01376 323 037

Email: enquiries@pgbones.co.uk

Fax: 01376 550533

GDPR (General Data Protection Regulation) Privacy Notice

PG Bones Limited is aware of the law changing to the General Data Protection Act (GDPR) on Friday 25th May 2018. The information within this Privacy Notice details the steps PG Bones has taken to ensure GDPR Compliance and explains about the data PG Bones collects, how it is used, why it is kept and how you can find out what information is kept on file about you.

Why PG Bones Collects and Retains Information about You

PG Bones collects information about you to enable us to fulfil our professional obligations to you, for example, the creation of VAT invoices. We retain the information to enable us to continue to provide professional services to you, for example, annual boiler service requirements. The information we collect relates to how to contact you and product warranty information.

Requesting the information PG Bones Ltd has about you

If you would like a copy of the information we have about you, simply send an email to enquiries@pgbones.co.uk and including your telephone number within the email.

Alternatively, you are welcome to call us on 01376 323037, we will then send you a Verbal Request Acknowledgement by email to maintain our own Verbal Data Request records (a GDPR Requirement).

In the interests of security, we will verify you with a phone call.

Privacy

PG Bones do not, never have and will not share your personal information with anyone with the exception of GAS SAFE and this will only ever be with regard to registering your new gas fired boiler.

The Lawful Basis for Processing Your Personal Information

Under GDPR there are six justifications that businesses can have for recording and keeping your data: consent, contract, legal obligation, vital interests, public task and legitimate interests.

For PG Bones we comply with the 'Contract' and 'Legal Obligation'.

You are welcome to read details at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/ but in brief, PG Bones only record your details if you become a client i.e. have a contract with PG Bones to provide services to you.

PG Bones is then required by Law (https://www.gov.uk/running-a-limited-company/company-and-accounting-records) to keep your information used for PG Bones accounting purposes on file for six years from the end of our last company financial year, or longer in certain circumstances.

You have the right to request that all information about that does not relate to PG Bones accounts be deleted. Please see ‘Requesting the information PG Bones has about you’ above to find out how to request the information PG Bones has on file about you.

Children

We do not work with children and do not hold any data on file relating to children.

Data Breaches

In the event of a data breach, PG Bones will notify all clients by email within 48 hours of becoming aware of the breach, detailing the extent.

If you have any questions relating to our GDPR Compliance or would like any further information, please email enquiries@pgbones.co.uk or call PG Bones. on 01376 323037

Policy & Procedure

To comply with GDPR PG Bones has carried out a review of the data stored by the company, why it is stored, how it is stored and for what period of time The key areas are set out below:

1.Employee information and contact details

PG Bones has a legal obligation to hold this information to comply with HMRC requirements

This information is stored in paper form in a lockable filing cabinet in a restricted access room

This information is also stored in our computer system with access restricted to approved personnel only. This information is never shared with any third party This information may be stored for in excess of ten years to comply with Health & Safety and insurance obligations

2.Customer information

PG Bones holds records of customer contact details and work history on Excel computer documents which have restricted access to approved personnel only

This information is stored to provide information regarding product warranty obligations and is never shared with any third party

This information may be stored for a minimum of two years for private customers and up to ten years for new build customers to comply with NHBC warranty information requirements

1. Credit Card Payments

When Credit Card payments are taken over the telephone the receipt slip is kept in the payment folder which is locked in a cabinet within the accounts department, access to this cabinet is restricted. When the banking accounts records are updated within every five days all customer receipts are then shredded

Call PG Bones on 01376 323 037

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