Solar Fire Services are committed to protecting your personal data and respect your privacy. This privacy notice will inform you as to what personal data we hold, how we look after it and how we process it.
The aim of this privacy policy is to inform you on how we collect and process your personal data whether it is through the use of this website or when you make direct contact with us by telephone or electronic means to purchase goods or services.
This privacy policy applies to personal data about:
- Visitors to our website
- Customers who request prices and/or purchase goods or services
- Our suppliers
Personal data definition
Any information relating to individual from which that person can be identified directly or indirectly, such as a name, account number, location, an online identifier or other factors specific to their identity.
Special category data, also known as sensitive data, relates to racial, or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health related and criminal records. Principally, we will not collect special category data about our website visitors, customers or suppliers, however the exception is where suspected criminal activity is identified. In such cases, we may have to report to the relevant authorities.
What we collect and how we use it
Website visitors – When you visit our website you do not have to supply your name or contact details. You may choose to do so when using the contact form to submit a request for a quote of information. The personal data we collect is, name, telephone number, email address and any other information you feel is relevant to your query.
Customers – If you purchase goods or services from us, we will normally request your name, business name (if applicable), address, telephone number and email. We may require other personal data to complete your request. We may use your personal information in the following ways:
- Respond to any queries or questions you may have
- Process your order and look into any incomplete orders
- Arrange and manage any deliveries or collections of goods
- Arrange site visits for the purpose of surveying and/or installation
- Arrange returns and refunds
- Manage your account, including any credit checks that may need to be carried out
- Manage your credit account, including any credit checks that may need to be carried out
- For finance management and insurance purposes
- For record keeping purposes
- To notify you of any important changes to your site or services
- Deal with enquiries and complaints
Please contact us if you have any questions about the information we hold and how we use it.
It is important the that personal data we hold about you is correct and current. Please keep us informed if your personal data changes while you are using our services.
Suppliers – If you supply products or services to us, we may use your personal information in the following ways:
- Ordering and processing
- Arrange and manage any deliveries or collections of goods
- Arrange returns and refunds
- Manage your account, including any credit checks that may need to be carried out
- For finance management and insurance purposes
- For record keeping purposes
- To notify you of any important changes to your site or services
- Deal with enquiries and complaints
Please contact us if you have any questions about the information we hold and how we use it.
Our legal basis for processing your personal data
We will only use your personal data when the law allows us to. Some of the information we collect is voluntarily provided by you (and therefore with your permission), such as when you submit a query or details for quoting. The following are the most common lawful bases we will use to do so. Some processes may rely on more than one lawful ground depending on the specific purpose we are using your data for:
- Performance of contract with you
- To comply with a legal obligation (such as retaining information about goods supplied for CE marking conformity and storing financial information for tax purposes)
- For our legitimate interests (such as to recover debts due to us. To run our business and allow for administration and IT services including network security and to prevent fraud. To develop our products and services)
How your information is stored and accessed
Our company uses finance, supplier and customer management systems. Your information may be accessed by other employees within the company but only for administrative and analytical purposes and only by authorised employees. You will not receive any marketing from us unless you have given consent to do so.
Retention – We will retain your personal data for as long as required for the legitimate and lawful business purposes as set out above. If you request a quote to supply goods and/or services, we will retain your information for up to 6 months at which point it will be destroyed. If you make a purchase as a one-off or on a credit account, we will normally hold transaction records for 7 years. If you are a supplier we will hold records for 7 years. In both cases, this is for tax and accounting purposes.
If there are valid legal grounds to hold your information for longer than the stated retention period, such as a requirement by law or to defend or pursue legal claims then we may do so.
Disclosure of your personal data
On occasion, we may have to share your personal data with service providers who run our website and IT systems, professional advisors including lawyers, bankers, auditors and insurers, to conduct credit checks and fraud screening, HMRC and other regulatory authorities and third parties whom we sell, transfer or merge parts of our business or our assets. We also work with suppliers who provide goods and delivery services on our behalf.
We will only supply these third parties with the information they require to deliver the service we have requested from them and require all the third parties to respect the security of your personal data and to treat it in accordance with the law.
Transfer to our countries outside EEA
Some of the companies who provide services to us may be situated outside of the UK and EEA in countries that may not offer the same level of protection for your personal data. We do our best to ensure that a similar degree of security is in place by these companies by ensuring that contracts, code of conduct or certification are in place which give your personal data the same protection it has within Europe. If this is not possible to obtain, we will request consent from you to transfer your data to these companies. You may withdraw this consent at any time.
Security
We have put security measures in place to protect your personal data from being used, accessed, altered or disclosed in unauthorised way or accidently lost. We limit access to your personal data to those employees, contractors, and other third parties who have a business need to know such data. They will only process your personal data on our instruction and are subject to a duty of confidentiality. We have procedures in place in the event of a suspected data breach and will notify you and any applicable regulator where we are legally required to do so.
Changes to this policy
If we make any changes to this privacy policy, you will find them here. We advise visiting this page regularly to keep up to date.
Other website links
Any links you find on our website to other websites are not operated by us, therefore if you use these links you will navigate away from our website. We are not responsible for the content of any third party website and would advise you to read their own privacy policies.
Your rights
You have certain rights regarding your personal data that we collect and process. You can find out more detail at https://ico.org.uk/for-organisations-guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
Subject Access Right – You have the right to request from us, the data which we hold about you and how we process it. There is no charge for this request unless it the request is clearly unfounded, repetitive or excessive in which case we may charge a reasonable fee or decline to respond. In most cases, we will reply within one month of the date of the request. If you request is complex or you have made numerous requests, we will notify you of any delay and will respond within 3 months.
For any Subject Access Requests, please contact us at the address detailed below or email info@solarfireservices.co.uk marked for the attention of the Data Compliance Officer.
Complaints – Our contact and ICO
We are committed to protecting your personal data but if for some reason you are not completely satisfied with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s office (ICO) www.ico.org.uk
We would be grateful if you contacted us first regarding any complaints so that we can try to resolve the issue for you. Please contact info@solarfireservices.co.uk marked for the attention of the Data Compliance Officer.