This privacy notice aims to give you information on how we collect and process personal data through the use of our services. It is important that you understand this privacy notice, and if you are also a customer of ours, that you read it together with our term and conditions.
We may update this notice from time to time. Where a change is significant. We’ll make sure we let you know, usually by sending you an email.
Solicon® Conservatory Roofs is the organisation behind Solicon® Conservatory Roofs. This privacy notice aims to give you information about how we collect and process personal data in accordance with our obligations.
You can contact us at any time through info@SOLICONSERVATORYROOFS.CO.UK or engage our Data Protection Officer (DPO) by directly contacting them at INFO@SOLICONSERVATORYROOFS.CO.UK
Our Head Office and postal address is:
Solicon® Conservatory Roofs
49 Station Road
Telephone 01323 382898
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO. So please contact us through one of the ways above, or perhaps speak to your account manager in the first instance.
As a responsible supplier we really want to help where we can do so. Our philosophy for data protection and privacy extends beyond personal data into the protection and privacy for all valuable information.
Personal data means different things to different people, so we adopt the meaning from the General Data Protection Regulations (GDPR) which is in force from May 25th 2018. Personal data we process includes data such as first name, surname, email address, avatar/profile photo, IP address, job role, contact information along with any personally identifiable content in support requests. Payment and banking information is generally provided at a corporate information level but it will also be considered personal data where, in the unlikely event, an individual is paying for the services from their own account and we may need to know some of that banking or credit card information.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to determine the attractiveness of a particular feature or evaluate performance for future investments. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with support for Solicon® Conservatory Roofs (Marren Healthcare Ltd)). In this case, we may be relieved of that specific contractual obligation or choose not to proceed with a request but we will notify you if this is the case at the time.
When you visit our website or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:
Important note – If you’re someone who doesn’t have a relationship with us but believe that a Solicon® Conservatory Roofs user has entered your personal data into our website, you’ll need to contact that user’s organisation for any requests. They will be the data controller in that instance and we are the data processor. This includes where you want to access, correct, amend, or request that the user delete your personal data, or address any other individual’s rights. If you did still contact us, we will attempt to redirect you to contact the organisation you think may have entered the data.
We will not share your personal data with any other company for marketing purposes.
Your data may technically be shared for the purpose of sub processing as part of a contract we have with a third party supplier, for example a third-party data centre or rehabilitation center processing information on our behalf. We may also be required to share your data with law enforcement, government agencies, courts or regulators in order to comply with applicable laws. Where allowed, we will notify you of this type of disclosure. Your data may also be shared with a potential acquirer or investor of our company, or any part of it, and any other people where we have your consent.
We will only use your personal data when the law allows us to, following one of the lawful bases within the GDPR. Most commonly, we will use your personal data in the following circumstances:
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
You have the right to withdraw consent or opt out at any time by contacting us or using the relevant mechanism provided in the communication at the time e.g. unsubscribe from a mail marketing campaign, or ‘do not contact’ response in a specific email sent by one of our staff.
Once opted out a minimal amount of data will be held in a suppression / do not contact list so that we avoid any future contact.
We have set out below, in a simple table format, a description of the ways we might use your personal data, and which of the legal bases we rely on to do so. We may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Set out below is a little more about the types of lawful basis that we will rely on to process your personal data.
Comply with a legal or regulatory obligation – means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
For customers using our UK/EU data centre: The UK is the primary processing location for your personal data within Solicon® Conservatory Roofs. For backup and redundancy purposes, a copy of that data is transferred to a data centre in the United Kingdom.
Personal data provided for support queries, accounting, sales and marketing purposes, is primarily handled in the UK. It may also involve transferring your data outside the UK because some of the third parties we use for sub processing have their facilities in other countries. Where your personal data is transferred outside the UK, it will only be transferred to countries that have been identified as providing adequate protection for UK data or to a third party where we have approved transfer mechanisms in place to protect your personal data like the European Commission’s Standard Contractual Clauses.
Please contact us if you want further information on the specific mechanism we use when transferring your personal data out of the UK.
We have put in place measures to protect the confidentiality, integrity and availability of your personal data and a host of other security practices. We aim to be a responsible supplier and prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, and avoid it being altered or disclosed where it shouldn’t be. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality and each one has relevant contracts in place to reinforce that aim.
We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. Our intent is to notify within 24 hours or as soon as we become aware of any breach.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Following that period, we’ll make sure it’s deleted or anonymised.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. For example by law we have to keep basic information about customers for 6 years for tax and other purposes after they cease being customers. Depending on the use of Solicon® Conservatory Roofs some personal data may still be held because it is part of an initiative you contributed to that is still in existence and your organisation wants an audit trail.
In some circumstances you can ask us to delete your data and request erasure as one of your legal rights, as set out below.
You have legal rights for your personal data and in summary these are:
We have policies and practices in place for each of these requests so if you wish to exercise any of them please contact us and we will process that accordingly. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all valid requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
You will not normally have to pay a fee for exercising your legal rights if the request is straightforward and valid. In the event the request is repetitive, excessive or unreasonable we will charge a reasonable fee. We may also choose to refuse a request. In this instance ICO guidance will be followed when choosing not to respond and this will include an explanation why, informing you of your right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.
You have the right to: