MBE Privacy Policy

Martin Barker Electrical Ltd is committed to protecting and respecting your privacy.

Privacy Policy

This privacy notice has been compiled in order to respect and protect those who are concerned with how their ‘Personally Identifiable Information’ (PII) is used. PII, as used in privacy law and information security, is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. Please read our privacy policy carefully to get a clear understanding of how we collect, use, protect or otherwise handle your Personally Identifiable Information. This Privacy Policy only applies to Martin Barker Electrical Ltd; It does not apply to the practices of third parties or entities that we do not own, control, or the personnel that we do not manage or hire.

What personal information do we collect?

Any personal or necessary information you provide during the submission of forms, orders of products or services, or use of any services on or through our website will be collected and stored. Personal information as defined by this Privacy Policy is any information that identifies you personally, including but not limited to name, address, telephone number and email address. You may decide whether to provide personal information to us at your discretion; however, if you decline to do so, you may not be able to retain our services.

When do we collect information?
We collect information from you when you register on our site, request a quotation from us, place an order with us, subscribe to a newsletter or enter information on our site.

How do we use your information?
We may use the information we collect from you in the following ways:

  • To personalise user’s experience and to allow us to deliver the type of content and product offerings in which you are most interested.
  • To quickly process your transactions.
  • To send periodic emails regarding when your electrical testing renewal is due.

How do we protect your information?
Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential.

Do we use ‘cookies’?
Yes. Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your Web browser (if you allow) that enables the site’s or service provider’s systems to recognize your browser and capture and remember certain information. For instance, we use cookies to help us remember and process the items in your shopping cart. They are also used to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future.

You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser (like Internet Explorer) settings. Each browser is a little different, so look at your browser’s Help menu to learn the correct way to modify your cookies.

If you disable cookies, some website features will be disabled, which may adversely affect the user experience.

Third Party Disclosure
We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information.

Legitimate interests

Under the new data protection law starting in May 2018 we have a number of lawful reasons that we can use (or ‘process’) your personal information. One of the lawful reasons is called ‘legitimate interests’.

Broadly speaking Legitimate Interests means that we can process your personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests.

So, what does this mean?

When you provide your personal details to us we use your information for our legitimate business interests to carry out the processing of your enquiries, quotations, and orders, along with providing information regarding when your electrical testing renewal is due (based upon previous tests which you have instructed to carry out).

Before doing this though, we will also carefully consider and balance any potential impact on you and your rights.

Your Rights

As an individual, you have the following legal rights:

  • the right of access to personal data relating to you
  • the right to correct any mistakes in your information
  • the right to ask us to stop contacting you with direct marketing
  • the right to prevent your personal data being processed in some circumstances
  • the right to object to processing of your data where processed on the grounds of legitimate interests
  • the right to erasure in some circumstances

If you would like to exercise your rights, please contact us using the details set out below.

We will respond to any rights that you exercise within a month of receiving your request.

Opting out:
If at any time you would like to unsubscribe from receiving future communications from us, you can email us at admin@mbelectrical.co.uk and we will promptly remove you from ALL correspondence. Please note that our mailshot communications also have an unsubscribe link.

Contacting Us
If there are any questions regarding this privacy policy you may contact us using the information below.

Martin Barker Electrical Ltd, 437 Ashley Road, Poole, Dorset, BH14 0AX

Tel: 01202 744117

admin@mbelectrical.co.uk

Data Protection Policy

Introduction

Martin Barker Electrical Ltd needs to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.

Why this policy exists

This data protection policy ensures Martin Barker Electrical Ltd:

1) Complies with data protection law and follow good practice

2) Protects the rights of staff, customers and partners

3) Is open about how it stores and processes individuals’ data

4) Protects itself from the risks of a data breach

Data protection law

The Data Protection Act 1998 describes how organisations — including Martin Barker Electrical Ltd — must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The Data Protection Act is underpinned by eight important principles. These say that

personal data must:

  1. Be processed fairly and lawfully
  2. Be obtained only for specific, lawful purposes
  3. Be adequate, relevant and not excessive
  4. Be accurate and kept up to date
  5. Not be held for any longer than necessary
  6. Processed in accordance with the rights of data subjects
  7. Be protected in appropriate ways
  8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection

