Privacy Policy

Introduction

This policy was amended on 20/04/2020 and replaces the previous privacy policy effective from 01/08/2012.

This page is used to advise our website visitors regarding our policy on the collection, use, and disclosure of personal information. This privacy policy sets out the data processing practices of Merronbrook Limited. Should we ask you to provide certain information by which you can be identified. then you can be assured that it will only be used in accordance with this privacy policy. We are committed to ensuring that your privacy is protected. This privacy policy may change, and you should review it regularly.

How to contact us?

Address:        Merronbrook Limited, Hazeley Bottom, Hartley Wintney, Hook, Hampshire, RG27 8LU

Phone:           01252 844 747

Email:             sales@merronbrook.co.uk

What information do we collect?

We may collect and process the following information:

• name, company details, job title;
• contact information for clients, suppliers and third parties (such as architects. structural engineers). Contact information includes: delivery and billing addresses, email address, phone number;
• order details;
• payment details (including debit or credit information);
• demographic information such as postcode, preferences and interests;
• other information relevant to customer surveys and/or offers.

Why do we collect this information?

There may be a number of reasons why we collect your personal information. Primarily it means we can provide our services of design and manufacture of engineered timber products to you. We use some of the information to meet the legal obligations on our business e.g completion of tax returns. Occasionally, and only with your agreement, we may use your personal information for marketing purposes to contact you with information on our services which we think may be of interest.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• We have a contractual obligation.
• It is necessary to comply with our legitimate business interests.
• It is necessary to comply with our legal obligations.
• You have indicated you are happy for us to do so. You are able to remove your consent at any time. You can do this by contacting us using the above contact details.

How do we collect this information?

We collect information directly this includes through your contact with us via phone, email, postal systems and when you provide information using secure website.

We also receive personal information indirectly from a third party involved in a project which we are involved with eg where an architect asks us to provide the design and quotation to the client directly, where a client contacts us and asks us to speak to a third party on site such as liaising with the carpenter, where we are involved post sale and are informed of the property owners details.

Our website also uses cookies to collect information about you. Our website also uses Google Analytics to process your data. Should you wish to know more about how cookies are used by Merronbrook Limited, please see our Cookies Policy.

https://www.merronbrook.co.uk/cookie/

How do we use this information?

We act as data controller. A ‘data controller’ determines the purposes and means of processing personal data. This means we have responsibility for your personal information.

We will use your personal information for:

• providing and developing our products and services;
• legal and regulatory reasons;
• marketing and market research; and
• verifying your identity and crime prevention.

We will only use the information you provide for the purposes indicated to understand your needs and provide you with a better service, and in particular for the following reasons:

• Internal record keeping.
• We may use the information to improve our products and services.
• We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
• From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

Who will we share your information with?

We may share your personal information with legal and regulatory bodies, auditors, legal advisers, insurers, IT service providers who process and store data on our behalf, professional advisers, credit reference agencies, identity authentication and fraud prevention agencies, authorised agents and third-party services to assist us with our business.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

• Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes.
• If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us at sales@merronbrook.co.uk or you can write to us at the address above and we will action your request.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting, if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 2018. An administrative fee may be payable in some circumstances e.g. where you are asking for a large amount of information or your request will take a lot of time and effort to process.

If you would like a copy of the information held on you, please write to or email us at the address above.

If you believe that any information that we hold on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

How long do we retain your personal information?

How long we retain information for depends on the reason or reasons we have your data.

We will continue to hold your personal information where you are in an active contract with us or you are continuing client of ours.

Inactive clients are those whom we have not had an “active contract” within the last 3 years and after 3 years you will be removed from our systems (if not other reasons for retention at that point remained).

If you have indicated that you are happy for us to have your personal information e.g. for the marketing of our goods and services we will retain your personal information to allow us to do that until you tell us otherwise. If you no longer wish us to contact you for this purpose, please contact us on the details above.

Where you have made an enquiry with us, and/or have contacted us for a quotation (whether or not one is subsequently provided) we will retain your personal information for 3 years.

Where we retain your personal information to comply with any legal obligations upon us we retain it for as long as we are required through that legal obligation to do so eg we retain any information relating to purchase and sales invoices in accordance with the requirements under English tax law ie 6 years plus the current tax year.

For completed projects and the data relating to it, we retain this for a maximum of 12 years this allows for us to respond to any warranty related queries or claims.

Once all relevant periods of time have expired the data is destroyed securely or where held electronically it is erased.

How we store your personal information?

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

We have implemented generally accepted standards of technology and operational security to protect personal data from loss, misuse or unauthorised alteration or destruction. We will notify you promptly in the event of any breach of your personal data.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. Such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your rights under the Data Protection Act 2018

Under the Data Protection Act 2018, you have the right to find out what information we store about you. This includes the right to:

• be informed about how your data is being used;
• access personal data;
• have incorrect data updated;
• have data erased;
• stop or restrict the processing of your data;
• data portability (allowing you to get and reuse your data for different services);
• object to how your data is processed in certain circumstances;

Children’s privacy

Our services do not address anyone under the age of 13. We do not knowingly collect personally identifiable information from children under 13. In the event we discover that a child under 13 has provided us with any personal information, we will immediately delete this from our servers.

Can I complain if I am unhappy with any of the above?

Yes, you can contact our Data Officer who has overall responsibility for the day-to-day implementation of this policy. Should you wish to make a complaint on how we have handled your personal data, please contact us to have the matter investigated on the contact details above.

Our business is founded on our high levels of customer service and a professional attitude to all we do, as such any complaint will be considered seriously and fully. We will respond to your complaint as soon as it is possible to do so and in any event by no later than 30 days from receipt of your complaint. If you remain unsatisfied with our response or believe that we are not handling your data in accordance with the applicable legislation then you may complain to the Information Commissioner’s Office. Their contact details are:

Address:        Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Phone:           0303 123 1113

Website:        https://ico.org.uk/make-a-complaint/

© Merronbrook Limited 2020