Privacy Policy
Protecting you and your data.
Background
Vertex Design & Build Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers, employees, associate partners, and data subjects and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
Vertex Design & Build Ltd
Is a Limited Company registered in England under company number 06483109.
Data Protection Officer: Maysun Iqbal Mohammed.
Email address: maysun@vdb.co.uk
Telephone: 03316 30 90 30
2. What Does This Notice Cover?
This Privacy Notice explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 11 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
h) Rights relating to automated decision-making and profiling - we do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 11.
5. What Personal Data Do You Collect and How?
We may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. We do not collect any ‘special category’ or ‘sensitive’ personal data or personal data relating to children or data relating to criminal convictions and/or offences.
Data Collected How We Collect the Data
Identity Information such as: your name and title. Via post, telephone, email, or our website
Contact information such as: address, business address, email address and telephone number. Via post, telephone, email, or our website
Business information such as: business name, job title, profession, and position. Via post, telephone, email, or our website
Payment information such as: Bank Details Via post, telephone, email, verbally
6. How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:
What We Do What Data We Use Our Lawful Basis
Administering our business. Name, address, business address, email address, telephone number. The lawful basis upon which we rely is in the execution of our contracts with you, upholding any other agreements we may have with you, fulfilling any requests you may make to us in the capacity we have as a business, or in complying with our legal obligations.
Supplying our services to you. Name, address, business address, email address, telephone number. The lawful basis upon which we rely is in the execution of our contracts with you, upholding any other agreements we may have with you, fulfilling any requests you may make to us in the capacity we have as a business, or in complying with our legal obligations.
Communicating with you. Name, address, business address, email address, telephone number. The lawful basis upon which we rely is in the execution of our contracts with you, upholding any other agreements we may have with you, fulfilling any requests you may make to us in the capacity we have as a business, or in complying with our legal obligations.
Supplying you with information by email or post that you have opted-in-to, or have specifically requested (you may opt-out at any time by contacting us at info@vdb.co.uk) Name, address, business address, email address. The lawful basis upon which we rely is in the execution of our contracts with you, upholding any other agreements we may have with you, fulfilling any requests you may make to us in the capacity we have as a business, or in complying with our legal obligations.
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message or post with information, news, and offers on our services, or to make a request for your services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.
We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 11.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
7. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is reasonably necessary in light of the reason(s) for which it was first collected. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. In some instances, the retention period will be for as long as the applicable legal requirements stipulate, for example, by law, we have to keep basic information about our customers (including contact, identity, financial and transactional data) for six years after they cease being customers for tax purposes. However, in the absence of such legal requirements we will determine the length of retention based on a multitude of factors, namely; the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information, whether we can achieve those purposes through other means, whether we believe that we are still under a contractual duty of care to you or your business, and/or whether under a duty to fulfil a product/material warranty.
Our retention guidelines recognise that our industry sector clients often require experienced support on a long-term basis, particularly clients with large property portfolios and maintenance requirements, will be regularly needing our services and/or advice on a frequent basis.
We may anonymise your personal information (so that it can no-longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Our Privacy Notice and our above data retention guidelines are periodically reviewed in light of changes within the law and in the interest of keeping our customers, clients, prospective clients, and partners data up to date, accurate and secure.
8. How and Where Do You Store or Transfer My Personal Data?
We will only store your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
• limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
• procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;
• storing personal data within our own password protected servers, and, where in hard-copy, kept secure in fire-proof, waterproof safety cabinets to ensure data integrity and to prevent any potential data breach or data destruction.
9. Do You Share My Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions:
If we need to execute our legal obligations, and contractual obligations to yourself or your company in pursuance of a contract then we may also share your details with our associate partners/sub-contractors to ensure that your work is carried out in the correct and appropriate manner.
If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Notice.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
10. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email address shown in Part 11.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 28 days and, in any case, not more than 6 weeks of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Maysun Iqbal Mohammed):
Email address: maysun@vdb.co.uk
Telephone number: 03316 30 90 30
12. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available at vdb.co.uk. This Privacy Notice was last updated on 17/08/2022.