GDPR Policy

1. Purpose

1.1. We are Cole Contractors Limited (“Cole”, “the Company”, “we”, “us” or “our”), a company registered in England and Wales under company number 04072993 whose registered office is at 19 Whittle Rd, Cardiff, CF11 8AT. We have created this privacy policy to demonstrate our firm commitment to the privacy of our customers and users.
1.2. We gather and process personal information in accordance with this privacy policy and in compliance with the relevant data protection regulation and laws.
1.3. This provides you with the necessary information regarding your rights and our obligations and explains how, why and when we process your personal data.
1.4. Our designated Data Protection Officer/Appointed Person is Ian Vickers, who can be contacted at the above address or vie email at [email protected]

2. Information That We Collect

2.1. We process your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services.
2.2. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice. The personal data that we collect is:

Name
Address (which could be home or business as provided by you)
Email (which could be home or business as provided by you)
Telephone Number (which could be home or business as provided by you)
Mobile telephone number
Job title

2.3. We collect information in the following ways:

Email enquiry
Website enquiry
Employment application
Telephone call
In-person contact

3. How We Use Your Personal Data (Legal Basis for Processing)

3.1. We take your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law.
3.2. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice.
3.3. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.
3.4. The purposes and reasons for processing your personal data are detailed below:

We collect your personal data in the performance of a contract or to provide a service
We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
We will collect and process your details in connection with an application for employment
We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

4. Your Rights

4.1. You have the right to access any personal information that we process about you and to request information about:

What personal data we hold about you
The purposes of the processing
The categories of personal data concerned
The recipients to whom the personal data has/will be disclosed
How long we intend to store your personal data for
If we did not collect the data directly from you, information about the source

4.2. If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
4.3. You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us.
4.4. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.
4.5. If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

5. Sharing and Disclosing Your Personal Information

5.1. We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement.
5.2. We may use third-parties to provide bookkeeping, payroll processing, accounting, tax returns services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

6. Safeguarding Measures

6.1. We take your privacy seriously and take every reasonable measure and precaution to protect and secure your personal data.
6.2. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including:

SSL security on appropriate web pages and services
Access controls on all relevant internal IT systems
Strong password policies (complexity, duration, etc.)
Anonymisation of personal data where identity is not required
Firewall to prevent unauthorised external access
Strict anti-virus, anti-malware and Windows update procedures

7. Transfers Outside the EU

7.1. Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data. We do not transfer or store any personal data outside the EU.

8. Legitimate Interests

8.1. As noted in the “How We Use Your Personal Data” section of this notice, we occasionally process your personal information under the legitimate interests legal basis.
8.2. Where this is the case, we have carried out a thorough Legitimate Interests Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.
8.3. We use the legitimate interests legal basis for processing marketing communications relating to any products or services you have bought or enquired about and have identified that our interests are in providing the best possible products and services to you.
8.4. You will always have the option to opt out or unsubscribe at any time.

9. How Long We Keep Your Data

9.1. We only ever retain personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations.
9.2. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.
9.3. Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

10. Lodging a Complaint

10.1. We only process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws.
10.2. If, however, you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Information Commissioner’s Office Wycliffe House
Water Lane Wilmslow Cheshire SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545745 (national rate)
Fax: 01625 524510
Email: [email protected]

11. Cookie Notice

11.1. A “cookie” is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing.
11.2. When you visit a website that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that website, your device will remember useful information such as visited pages or logging-in options. Cookies are widely used in order to make websites work, or to work more efficiently, and our website relies on cookies to optimise user experience and for features and services to function properly.
11.3. Most web browsers allow some control to restrict or block cookies through the browser settings. However, if you disable cookies you may find this affects your ability to use certain parts of our websites or services. For more information about cookies, visit https://www.aboutcookies.org.

12. Information Automatically Logged

12.1. The servers on which our websites reside record the number of pages viewed, the number of unique IP addresses, the time of each visit and the referring site, if any.
12.2. This is analysed to gauge the popularity of our sites and pages contained within them.
12.3. It is not used for any other purpose.

13. Requested Information

13.1. No personal information can be automatically obtained by our websites. You are invited to provide contact details and email addresses which are used only for the purpose intended, namely to respond to a specific enquiry.
13.2. When you contact us, we may record any contact details you provide that would be reasonably required to respond to your communication.
13.3. Your details are not stored unless absolutely required and are then removed as applicable.
13.4. No data is shared with third parties without your express permission.