Data protection privacy notice for clients

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Data protection privacy notice for clients 1

This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.

Information that we collect

We may collect the following information about you:

  • Personal details such as your name, address, telephone number and email address
  • Details of the fees we have charged, the amounts you have paid and some payment details

Matai Stone is responsible for keeping secure the information about you that we hold.

We will ensure that the company complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.

Those within the company who have access to your information include and the Directors and the Office team responsible for the management and administration of the company.

How we use your information

To provide you with the services that you need, we require up-to-date and accurate contact details.

We will seek your preference for how we contact you about your product installation. Our usual methods are telephone, email or letter.

If we wish to use photos of your property, we will discuss this with you and seek your consent. We will anonymise your information.

We may contact you to check that you received good customer service throughout the process.

Sharing information

Your information is used only by those working at the Matai Stone.

We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.

In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies.

Keeping your information safe

We store your personal information securely on our company computer system and in a manual filing system. Your information cannot be accessed by those who do not work at the company; only those working at the Matai Stone have access to your information. They understand their legal responsibility to maintain confidentiality and follow company procedures to ensure this.

We take precautions to ensure security of the company premises, the company filing systems and computers.

We use high-quality specialist software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and we back-up information routinely.

We keep your records for 3 years after the date of your last invoice issued.

Access to your information and other rights

You have a right to access the information that we hold about you and to receive a copy. You should submit your request to the company in writing or by email. We will not charge you for copies of your information.

You can also request us to

  • Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change
  • Erase information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, invoices).
  • Stop using your information – for example, contacting you regarding a past service.

If you do not agree

If you do not wish us to use your personal information as described, you should discuss the matter with our Office Manager Bonnie Hodgkins. If you object to the way that we collect and use your information, we may not be able to continue to provide your product.

If you have any concerns about how we use your information and you do not feel able to discuss it with Bonnie Hodgkins or anyone at Matai Stone, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).