Purpose of this document
this privacy notice tells you how we, Advanced Ventilation Systems, will collect and use your personal data.
Responsibilities
The Advanced Ventilation Systems Director is responsible for ensuring that this notice is made available to data subjects prior to Advanced Ventilation Systems collecting/processing their personal data.
All Employees/Staff of Advanced Ventilation Systems who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.
Who we are
Advanced Ventilation Systems is a business providing ventilation products and services to companies and or private individuals as required.
What personal data we collect
- Name
- Address
- Telephone number
- Email address
- Credit / debit card information (if you make a payment by card)
- Website cookie and IP address (if you consented when using our website)
Sources of personal data we collect
- When you ask us to provide ventilation products and services by phone, email and in person
- When you place an order for ventilation products or services by email and fax
- When we require site contact details for the purpose of deliveries
- When you enquire about our products or services
- When you sign up for Advanced Ventilation Systems email and promotional materials
- When you are referred to us through a marketing promotion
Why we collect personal data
In order for us to provide you with ventilation products and services. We are committed to ensuring that the information we collect and use is appropriate for this purpose and does not constitute an invasion of your privacy.
We will contact you for additional consent before using your personal data for marketing purposes.
Our legal basis for processing personal data is one or more of the following
- Contract: The processing is necessary for a contract you have with us, or because you have asked us to take specific steps before entering into a contract
- Consent: You have given clear consent for us to process your personal data for a specific purpose
- Legal obligation: The processing is necessary for us to comply with the law (not including contractual obligations)
Consent
Under some circumstances, consent is required for Advanced Ventilation Systems to process personal data, but it must be explicitly given and can be withdrawn at any time. If you withdraw consent, we may not be able to offer you certain products and services.
You may withdraw consent at any time by notifying us:
- By email at info@advancedventilationsystems.co.uk
- By telephone on 01903 733 063
- By post:
Advanced Ventilation Systems Ltd
Unit U9
Rudford Industrial Estate
Ford Road
Ford
Arundel
BN18 0BD
How we use your personal data
Advanced Ventilation Systems will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavor to keep your information accurate and up to date, and not keep it for longer than is necessary. Advanced Ventilation Systems is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
Sharing of personal data
We may pass your personal data on to third-party service providers contracted to Advanced Ventilation Systems in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to provide ventilation products and services on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Advanced Ventilation Systems’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
Retention period
Advanced Ventilation Systems will retain your personal data for as long as is required to fulfil any contract and for a further 10 years. If you opted in to be kept informed of our products and services, we will retain your data until you withdraw consent, which you can do at any time.
Your rights as a data subjectAt any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
- Right to judicial review: in the event that Advanced Ventilation Systems refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.
Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Advanced Ventilation Systems, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Advanced Ventilation Systems’s Director / GDPR Lead.
Contact details of the supervisory authority
The supervisory authority is the UK Information Commissioner’s Office, and they can be contacted:
- Via their website at ico.org.uk
- By telephone on 0303 123 1113
Contact details of the Business Manager / GDPR Lead for Advanced Ventilation Systems
Our Director / GDPR Lead be contacted:
- By email at info@advancedventilationsystems.co.uk
- By telephone on 01903 733063
Document Owner and Approval
The Director / GDPR Lead is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR. A current version of this document is published on our website at www.advancedvetilationsystems.co.uk
Updated May 2, 2018.