Keeping Your Data Safe
This policy is effective from 10/05/2018 and revised on 15/10/2020.
GDPR – The new EU law for data protection and privacy.
Keeping Your Data Safe
We want you to rest assured that your data is always respected as it represents who you are. We will never sell or pass your data to third parties and only will use the information you provide to us, safely, securely and only to communicate with you about our projects and services.
We believe in 100% transparency, so you can be assured your data is safe, secure and protected.
At this moment in time, we use Google Analytic tracking cookies which track your location, device, screen size, and how long you stayed on the website. This helps us to improve your website analytics to see how long visitors spend time on the site, which pages have the higher traffic and their locations which we can use for marketing purposes.
We may collect and process the following categories of information about you:
Your name and surname and your contact details
(email address, telephone number and postal address)
When you complete a quotation or sample request.
When you complete a contact form requesting more information about us or our services
The communications you exchange with us (for example, your emails, letters or calls
When you contact us or you are contacted by us
Your posts and messages on social media directed to SmartHaus Ltd
When you interact with us on social media
When you reply to our requests for feedback
We do not collect any sensitive data from /of you.
Contact Form, Brochure Request Form, Book Appointment Form. When a visitor fills out a form on our website, we will use this information to provide a quotation or to post out a sample out. We keep a digital copy of your enquiry which contains the data you entered in on our website.
Your full name = Required so we can address you correctly
Your phone number = Required so we can call you to discuss your quotation
Your email address = Required so we can email your quotation to you or email you for more information about your project.
Your Postal Address = Optional, but required for us to send brochures to you.
Your postcode = Required. Your demographic information is required to check if we cover your area and also calculate fuel and travel costs.
To communicate with you. We use the contact details that you have provided so we can communicate with you with project updates, meeting confirmations, chasing payments and more. These communications (personal email and sms) are not used for marketing purposes.
To improve your customer experience. We use your data to tailor our services to your needs and preferences to provide you with the best possible customer service and product solutions. We may obtain information on how you found us, which services you searched for in order to understand your preferences and also gain insight.
To inform you about news and offers. At the moment we do not carry out any email marketing, but we may in the future. If you are happy to receive marketing communications, we will provide you with news or offers that may be of interest.
Please note that we do not share your contact details and other personal data with other companies for marketing purposes.
If you do not want to receive marketing communications from us can also choose to opt out from receiving marketing communications at any time, by clicking on the relevant unsubscribe link at the bottom of any marketing related email you may receive from us.
Your data is stored on secure environment platforms. These are encrypted along with username and password protected.
Quotes & Invoices. Your data such as full name, address, postcode, phone, email is stored on an offline networked database and is accessed by 4 members of staff. Each computer that connects to this database is password protected and each user has a further password to access the database.
Accounts. Your data such as full name, address, postcode, is stored on an offline computer and is accessed by 3 members of our accounts team. They are trained and aware of the privacy and protection of data. Each machine that connects to the accounts database by machine is password protected and same for the cloud services which requires additional passwords to gain access. The cloud element to this account system is provided by Sage which carry out their own GDPR and Privacy Policies.
Project Tracking. We use an encrypted password protected online system to track projects. Project information gets transmitted by e-mail to the installation team and fitters. Such information includes your full name, address, phone number so they can contact you with their ETA for your project job.
Your surname will be used to identify the project for manufacturing production department so they can identify the elements of your order.
Your data is stored on 3 platforms which allow different departments the ability to use your information for accounts purposes, project design fabrication/delivery, or quoting and invoicing.
Your data is only accessed by the departments that require your data to carry out the fulfilment of services provided. Accounts Department use your data to track payments made and outstanding. Admin Department use your data to track projects, raise quotes and invoices and other documents.
You can request a copy of the data that we hold at any time. Please email your request to email@example.com. We will action this within 24 hours, which gives us time to collage, and provide the information in a secure encrypted password protected zip file which can be transmitted or posted to you at no cost.
You have the right to request a full deletion of your data that we hold. Please send your request to firstname.lastname@example.org and we will action your request with no cost involved. We will do this within 24 hours of your notice. This gives us the time to full remove all traces of your details.