Personal Data we may Collect
We may collect the following information relating to customers or suppliers:
- Title, name, job title, company name.
- Addresses including postcodes, email addresses, mobile and landline phone numbers.
- Information of products and services supplied, purchased and installed manufactures, suppliers contact details delivery notes, invoices and orders etc.
- Other information relating to customer and supplier interests such as guarantees, certification if received by us. Registration numbers of certification relating to Third party disclosed information to the Competent Person Scheme for self – certification under Building Regulations and Insurance backed guarantees.
What We Do With The Information We Gather
We require this information to fulfil our consumer contracts/orders and to maintain guarantees and to fulfil any relevant documentation/certifications required, as part of our business process, to provide you with a better service and in particular for the following reasons:
Information is held and stored securely in both hard copy and electronically. Customer files including orders, invoicing, manufacturers/ suppliers, guarantee and maintenance history are stored on our data base for guarantee purposes and repair services after warranties are finished. Information pertaining to invoicing and payment included are stored on our accounts software which is shared exclusively with our accountants. Paper copies of sales and purchase invoices are stored for a period of ten years and then destroyed.
Personal data will be stored on our electronic calendar for the purpose of appointments with customers, suppliers and appointments relating to workings of Charm Windows Ltd.
Charm Windows Ltd responds to enquiries received through email, and from customers visiting the showroom and telephone calls to the office. We respond to any complaints you may have made, or deal with any dispute which may arise during us providing our products and services to you, in the most effective manner.
Maintain our records and improve data accuracy, we process personal data in the course of maintaining and administering our internal records. This includes processing your personal data to ensure that the information we hold about you is kept up to date and accurate.
We only send out marketing that is requested by the customer. We may contact/call a customer to ask for permission for a customer to contact them for feed back on our company. We may contact/call customers to request permission to give their personal details to a third party organisation to conduct a survey on Charm Windows Ltd performance.
Sending quotations, invoices by post or email or by hand. Sending copy documents for insurance backed guarantee purposes. Sending relevant certification, by post or by hand (by hand is an employee of Charm Windows Ltd.)
To facilitate customer requests providing the goods and services that have been ordered.
Who we share your personal data with
To comply with the Competent Person Scheme for Self- Certification under Building Regulations. Your personal data which may include, title, name, address, phone numbers and email will be sent to the self-certification monitoring body and our chosen insurance backed guarantee company. (Customers can contact the office if you require details of who these companies are.)
To administer our guarantee and manufacturers guarantee we may need to organise visits from manufacturers to assess and rectify your product, for this purpose we will share your personal data. Consent is always received from the customer through conversation and a consent form from the 25th May 2018.
When processing your order we may require sub contactors /third party trades to complete work at your premises for example gas safe, electrical your personal data will be given to them for them to complete the work required.
Manufacturers name, telephone number and order number details will be passed to the customer as part of the guarantee administration.
Charm Windows Ltd’s website uses non-tracking cookies. Websites often use non-tracking cookies to provide functionality that is useful to visitors. They do not pose risk to privacy or to the confidentiality of personal communications.
We are committed to ensuring your information is secure. In order to prevent un-authorised access or disclosure, we have put in place suitable physical, electronic procedures to safeguard the information we collect from you.
Controlling Your Personal Information
You may request details of personal information which we hold about you. We may ask you to verify your identity and for information about your request. If you would like a copy of the information held on you, please write to the address below. We also have the right to charge an administrative fee if we feel the request is “manifestly unfounded or excessive, or for additional copies.
If you believe any information which we hold about you is incorrect or incomplete, please write to, email or call us as soon as possible. We will promptly correct any information found to be incorrect.
How Long Do We Keep Personal Data?
We hold personal information for as long as we have a legal or business reason to do so, which generally means as long as your guarantee is running, or if you call for continual repair work, or as required to meet our legal obligation(s) under applicable data for a certain period of time.
When your data is no longer needed we securely erase your personal data from our systems and micro cut shred any hard/ paper copies.
please Contact Charm Windows directly.