PRIVACY POLICY
EU GENERAL DATA PROTECTION ACT 2018
PRIVACY POLICY – CUSTOMERS
Select Windows (Home Improvements) Limited., Select House, Walsall Road, Walsall Wood, West Midlands WS9 9AQ as the data controller collect and use your name, address and contact details to process your enquiry / contract / order for the supply of windows, doors, conservatories and services
Enquiry
Retail Customers
The enquiry will be entered a leads book – recording customer name, address and contact information supplied with the enquiry to allocate a sales representative
Trade Customers
The enquiry will be entered onto our computer system – recording customer name, address and contact information supplied with the enquiry to generate a quotation
Commercial Customers
The enquiry will be entered onto our computer system – recording customer name, address and contact information supplied with the enquiry to generate a quotation / tender
Contracts / Orders
Retail Customers
The information given on the signed contract / order form is retained as hard copy and will be entered onto our computer systems – recording customer name, address and contact information as supplied for accounting purposes and for us to set-up a job file which will contain a copy of the contract / order form
Any financial arrangements documentation supplied in support of the contract / order will be retained within the accounts office and forwarded to the agreed finance source following completion and handover of the contract / order
Your name, address and contact details will be forwarded to our insurers in connection with the insurance backed guarantee and for us to comply with Building Regulation requirements a government approved organisation handling the registration process
We do not pass your details onto third parties
The information held in relation to the contract / order includes;-
Signed contract / order – hard copy retained in the job file – hard copy to Sales Representative
Account / job file set up – computerised account – hard copy job file – using customer name, address and contact information given on the contract / order
Survey Documentation – manual – using customer name, address, contact information given on the contract / order and job number
Works Order Documentation – computerised and hard copy – for production purposes – using customer name, location and job number
Purchase Orders for external supplies ie Glass units, electrical work, plumbing etc., – computerised and hard copy – using customer name, location and job number
Despatch notes – computerised and hard copy – using customer name, address, contact information given on the contract / order and job number
Installation Documentation – hard copy – to control the process – using customer name, address, contact information given on the contract / order and job number
Invoice – computerised and hard copy – using customer name, address, contact information given on the contract / order and job number
Appraisal forms – computerised and hard copy – to assess our performance – using customer name, location and job number
The appraisal forms will be made available in our showroom as testimonials unless indicated otherwise on the form
Customer service calls – computerised and hard copy – using customer name, address, contact information given on the contract / order and job number where known by the customer
Trade Customers
The information given on the signed order form / instruction to proceed is retained as hard copy and will be entered onto our computer systems – recording customer name, address and contact information as supplied for accounting purposes and the preparation of works order documentation.
We do not pass your details onto third parties
The information held in relation to the order form / instruction to proceed includes; –
Signed order form / instruction to proceed – hard copy retained in the job file – hard copy to Sales Representative
Account set up / review – computerised using customer name, address and contact information given on the order form / instruction to proceed
Works Order Documentation – computerised and hard copy – for production purposes – using customer name, location and job number
Purchase Orders for external supplies ie Glass units – computerised and hard copy – using customer name, location and job number
Despatch notes – computerised and hard copy – using customer name, address, contact information given on the order form / instruction to proceed and job number
Invoice – computerised and hard copy – using customer name, address, contact information given on the order form / instruction to proceed and job number
Customer service calls – computerised and hard copy – using customer name, address, contact information given on the order form / instruction to proceed and job number where known by the customer
Commercial Customers
The information given on the signed contract / order form / instruction to proceed is retained as hard copy and will be entered onto our computer systems – recording customer name, address and contact information as supplied for accounting purposes and the preparation of works order documentation.
We do not pass your details onto third parties
The information held in relation to the order form / instruction to proceed includes; –
Signed contract / order form / instruction to proceed – hard copy retained in the job file
Account set up – computerised – using customer name, address and contact information given on the order form / instruction to proceed
Job File(s) – computerised and hard copy – used for the collation of information supplied in relation to the contract including meeting minutes and related correspondence using customer name, address, contact information given on the contract / order form / instruction to proceed and job number(s)
Health & Safety Documentation including method statements and risk assessments – computerised and hard copy – using customer name, address, contact information given on the contract / order and job number
Survey Documentation – hard copy – using customer name, address, contact information given on the contract / order and job number
Scheduling information – computerised and hard copy – using customer name, address, contact information given on the contract / order form / instruction to proceed and job number(s)
Works Order Documentation – computerised and hard copy – for production purposes – using customer name, location and job number
Purchase Orders for external supplies ie Glass units – computerised and hard copy – using customer name, location and job number
Installation Documentation – computerised and hard copy – to control the process – using customer name, address, contact information given on the contract / order form / instructions to proceed and job number
Handover Documentation – hard copy – retained in separate file(s) – using customer name, address, contact information given on the contract / order form / instruction to proceed and job number
Despatch notes – computerised and hard copy – using customer name, address, contact information given on the contract / order form / instruction to proceed and job number
Invoice – computerised and hard copy – using customer name, address, contact information given on the contract / order form / instruction to proceed and job number
Customer service calls – computerised and hard copy – using customer name, address, contact information given on the order form / instruction to proceed and job number where known by the customer
Record Retention
The information related to the contract / order form / instruction to proceed will be retained as hard copy or on the computer system for a period of 10 years to service the guarantee period, after which it will be destroyed.
The hard copy records will be retained in secure storage areas with restricted access to authorised personnel
Computerised records will be retained on our secure server using industry standard security software and encryption with restricted access to authorised personnel which is monitored for unauthorised activity and backed up using hard drives
Record Removal
The customer has the right to request us to remove information from our system but by removing the information it may affect the service offered.
In this case please contact the Data Protection Officer, Mrs L Motycki at Select Windows (Home Improvements) Limited., Select House, Walsall Road, Walsall Wood, West Midlands.WS9 9AQ
Date of last update: 6th December 2024