Privacy Policy

Hawkins Privacy Policy – Effective from 25th May 2018

1. Introduction

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.
We know that there’s a lot of information here but we want you to be fully informed about your rights, and how the Hawkins Group uses your data.
For example, we will explain things such as our credit checking procedure and how we combine data across the Hawkins Group to build a picture of you. The Hawkins Group is made up of a number of related businesses – Hawkins Projects Ltd, Hawkins Roofing Ltd, Hawkins Steel Ltd and Hawkins Estates Ltd
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.

2. Explaining the legal bases we rely on

The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
Consent
In specific situations, we can collect and process your data with your consent.
For example, when you tick a box to receive email newsletters.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
Contractual obligations
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you order a service from us, we’ll collect your address details to pass on to staff and contractors that need to come to site to complete the work.
Legal compliance
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity affecting the Partnership to law enforcement.
Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example: We may email you to request your thoughts and feedback on the project once completed.

3. When do we collect your personal data?

• When you visit our website and submit your details to register for our latest updates.
• When you request a quote or response from us.
• When you purchase a service from us (over the phone or via email)
• When you engage with us on social media.
• When you contact us by any means with queries, complaints etc.
• When you enter prize draws or competitions.
• When you book any kind of appointment with us.
• When you choose to complete any surveys we send you.
• When you comment on or review our products and services. Any individual may access personal data related to them, including opinions. So if your comment or review includes information
about the Partner who provided that service, it may be passed on to them if requested.
• We collect data from publicly available sources (such as Land Registry) when you have given your consent to share information or where the information is made public as a matter of
law.
• If you use our car parks which usually have CCTV systems operated for the security of both customers and staff. These systems may record your image during your visit.

4. What sort of personal data do we collect?

• If you submit your details to register for latest updates we will record your first and last name and email address.
• If you submit your details on our contact us form we will record your name, email address and telephone number.
• Copies of documents you provide to prove your age or identity where the law requires this. (including your passport and driver’s licence). This will include details of your full name,
address, date of birth and facial image. If you provide a passport, the data will also include your place of birth, gender and nationality.
• Information gathered by the use of cookies in your web browser.
(A cookie is a small text file containing information that a web site transfers to your computer’s hard disk for record-keeping purposes and allows us to analyse our site traffic
patterns A cookie cannot give us access to your computer or to information beyond what you provide us. Most web browsers automatically accept cookies; consult your browser’s manual or
online help if you want information on restricting or disabling the browser’s handling of cookies. If you disable cookies, you can still view the publicly available information on our
web site. If you are using a shared computer and you have cookies turned on, be sure to log off when you finish.)
• Payment card information.
• Your comments and reviews.
• Your image or car number plate may be recorded on CCTV when you visit our offices.
• To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer
is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered.
• Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.

5. How and why do we use your personal data?

We want to give you the best possible customer experience. One way to achieve this is to combine data we have about you.
We then use this to offer you promotions, products and services that are most likely to interest you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
Here’s how we’ll use your personal data and why:
• To process any services that you order from us. If we don’t collect your personal data during the order process, we won’t be able to complete the service you require from us and comply
with our legal obligations.
For example, your details may need to be passed to a third party to supply or deliver the service that you ordered and we may keep your details for a reasonable period afterwards in
order to fulfil any contractual obligations.
• To respond to your queries and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to
demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you
with the best service and understanding how we can improve our service based on your experience.
• To protect our customers, premises and assets from crime, we operate CCTV systems on our office premises and and car parks which record images for security. We do this on the basis of
our legitimate business interests.

• If we discover any criminal activity or alleged criminal activity through our use of CCTV, fraud monitoring and suspicious transaction monitoring, we will process this data for the
purposes of preventing or detecting unlawful acts. We aim to protect the individuals we interact with from criminal activities.

• With your consent, we will use your personal data and details of your order history to keep you informed by email, web, and telephone about relevant products and services including
tailored special offers, discounts, promotions, events, competitions and so on.

Of course, you are free to opt out of hearing from us by any of these channels at any time.

• To send you relevant, personalised communications by post in relation to updates, offers, services and products. We’ll do this on the basis of our legitimate business interest.

You are free to opt out of hearing from us by post at any time.

• To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice, product recall notices, and legally required information relating to your orders. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.
• To comply with our contractual or legal obligations to share data with law enforcement.
For example, when a court order is submitted to share data with law enforcement agencies or a court of law.
• To send you survey and feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our products or services more relevant to you.

6. How we protect your personal data

We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.

7. How long will we keep your personal data?

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

8. Who do we share your personal data with?

We sometimes share your personal data with trusted third parties.
For example, delivery companies, technicians visiting your site, to handle complaints, to help us personalise our offers to you and so on.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
• We provide only the information they need to perform their specific services.
• They may only use your data for the exact purposes we specify in our contract with them.
• We work closely with them to ensure that your privacy is respected and protected at all times.
• If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Examples of the kind of third parties we work with are:
• IT companies who support our website and other business systems.
• Operational companies such as delivery couriers.
• Direct marketing companies who help us manage our electronic communications with you.
• Google/Facebook to show you updates and information that might interest you while you’re browsing the internet. This is based on either your marketing consent or your acceptance of cookies on our websites.
• Data insight companies to ensure your details are up to date and accurate.
• We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.

9. What are your rights over your personal data?

An overview of your different rights
You have the right to request:
• Access to the personal data we hold about you, free of charge in most cases.
• The correction of your personal data when incorrect, out of date or incomplete.
• That we stop using your personal data for direct marketing (either through specific channels, or all channels).
• That we stop any consent-based processing of your personal data after you withdraw that consent.
You can contact us to request to exercise these rights at any time as follows:
To ask for your information please contact info@hawkins-group.co.uk and a member of our team will respond to your request.
If we choose not to action your request we will explain to you the reasons for our refusal.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Direct marketing
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.

10. How can you stop the use of your personal data for direct marketing?

There are several ways you can stop direct marketing communications from us:
Click the ‘unsubscribe’ link in any email communication that we send you. We will then stop any further emails from that particular division.
Email info@hawkins-group.co.uk and ask to be removed from any further communication
Call us on 01295 252363 and as to be removed from any further communication
Advise us on the contact us page of our website that you would like to be removed from any further communications.

11. Any questions?

We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact our Data Compliance Manager who will be pleased to help you:

Email: louise.hawkins@hawkins-group.co.uk

Or write to us at
Hawkins Group of Companies Ltd
Unit 9a, Thorpe Way
Banbury
Oxfordshire
OX16 4SP

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