Commercial home improvements for the trade

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: 7th August 2021

 

Terms & Conditions

Retail Guarantee and Warranty

Complaints Procedure