Privacy Policy

This privacy policy applies to personal information about:

• Visitors to our website
• Customers who purchase a services with us
• Our suppliers

What is Personal Information?

Personal information is any information relating to an individual who can be identified directly or indirectly, often by name, account number, location, an online identifier or other factors specific to their identity.

Personal information may include “special category data” relating to racial or ethnic origin, political opinions, religious beliefs, membership of a trade union, physical or mental health and criminal records and allegations.

We do not collect “special category data” about visitors to our website, our customers or suppliers. The exception is where we identify suspected criminal activity such as fraudulent claims or the use of stolen card details when paying.

See below for details of how we may use your personal information.

Website Visitors: The personal information we collect about you and how we use it

You can visit and browse our website without providing your name or contact details.

Like many websites, our server logs capture details of your operating system, browser software, IP (Internet Protocol) address and Uniform Resource Locator (URL), including the date and time of your visit.

We use cookies to analyse how our site is used by visitors and to provide some of the functionality.

You may choose to provide your contact details (name, address, business, job title, email address, telephone number) if you do any of these things:

• Submit a query or request a quote or other information
• Ask to be contacted by us

Customers: If you purchase  services from us, we may use your personal information in the following ways:

• to respond to your enquiries;
• to arrange visits to your home (e.g. to carry out an installation);
• to manage your account, including carrying out identity checks where relevant;
• for market research purposes;
• to publish trends and/or to improve usefulness and content of our website;
• to track activity on our site and to provide a more personalised online experience;  
• to link with social media sites and services, for example, for advertising purposes;
• to notify you about important changes or developments to our site or services;
• to manage deliveries, returns and refunds; 
• to deal with enquiries and complaints; for claims management and insurance purposes;
• and for record keeping purposes.

Suppliers: If you supply products or services to us, we may use your personal information in the following ways:

• for order processing and management;
• to manage deliveries, installations, returns and refunds;
• for product liability purposes;
• to manage your account;
• for market research purpose
• to notify you about important changes or developments to our websites or services;
• for supply chain management; to deal with enquiries and complaints;
• for claims management and insurance purposes;
• and for record keeping purposes.

If you are a supplier and you have any questions about how we use your personal information, please contact your usual business contact.

Call Recording

Some telephone calls may be recorded or monitored. Call recording and monitoring may be carried out for the following purposes:

•  training and quality control;
• as evidence of conversations;
• and/or for the prevention or detection of crime (e.g. fraudulent claims).

Legal Basis for Processing

Some of the information we collect is provided by you voluntarily (and therefore with your permission).

If you request a services from us, most of the information we collect is necessary so that we can fulfill the contract between us.

The remainder of the information is collected for our legitimate business purposes, which include:

• To keep in touch with current, past and prospective customers
• To monitor the use of our website and improve its facilities
• To identify suspected criminal activity and take appropriate action
• To manage our supply chain and the relationship with our suppliers (including the management of rebates and claim backs)
• To protect and defend our rights

When we collect personal information from you we will indicate whether it is mandatory or voluntary – this is done on the website by using asterisks to mark mandatory fields.

Retention

We will retain your personal information for as long as needed for the legitimate business purposes described above.

If you are a visitor to the website, we will retain your information for a limited period in order to respond to your query, provide you with the information you require or to send you updates on our products and services for as long as you indicate that you are happy for us to do so.

Your information may be retained for longer than this if there are valid legal grounds for us to do so, for example if required by law or court order, or as needed to defend or pursue legal claims.

Working with Service Providers

Like most organisations, we engage service providers to run our website and IT systems, to help us administer accounts, to conduct credit checks and fraud screening, and to handle postal and email marketing campaigns. We also work with a large number of suppliers who provide products and delivery services to us.

We will only provide these companies with the information they need to deliver the service we have engaged them for and they are prohibited from using that information for any other purpose. Whenever we share personal information about our customers or visitors to our website with our service providers, we will put in place contracts which require the service provider to protect the information and keep it secure.

Other Disclosures

Your information may be shared for account management (including credit accounts), analysis and reporting.

Your personal data may be disclosed to the following third parties for the purposes described above:

• tax, customs and excise authorities
• regulators, courts and the police
• fraud screening agencies
• insurance companies
• other professional advisors

We may also disclose your personal information if we believe that the disclosure is necessary to enforce or apply our terms and conditions or otherwise protect and defend our rights, property or the safety of our customers and other users of the website.

We may disclose and/or transfer your personal information in connection with a re-organisation of all or part of our business, if the majority of our shares are bought by another company or if we transfer all or some of our assets to another company.

Security

We are committed to safeguarding the personal information you provide to us. We use appropriate measures to protect the information that you submit through our website and the information we collect and store about our customers.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of information you submit via our website and any transmission is at your own risk. Once we have received your information, we will take appropriate technical and organisational measures to safeguard your personal data against loss, theft and unauthorised use, access or modification.

Changes to this Policy

 Any changes to this privacy policy will be posted here. Please refer back to this page regularly.

Links to other Websites

Links may be provided on our website to other websites that are not operated by us. If you use these links, you will leave our website. You should note that we are not responsible for the contents of any third party website. External sites will have their own privacy policies which you should read carefully.

Your Rights

 Access and Correction

If you would like to correct or update any of your other personal information, or if you would like a copy of the personal information we hold, please contact the Data Protection Officer at the address below. We may need to ask for proof of your identity before we can respond to your request.

Other Rights

 You may also have the following rights in relation to your personal information:

• in certain circumstances, the right to restrict or object to the processing of your personal information, or request that your personal information is deleted
• where you have provided personal information voluntarily, or otherwise consented to its use, the right to withdraw your consent
• in certain circumstances, the right to receive a copy of the personal information which you have provided to us, in a structured, commonly used and machine-readable format or to request that we transfer that information to another party (known as “data portability”).

If you have a query about this privacy policy or wish to exercise your rights, please contact us by email at info@haylogroup.com.co.uk.