Privacy Policy

Please note this Privacy Policy relates only to the use of our website. Any individual engaging with us directly for our services beyond browsing our website will be provided with our Data Protection Notice. A copy of this document may be found here.

1) What type of information do you collect, store and use?

We may collect, store and use personal data about you (referred to throughout this privacy policy as personal information):

  • Any personal information you provide to us via our website, for example, by using the “Contact us” page or other enquiry forms on our website;
  • Information gathered by cookies used on our website. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse and also allows us to improve the way our website works. For detailed information on the cookies we use and the purposes for which we use them please refer to our Cookie Policy;
  • Information gathered by our security monitoring and auditing software to create logs of data about the ways that our website is used by those who have login access to it;
  • Information gathered by our servers to create logs of data about the ways that our website is used by those who access it;
  • Information provided to us by third party service providers we work with, for example, payment service or analytics providers.

 

2) How do you use this personal information and what is the legal ground you rely on for doing so?

We will only use your personal information when the law allows us to. When we use your personal information, we must have a legal ground for doing so. The following are (amongst others) the legal grounds by which we can use your personal information:

  • Where you have provided us with your consent for us to do so.
  • Where we need to perform the contract we have entered into with you or to take steps to enter into a contract with you.
  • Where we need to comply with a legal obligation to which we are subject.
  • Where it is in pursuit of our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • More specifically, we will use your personal information in the following circumstances:
  • To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes – in pursuit of our legitimate interests (to better understand how people interact with our website and solve any issues it may have).
  • To improve and personalise our website to ensure that content is presented in the most relevant and effective manner for you and your computer – in pursuit of our legitimate interests (to improve our content and your experience).
  • To secure our website and the data processed by it – in pursuit of our legitimate interests (for the prevention, investigation, mitigation and remediation of alleged security breaches).
  • To transfer to third party service providers – in pursuit of our legitimate interests (outsourcing for effectiveness and efficiency).
  • To contact you if we wish to use your personal information for a purpose not set out in this policy – to comply with a legal obligation.

 

3) What happens if there is a change of purpose?

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

 

4) Which type of third parties might you share this personal information with?

We require third parties to respect the security of your personal information and to treat it in accordance with the law. For example, where we instruct third party service providers, we carry out due diligence on those providers to ensure they treat your personal information as seriously as we do.

We may share your personal information with the following types of third parties:

  • Technical support providers, for example, assisting us with our website.
  • Third party software hosting companies which provide us with software solutions such as our customer relationship management system.
  • Providers which host our servers in their data centres (these are all within the UK).

 

5) Data retention – How long will you use this personal information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for.

We assess the appropriate retention period for different information based on the size, volume, nature and sensitivity of that information, the potential risk of harm to you from unauthorised use or disclosure of that information, the purposes for which we are using that information, applicable legal requirements for holding that information, and whether we can achieve those purpose(s) through other means.

Where you use our website and one of our cookies are activated, that cookie will operate for the duration set out in our Cookie Policy.

 

6) Where do you store this personal information?

Electronic versions of your personal information obtained through our website are stored on our website servers which are currently located in the UK. We have taken steps to ensure any third party processors assisting us with processing your personal data respect your personal information and treat it in accordance with the law.

 

7) Rights of access, correction, erasure and restriction – Your rights in connection with your personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request the erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal information, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Compliance Manager at admin@clarkandpoole.co.uk or at write at The Barn, Waterloo Road, Wokingham, RG40 3BY.

 

8) Right to complain

You have a right to make a complaint if you wish to do so. The organisation with oversight of our processing is the Information Commissioner’s Office which can be contacted at ico.org.uk/make-a-complaint.

 

9) Changes to this privacy notice

We may change, modify, add or remove portions of this privacy policy at any time, and any changes will become effective immediately.

Any changes we make to our privacy policy will be posted on this page and, where appropriate, notified to you.