our contractors where necessary should they be working on your property.
We may also need to disclose information to authorities or professionals for legal reasons or in the case of a dispute.
6. Profiling of personal data
Roofline Solutions Home Improvements Ltd does not use your information for data profiling or automated decision making.
7. How long do we hold personal data?
We retain personal data for a maximum of 10 years in line with our maximum guarantee period.
8. Your rights as an individual
It is important that you understand what your rights are as an individual as you have a right to be informed about the collection and use of your personal data.
Right of Access
At any point, you have the right to submit a ‘Subject Access Request’ to access your personal data either verbally or in writing. Within a calendar month period, we will respond to the request made. We will not charge a fee for any of the requests unless the request is ‘manifestly unfounded or excessive.’ We also reserve the right to withhold personal data if disclosing it would ‘adversely affect the rights and freedoms of others.’
Right to request rectification
If you determine that the personal data we hold about you is incorrect you have the right to request rectification either verbally or in writing. We will respond to the request within one calendar month and rectify any errors found. If we do have reasons to believe that an error has not occurred, we will keep the information as previous. You will be informed of the outcome by telephone, email or post.
Right to Erasure.
You may request that Roofline Solutions Home Improvements Ltd erases your personal data and we will do so without undue delay within one calendar month. To avoid the possibility of adding your personal data again in the future, we will retain your name, address and email address (if available). You may request that we add your personal data back on to the database at any time.
Right to Restrict Processing
You may request a restriction or suppression of your personal data either verbally or in writing. This is where we can store your data but not use it. We will respond to your request within one calendar month.
Right to Data Portability
The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. You may make a request verbally or in writing and we will respond to your request within one calendar month.
9. Registering a complaint
If at any point you feel we are being unfair or dismissing your rights as an individual please contact us and let us know. If you are still not satisfied, you can make a complaint to a supervisory authority, in this case, being the ICO. To make a complaint please visit the ICO website here; https://ico.org.uk
10. Contacting Roofline Solutions Home Improvements Ltd
If you have any queries regarding how your data is held, processed or shared including activating your right to erasure please contact Ricky Moss, Roofline Solutions Home Improvements Ltd, Bowenhurst Farm, Mill Lane, Crondall, Farnham, Surrey, GU10 5RP or via telephone 01252 852 336 or via email at firstname.lastname@example.org.