Privacy Policy

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Peak Flooring Contractors UK Limited respect your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

1. IMPORTANT INFORMATION AND WHO WE ARE

PURPOSE OF THIS PRIVACY NOTICE

This privacy notice aims to give you information on how Peak Flooring Contractors UK Limited collects and processes your personal data.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

CONTROLLER

For the purpose of the Data Protection Act 1998 (the Act) and the General Data Protection Regulation (GDPR), the Data Controller is Peak Flooring UK Limited , 2-3 Burleigh Street, Hull, East Yorkshire, HU8 8SS.

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact using the details set out below.

CONTACT DETAILS

Full name of legal entity: Peak Flooring Contractors UK Limited

Contact: Mrs Julie Dunham, Company Administrator

Email address: accounts@peakflooringcontractors.com

Postal address: 2-3 Burleigh Street,

Kingston upon Hull, East Yorkshire, HU8 8ss.

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

This version was last updated on 12th June 2023.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. For example, if you change your email address, name or payment details etc, please let us know the correct details by sending a letter to the “relevant” Data Controller at the above registered address. You may ask us, or we may ask you, to correct information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate

THIRD-PARTY LINKS

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. PERSONAL INFORMATION / DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as follows:

• Identity Data includes Full Name, username or similar identifier, age, nationality, marital status, title, date of birth, photographic identification and gender.
• Contact Data includes billing and correspondence addresses, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services, you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
• Usage Data includes information about how you use our website.
• Communications Data includes your communication preferences.

We may collect Special Categories of Personal Data about you (this includes details about you, religion and information about your health). These will be disclosed only to individuals involved with your care such as emergency services and emergency call providers.

IF YOU FAIL TO PROVIDE PERSONAL DATA

Where we need to collect personal data by law, or under the terms of a contract and you fail to provide that data when requested, we may not be able to perform the contract we have (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data fromand about you including through:

Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, in person, email or otherwise. This includes personal data you provide when you:

• apply for our products or services;
• fill in forms on our website ‘get in touch’ which sends information to us;
• contact us reporting an issue with our products or services;
• request marketing to be sent to you;
• give us some feedback;
• When you visit or otherwise access our Website, details including but not limited to: -
  • information about the device and browser (hereafter “Device”) you are using to access the Website e.g. type, version, operating system, etc.,
  • traffic data including the URL of the website that referred you to our website if applicable
  • location data including geolocation (this can be explicitly controlled in your Device),
  • weblogs and other communication data,
  • your IP (Internet Protocol) address,
  • the date and time of the visit and how long you remained on our Website,
  • the pages visited on our Website and interactions performed.
  • Note any information provided is private and not stores as analytical data We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy (below at section 4) for further details.
• Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
  • Personal data from the landlord
  • Personal data from management companies, management agents, Estate Agents, Insurance Companies.

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you, the named manager, Landlord or the managing agent that appointed us.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your personal data. We also do not send third party direct marketing communications to you via email, text message or any communication channel which would require your consent.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest To register you and set up as a new customer

1. Identity
2. Contact

Performance of a contract To provide services to you including customer services

1. Identity
2. Contact

Performance of a contract To process transactions for services

1. Identity
2. Contact
3. Financial

Performance of a contract For the purpose of recovery of a debt in case of non-payment

1. Identity
2. Contact
3. Financial

Performance of a contract To provide contract management services and emergency maintenance call out services

1. Identity
2. Contact
3. Special Categories (medical information)

Performance of a contract

Consent

Vital Interests

To manage our relationship with you which will include:

1. Notifying you about changes to our terms or privacy policy
2. Identity
3. Contact
4. Performance of a contract
5. Necessary to comply with a legal obligation

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

1. Identity
2. Contact
3. Technical
4. Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of any business reorganisation or group restructuring exercise)
5. Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you