People, risks and responsibilities

Policy scope

This policy applies to:

1) The head office of Martin Barker Electrical Ltd

2) All branches of Martin Barker Electrical Ltd

3) All staff and volunteers of Martin Barker Electrical Ltd

4) All contractors, suppliers and other people working on behalf of Martin Barker Electrical Ltd

It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

1) Names of individuals

2) Postal addresses

3) Email addresses

4) Telephone numbers

5) …plus any other information relating to individuals

Data protection risks

This policy helps to protect Martin Barker Electrical Ltd from some very real data security risks,

including:

1) Breaches of confidentiality. For instance, information being given out inappropriately.

2) Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.

3) Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.

Responsibilities

Everyone who works for or with Martin Barker Electrical Ltd has some responsibility for ensuring data is collected, stored and handled appropriately.

Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles. However, these people have key areas of responsibility:

1) The board of directors is ultimately responsible for ensuring that Martin Barker Electrical Ltd meets its legal obligations.

2) The data protection officer, is responsible for:

o Keeping the board updated about data protection responsibilities, risks and issues.

o Reviewing all data protection procedures and related policies, in line with an agreed schedule.

o Arranging data protection training and advice for the people covered by this policy.

o Handling data protection questions from staff and anyone else covered by this policy.

o Dealing with requests from individuals to see the data Martin Barker Electrical Ltd holds about them (also called ‘subject access requests’).

o Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

3) The IT manager, is responsible for:

o Ensuring all systems, services and equipment used for storing data meet acceptable security standards.

o Performing regular checks and scans to ensure security hardware and software is functioning properly.

o Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.

4) The marketing manager, is responsible for:

o Approving any data protection statements attached to communications such as emails and letters.

o Addressing any data protection queries from journalists or media outlets like newspapers.

o Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.

General staff guidelines

1) The only people able to access data covered by this policy should be those who need it for their work.

2) Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.

3) Martin Barker Electrical Ltd will provide training to all employees to help them understand their responsibilities when handling data.

4) Employees should keep all data secure, by taking sensible precautions and following the guidelines below.

5) In particular, strong passwords must be used and they should never be shared.

6) Personal data should not be disclosed to unauthorised people, either within the company or externally.

7) Data should be regularly reviewed and updated if it is found to be out of

date. If no longer required, it should be deleted and disposed of.

8) Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.

Data storage

These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller.

When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.

These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:

1) When not required, the paper or files should be kept in a locked drawer or filing cabinet.

2) Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.

3) Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

1) Data should be protected by strong passwords that are changed regularly and never shared between employees.

2) If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.

3) Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.

4) Servers containing personal data should be sited in a secure location, away from general office space.

5) Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.

6) Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.

7) All servers and computers containing data should be protected by approved security software and a firewall.

Data use

Personal data is of no value to Martin Barker Electrical Ltd unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:

1) When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.

2) Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.

3) Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.

4) Personal data should never be transferred outside of the European Economic Area.

5) Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.

Data accuracy

The law requires Martin Barker Electrical Ltd to take reasonable steps to ensure data is kept accurate and up to date.

The more important it is that the personal data is accurate, the greater the effort Martin Barker Electrical Ltd should put into ensuring its accuracy.

It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.

1) Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.

2) Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.

3) Martin Barker Electrical Ltd will make it easy for data subjects to update the information Martin Barker Electrical Ltd holds about them.

4) Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.

Subject access requests

All individuals who are the subject of personal data held by industry suppression files are entitled to:

1) Ask what information the company holds about them and why.

2) Ask how to gain access to it.

3) Be informed how to keep it up to date.

4) Be informed how the company is meeting its data protection obligations. If an individual contacts the company requesting this information, this is called a subject access request.

5) Subject access requests from individuals should be made by email, addressed to the data controller at admin@mbelectrical.co.uk The data controller can supply a standard request form, although individuals do not have to use this. Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.The data controller will always verify the identity of anyone making a subject access request before handing over any information.

Disclosing data for other reasons

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, Martin Barker Electrical Ltd will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.

Providing information

Martin Barker Electrical Ltd aims to ensure that individuals are aware that their data is being processed, and that they understand:

1) How the data is being used

2) How to exercise their rights

To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.

[This is available on request. A version of this statement is also available on the company’s website.]

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