Privacy Notice & Cookie Policy

We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to tell you how we look after your personal data when you visit our website and/or use us to provide a service for you. We’ll also tell you about your privacy rights and how the data protection law protects you.

Who We Are 

This privacy notice aims to give you information on how we collect and process your personal data, including any data you may provide via this website or to us directly when you ask us a question, send us a message or fill in our contact form, virtual estimator or any other forms or otherwise do business with us.

Please note our website and our services are not intended for children and we do not knowingly collect data relating to children.

Data controller

Cheshire Building and Joinery Ltd is the controller and responsible for your personal data (collectively referred to as “we”, “us” or “our” in this privacy notice).

Our contact details are:

Registered Address: 64 Clifford Road, Poynton, Cheshire, SK12 1JA

Email Address: info@cheshirebuildingandjoinery.co.uk

Contact Number: 07777 661135

Third-party links outside of our control

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.

The Personal Data We Collect About You

Personal data means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office at www.ico.org.uk

We collect, use, store and transfer different kinds of personal data about you including but not limited to the below:

• Identity Data including your name, title and marital status
• Contact Data including your postal address, email address and telephone number
• Company Data including contact information, email address, telephone number and details of your products and services
• Financial Data including bank details and financial information for invoicing and payment purposes
• Technical Data including your IP address, details about your browser, page views and how you use our website
• Information relating to compliments or complaints
• Project Data including details of the services we are providing for you, contracts, quotations and any correspondence and any health and safety information relating to the service
• Any information, photographs or drawings you provide directly to us whether through our contact forms, virtual estimator or via any other means of communication

We do not knowingly collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions or offences.

If you do not provide personal data

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

How We Collect Your Personal Data

We use different methods to collect data about you including:

• Directly from clients – you may give us your personal data by email, phone or any other means of communication
• Directly from professionals – you may give us your company data with a view of doing business together
  • Use of our website and contact forms or virtual estimator on our website
  • Via our social media
  • Requesting quotes or services information to be sent to you

How We Use Your Personal Data

We will only use your personal data when the law allows us to. We will use your personal data in order to:

• Perform of Contract – this 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.
• Legitimate Interest – this means the interest of our business in conducting and managing our business to enable us to give you the best service and the 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).
• Comply with a legal or regulatory obligation – this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Purposes for which we will use your personal data

We have set out below a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.

We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To respond to any enquiries or complaints you may have	Identity data Contact data Project Data	Performance of a contract Comply with legal or regulatory obligation
To process a quotation or estimate for you	Identity data Contact data Project Data	Performance of a contract Legitimate Interest
To perform the service you have requested from us	Identity data Contact data Project Data Financial data	Performance of a contract Comply with legal or regulatory obligation
To administer, protect and manage our business and website	Identity data Contact data Project Data Company Data Financial data Technical data	Performance of a contract Legitimate Interest Comply with legal or regulatory obligation
To keep records of quotations, services and communications with you	Identity data Contact data Project Data Financial data	Legitimate Interest Comply with legal or regulatory obligation
To be able to do business with you and pay your invoices	Company Data Financial Data Identity Data Contact Data	Performance of a contract Comply with legal or regulatory obligation

Change of purpose

We will only use your personal data 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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Who We Share Your Personal Data With

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

• Service providers who provide website, client CRM, IT and system administration services
• Building Contractors and Suppliers who provide building materials or perform services for us
• Administration Contractors who provide support to manage our administrative systems
• Professional advisers including lawyers, bankers, accountants, auditors and insurers
• HMRC and Government bodies that require us to report processing activities or otherwise disclose your personal data

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.

International Transfers

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Please see below a list of companies where some or all data is stored outside of the UK:

Organisation	Category	Country Data Is Sent To	GDPR Compliance	Transfer Mechanism
Google.com	Email Provider and Website Provider & Analytics Tracker	USA & International Data Centers	Comply with UK GDPR	Electronic
Monday.com	CRM Client Database	Europe	Comply with UK GDPR	Electronic
WordPress.org	Website management	International	Comply with UK GDPR	Electronic

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 have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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.

Data Retention

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.

