Who we are
Our website address is: https://www.easytechsolutions.co.uk.
What personal data we collect and why we collect it
Legal basis for holding data
If a third party approaches us to ask for a quotation, then we have a legitimate business purpose to hold the contact details of that third party until the order is placed. Alternatively, if no order is placed, we will hold these details for a reasonable time period set out in our retention policy below.
At the point that the client places the order with us or a contract is entered in to, we will hold any contact data under the legal basis of a contract.
At the point of Easytech Solutions Ltd placing an order or setting up an account with a supplier, this will constitute the formation of a contract. We will therefore hold contact information for the supplier under the legal basis of a contract.
Types of personal data we collect
We hold details about key employees in your company that we may need to contact.
The types of personal information we may process include, but are not limited to:
• Identification data – such as name and gender
• Contact details – such as business address, telephone/email address, fax number.
• Employment details- such as job title /position, office location.
We will not collect any sensitive personal data (‘special categories of personal data’ under the General Data Protection Regulation). This includes any information that reveals your racial or ethnic origin, religious, political or philosophical beliefs, genetic data and biometric data for the purposes of unique identification, trade union membership or information about your health/sex life.
Purposes for processing personal data
Customers
We will hold contact information that you provide us with, in order to fulfil any order that you may place with us. This includes, but is not limited to, staff in your accounts department, buying department, on site and key management contracts.
We may use your information to:
• Process orders that you have submitted, organise delivery and answer technical questions.
• Request payment of an invoice.
• Invite you to a company event.
• Send you a quote.
• Ask for specific details.
We will continue to hold contact information for the duration of the contract. Once the contract is complete, we will retain records for our retention policy below. However, we will store any contacts relevant to financial records for 6 years as required by HMRC.
Private customers
When an order is placed with us as a one-off order, a contract is still formed between Easytech Solutions and you. Therefore, we will store any contact information that you give us for the purpose of fulfilling the order that you have placed.
We may use your information to:
• Process orders that you have submitted, organise delivery and answer technical questions.
• Request payment of an invoice.
• Send you a quote.
• Ask for specification details.
After the project has finished, we need to hold contact information regarding that project to deal with any disputes that may arise. We will store any financial information for six years as requested by the HMRC. We will delete your personal data after six years.
If deletion is not possible, for example because your personal information has been stored in back up archives, then we will securely store your personal information and isolate it from any further processing until deletion is possible.
Prospective customers
For companies or members of the public who request pricing from us, we have a legitimate interest to hold basic contact information for the time period within which the quote may be accepted. Due to the nature of the construction industry, building projects can sometimes be delayed for several years. We will therefore keep this contact information for up to five years after a quote is sent.
We may use your information to:
• Confirm a specification.
• Ask for more site details.
Suppliers
When we open an account with a supplier we will request contact information for your accounts and sales departments. We will hold this information for us as long as we have an account open.
We may use your information to:
• Request a pricing.
• Place and order.
• Send payment of an invoice.
• Request information about future projects.
If our account is closed, we will still need to hold contact information for the purpose of actioning requests and technical support or dealing with any future customer disputes. We also need to store information for six years to comply with HMRC legislation. After six years, we will delete any personal data.
Legal purposes
We may also use your personal data where we consider it necessary for complying with laws and regulations, including under judicial authorisation, or to exercise or defend our legal rights
Legal basis for processing personal data
Our legal basis for collecting and using the personal data described above will depend on the personal data concerned and the way we collect it. We will normally collect data from you only where we need it to perform a contract with you (i.e to manage the employer/customer relationship), where we have your freely given consent to do so, or where the processing is in our legitimate interests and only where this interest is not overridden by your own interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
Any processing based on consent will be made clear to you at the time of collection or use – consent can be withdrawn at any time by contacting us.
Who we share your personal data with.
We take care to allow access to personal data only to those who require such access to perform their tasks and duties and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we implement appropriate measures to ensure the data is used in a manner consistent with this notice and that the security and confidentiality of the data is maintained.
An example of a third party would be a supplier who we have asked to visit site to inspect a faulty product.
Transfers to third party service providers.
In addition, we make certain personal data available to third parties who provide a service to us. We do so on a ‘need to know’ basis and in accordance with applicable data protection and data privacy laws.
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
For example, some personal data such as contact name, number and address will be available to any courier or delivery company for the purpose of making a delivery.
Transfers to other third parties
We may also disclose personal data to third parties on other lawful grounds including:
• To comply with our legal obligations, including where necessary to abide by law, regulation or contact, or to respond to a court order, administrative or judicial process.
• In response to lawful requests by public authorities (including for national security or law enforcement purposes).
• As necessary to establish, exercise or defend against potential threatened or actual litigation.
• Where necessary to protect the vital interests of our employees or another person.
• In connection with the sale, assignment or other transfer of all or part of our business; or
• With your freely given and explicit consent.
We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws. You can read more about these rights at:
https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Issues and Complaints
We try to meet the highest standards when collecting and using personal information. For this reason, we may take any complaints we receive about this very seriously. We encourage people to bring to our attention if they think that our collection of use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This notice was drafted with clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation if needed.
If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law in the UK www.ico.org.uk/concerns