1. Identity
2. Contact
3. Profile
4. Usage
5. Marketing and Comms
6. Technical>

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

Peak Flooring Contractors UK, Privacy Policy, Rev 2, 12th June 2023

WHAT KIND OF INFORMATION

The way you interact with us across all the different channels described above and the information we collect in that regard from each of these channels provides us valuable information about your current circumstances and preferences. This insight gives us the opportunity to offer you the best customer service experience possible. To learn about you and your interests, we analyse your interactions with our company using various kinds of information, as set out above. If you have actively contacted us and/or engaged one of our services by entering into a transaction with us, or if we are permitted by law to send such communications without obtaining your consent, we use the information that you have provided to us when interacting with us for sending you personalised marketing messages about our products or services. In some instances, we will also aggregate your personal information with that of other individuals, to create comprehensive reports about how clients and customers use our products and services. This is necessary for the purposes of our legitimate interests in analysing our brand and determining how to improve our services.

WHAT KIND OF CHANNELS

We will send direct communications to you via the channel you choose, such as post, email, or phone.

WHAT KIND OF MESSAGES

The messages we will send you will be personalised and tailored to your individual requirements in connection with services offered and/or provided.

ANALYSING OUR BUSINESS

We will use your personal information (including by anonymising and aggregating it with other customers’ personal information) for sales and financial analysis purposes, to determine how Peak Flooring UK Limited is performing and where improvements can be made. This is necessary for the purposes of our legitimate interests in understanding how our business is performing and considering how to improve our performance.

We will ask for your consent if we wish to use your personal information for purposes other than those listed in this privacy statement and as required to do so under applicable law. We will not use your personal information for other purposes before we have received such consent.

MARKETING

We do not actively send marketing messages by any communication channel, however we will collect personal information if you request marketing to be sent to you. Marketing information is included on our website which you may visit.

COOKIES

Our Website requires the use of cookies to provide full functionality. A cookie is a small file that is created by our Website and stored in your internet browser. Cookies are widely used to make websites work. We only set cookies on your Device that are necessary to make our website work efficiently, to enable the collection of web traffic statistics, and to ensure the best user experience.

A full list of cookies that could be set on your Device and their purpose can be found in our Cookie Policy, along with instructions on how to manage or disable cookies on your Device. Cookies will be set on your Device unless you disable them.

COOKIES POLICY

Cookies are small text files that are placed on to your computer by websites that you visit. They are used to make websites work, to improve efficiency of websites, to improve the user’s experience and to provide usage information on websites. This information should make your website visits more productive by storing and using information on your website preferences and habits.

Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

The settings on your web browser can usually allow you to choose whether or not to accept cookies. Most web browser software is initially set up to accept them.

We may offer cookies to you and you should ensure that your web browser is set up to not accept cookies if you do not wish to receive them. Please note that if you disable cookies, some services or website functionality may not be available. For further information about cookies and how to disable them please go to www.aboutcookies.org.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

By continuing to use this site, you are accepting our use of the cookies described below that make advertising and communications more relevant to you and your interests, and further help us to improve the site.

WE USE THE FOLLOWING COOKIES:

Analytical cookies. These are persistent cookies that allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Cookie ID          __ga __gid __utmb __utmt __utmc __utma __utmz 

Type of cookie   Analytical 

Origin              Google Analytics

Reason             Google Analytics is a third-party website monitoring tool that allows users to see volumes of website visitors, their source, and to analyse how the content of their website is viewed and navigated. This in turn allows optimisation of the content and pages on www.homeflow.co.uk and the marketing programmes that drive traffic to the website. Google Analytics does not store any personal information about website visitors, but does use persistent cookies to identify repeat visitors. You may universally opt-out of all Google Analytics tracking used by all websites by visiting https://tools.google.com/dlpage/gaoptout Google's privacy policy is available at: https://www.google.com/policies/privacy/.