We will ensure that all personal data is securely disposed of when it is no longer needed.  Please see details of our retention periods below:

Type of record	Retention period	Where is it stored?	Reason	Method of deletion
Suppliers, Contractors and Professional Advisors:
Contracts with suppliers, contractors and advisers	6 years after last action	Electronically	To fulfil contract	Electronic Deletion
Identity & Contact Details	6 years after last action	Electronically	Business Need	Electronic Deletion
Invoices	6 years after last action	Electronically	To comply with the law	Electronic Deletion
Tax and Accounting Records:				Electronic Deletion
Tax returns	10 years from end of fiscal year	Electronically	To assist with audit To comply with the law	Electronic Deletion
Accounting & financial management information	6 years from end of fiscal year	Electronically	To assist with audit To comply with the law	Electronic Deletion
Stock transfer forms and share certificates	20 years from purchase	Electronically	To assist with audit To comply with the law	Electronic Deletion
Client Records:
Contracts with clients including Identity & Contact Data and quotations	6 years after last action	Electronically	To assist with audit To fulfil guarantees To deal with complaints	Electronic Deletion
Client communications	6 years after last action	Electronically	To deal with complaints	Electronic Deletion
Invoices and financial transaction records	6 years after last action	Electronically	To comply with the law	Electronic Deletion
Prospective Client Records	1 year after last action	Electronically	Business Need	Electronic Deletion
Operational records:				Electronic Deletion
Vehicles	Keep asset and depreciation records for 6 years after end of financial year to which they relate	Electronically	To comply with the law	Electronic Deletion
Health & Safety Data & Records and Assessments	6 years after last action	Electronically	To comply with the law Business Need	Electronic Deletion
Policies/Procedures	6 years	Electronically	Business Need	Electronic Deletion
Complaints	6 years from end of fiscal year	Electronically	Business Need To comply with the law	Electronic Deletion
Register of members	Life of company	Electronically	Business Need	Electronic Deletion
Memorandum of association	Life of company	Electronically	Business Need	Electronic Deletion
Register of directors and secretaries	Life of company	Electronically	Business Need	Electronic Deletion
Employer’s liability insurance & other insurance certificates	Life of company	Electronically	Business Need	Electronic Deletion
Intellectual property records:				Electronic Deletion
Copyright material	50 years from expiry	Electronically	Business Need	Electronic Deletion
Email records:
Email correspondence	Archive emails after 6 months	Electronically	Business Need To be able to deal with complaints	Archive – or electronic deletion

Your Legal Rights

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

• The right to request a copy of the personal data which we hold about you;

• The right to request that we correct any personal data if it is found to be inaccurate or out of date;

• The right to request your personal data is erased where it is no longer necessary to retain such data;

• The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;

• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable 9i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);

• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

• The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).

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

No fee required – with some exceptions

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 admin 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 (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.

Your Duty To Inform Us Of Any Changes

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.

Information About Our Use Of Website Cookies

We may use cookies on our website to track your use of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

We may use the following cookies:

• Strictly necessary cookies    These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to send us a contact request or virtual estimator form.                                                                       

• Analytical/performance cookies     They 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.                                                                     

• Functionality cookies         These are used to recognise you when you return to our website. This enables us to personalise our content for you or remember your preferences where applicable.                                                                                            

• Targeting cookies     These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website more relevant to your interests. We may also share this information with third parties such as Google or WordPress but only where necessary.                                                                                           

The table below explains the cookies we use and why.  This is not an exhaustive list as cookies set by website plugins,  Wordpress or Google Analytics may be updated or changed from time to time.

Cookie	Purpose
WordPress – session cookies	These cookies remember any personalised settings and functions
Google.com – analytics cookies	These cookies track users on our website
WP – Bridge Core	Plugin that adds additional features needed by our website theme
WP Classic Widgets	Plugin that allows widgets to be placed on our website
WP – Contact Form 7	Plugin that allows contact forms to be submitted on our website
WP – Elementor & Pro	Plugin that allows us to design our website pages
WP – Security Optimizer	To improve website security
WP – Speed Optimizer	To improve page loading speed
WP SVG Images	To allow images to show on our website
Social Media Link Widgets	Tracking from our website to the relevant social media platform
Images and Pictures	These may contain embedded location data

Please note that third parties (including advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control and we cannot accept any liability for the third party’s compliance with its legal obligations. These cookies are likely to be analytical/performance cookies or targeting cookies:

We use Google.com for analytics and WordPress for our website design.

Advertising cookies can be de-activated by visiting the consumer page to manage the use of these types of cookies.

You can also block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org  or www.allaboutcookies.org.

If You Have Any Questions

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact us.  The details on how to contact us are below:

Registered Address: 64 Clifford Road, Poynton, Cheshire, SK12 1JA

Email Address: info@cheshirebuildingandjoinery.co.uk

Contact Number: 07777 661135

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.