DOWNLOADS AND MEDIA

Any downloadable documents, files, images, video files etc. on our Website are provided to you at your own risk. We take all reasonable precautions to ensure that such files are free of viruses but we recommend that you use anti-virus software as a precaution. We accept no responsibility for downloads and media provided by external third-party websites.

5. DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below for the purposes set out in the table in section 4 above.

• Other Service providers acting as processors who provide construction and maintenance services including but not limited to contractors, suppliers, property management services, gas and electrical contractors.
• Service providers acting as processors who provide IT and system administration services including but not limited to Microsoft, Invoice to go, Quick-books, Website hosts and analytics platform providers.
• Legal and Professional advisers acting as processors or joint controllers including estate agents, property management companies, Landlords, Insurance Companies, lawyers, auditors, debt collection agencies and insurers who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

To make sure that we continue to comply with GDPR, our trusted suppliers of goods and services (where relevant) have been issued with and are in agreement with our new Contractual Commitments.

PERSONAL INFORMATION OF OTHERS

Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with the terms of this privacy policy.

6. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who will only process your personal data on our instructions and they are subject to a duty of confidentiality.

All information you provide to us is stored in the UK on our secure (password and firewall protected) IT systems and all paper based information is also securely stored in the UK.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

By submitting your personal data to us, you agree to the transfer, storing and processing set out in the Privacy Notice.

7. INTERNATIONAL TRANSFERS

All data / information sharing will be within the European Economic Area and the UK and will be covered by the General Data Protection Regulation (GDPR).

8. DATA RETENTION

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

9. YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.

You can update your personal information by contacting us and we will be able to update your records on our data management systems - please let us know if the personal information which we hold about you needs to be corrected or updated. If you would like to know what personal information Peak Flooring Contractors Limited about you, you may make a request to Peak Flooring UK Limited for copies of this information. If requested, Peak Flooring Contractors Limited will use reasonable efforts to supply, correct or delete information about you on file. All subject access requests should be made in writing and addressed to for attention of The Data Controller, at section 1.

In addition, you may write to us at any time requesting amendments to certain personal information that you consider to be incorrect or irrelevant or to request that we block, erase or otherwise remove your personal information (The Right to Erasure/The Right to be Forgotten).

You may also write to us at any time to object to our use of your personal information or request that we provide your personal information in a usable electronic format and transmit to a third party (Right to Data Portability). We will comply with these requests in relation to your personal information in line with applicable law.

Further information can be found at section 14.

If you wish to exercise any of the rights set out above, please contact us.

NO FEE USUALLY REQUIRED

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (known as a ‘subject access request’), or to exercise any of your other rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

TIME LIMIT TO RESPOND

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. PERSONAL DATA BREACHES

A data breach is defined by the Information Commissioner’s Office (ICO) as; “A breach of security leading to the destruction, loss, alteration, unauthorised disclosure or, or access to, personal data.”
The ICO will be informed of all data breaches which present a high risk to our clients and customer’s rights and freedoms and in line with applicable law, a notifiable breach will be reported within 72 hours of us becoming aware of it. The individual(s) involved will also be informed.

11. CHANGES TO THIS POLICY

Peak Flooring UK Limited has pledged to adhere to the fundamental principles of privacy and data protection. We therefore regularly review our privacy statement in order to ensure that it is free of errors and clearly visible on our Website, that it contains appropriate information about your rights and our processing activities, and that it is implemented and is compliant with applicable law. If we make significant changes to this privacy statement, we will inform you by posting a notification on our websites along with an updated version of the privacy statement.

12. Website

Our website can be found at http://www.peakflooringcontractors.com

13. THE RIGHT TO LODGE A COMPLAINT

If you have a complaint regarding how Peak Flooring UK Limited have handled your personal data, subject access request or right to erasure, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

ICO contact details below.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire

14. GLOSSARY

LAWFUL BASIS

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

YOUR LEGAL RIGHTS

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Peak Flooring, Privacy Policy, Rev 2, 12th June Peak Flooring Contractors UK Limited