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SMITH & O’SULLIVAN LTD

GDPR Compliant Privacy Notice

Who we are:

Smith & O’Sullivan Limited (‘we’, ‘us’ or ‘our’) an SME specialising in delivering property maintenance repairs and services within the London, Home Counties and the South East of the United Kingdom.  We are registered in England & Wales since November 1979 our registration number is 1394213.  We are registered with the Information Commissioner’s Office (ICO) our registration number is Z8463121.

Compliance is key to our business and we take your privacy very seriously, when we do collect data, we do so under the General Data protection Regulations as a Data Controller and Data processor. By Data Controller we mean that we determine the purpose and the way in which your personal data is and shall be processed.

We may make changes or amendments to this notice. We shall notify you of any changes and we shall update this Privacy Notice via our website.

The purpose of this notice is to help you understand how and why we collect information from you;

  • Who we share your information with and on what basis
  • What your rights are, controlling your personal data
  • How you can contact us

When do we collect your data?

We will collect your personal information in a number of ways:

  • When you provide it to us directly
  • When you visit our website
  • When you contact us by means of e.g.; telephone, email
  • When you engage with us on social media
  • When you visit our premises which have CCTV systems. (These systems are in place for the security and safety of you, our staff and property)
  • Via Company vehicle tracker systems
  • When you give permission to a third party to share it, we will always check with the data provider that you have agreed to receiving data from a third party
  • When you invite us to tender for works
  • When you enter into a binding contractual arrangement or process.

What type of data do we collect?

Collecting very specific and relevant information is a necessary part of us being able to carry out our business activities and to provide our services. In carrying out our business we collect the following information from different groups of people

  • Name
  • Contact details including address, email address and telephone numbers
  • National Insurance number
  • UTR number
  • Bank details
  • Health surveillance forms
  • Qualifications, membership of  Professional bodies
  • Copies of any documentation you are requested to provide to us
  • DBS reports
  • Details and recordings of communication with us through e mail, telephone, in writing, in person or via social media
  • Information relating to customer surveys and KPI’s
  • Details of your visits to our website via the use of cookies
  • Recorded images on CCTV when visiting our premises
  • Details of routes and whereabouts of our company vehicles
  • Client contact details
  • Tenant/Resident contact and address details
  • Risk Register details

Why do we need your data?

Data protection says we are allowed to use and share your personal data only where we have a proper reason to do so. The law says we must have one or more of these reasons and these are:

  • Contract – your personal information is processed in order to fulfil a contractual arrangement e.g.; to carry out works
  • Consent: Where you agree to us using your information in this way e.g.; for health surveillance, safeguarding of vulnerable persons
  • Vital Interests: this means we can process personal data if it is necessary to protect life, this can be the life of the data subject or someone else
  • Legitimate interest: this means the interest of Smith & O’Sullivan Ltd  in managing our business to allow us to provide you with the best service in the most secure and appropriate way
  • Compliance with a Legal obligation/s; where there is a statutory or other legal requirement to share the information e.g.; when we have to share your information for law enforcement purposes

We can break the data we collect into the following categories;

Employee and Operatives Data: is collected and handled by HR/Administration to fulfil our legal obligations and to ensure the safety of the employee and our clients as follows;

  • We collect data to ensure individuals have the right  to work within the United Kingdom
  • For identification purposes
  • To ensure compliance with tax and employment laws
  • To ensure you receive the correct tax treatment and salary payments
  • To ensure all payments are made to the correct bank
  • To ensure correct pension contributions
  • Insurance purposes
  • To ensure you are not requested to carry out tasks that would endanger or exacerbate pre-existing health conditions
  • To ensure you do not present a risk to any of our clients, residents, tenants and/or vulnerable persons or groups
  • Vehicle tracking for safety, security and cost saving
  •  CCTV – for personal safety and security of property and goods purposes

Supplier Data/Sub-Contractor Data:

We collect data from you to enable us to carry out our contractual arrangements to fulfil our legal obligations and to ensure the safety of our employees, our clients and yourselves as follows;

  • We collect data to ensure individuals have the right  to work/operate a business within the United Kingdom
  • For identification purposes
  • To ensure adequate insurances
  • To ensure correct professional and Health & Safety training standards
  • To ensure auditable product and guarantee compliance
  • To ensure compliance with tax laws
  • To ensure you receive the correct tax treatment
  • To ensure all payments are made to the correct bank account

Client Data:

As a customer or client (prospective, current or past) of Smith & O’Sullivan Ltd we need to collect and use information about you, supplied by you, your company/organisation, residents, tenants and/or clients as follows:

  • Sending and sharing with you information by e mail, telephone, Portal, web and post relating to registering our interest and participation in tender opportunities e.g.; ITT, PIN etc.
  • Ensuring legal compliance and tax laws
  • Insurance purposes
  • Sharing and sending accounting information for payment applications, invoicing and retentions
  • Responding to and sharing your queries and requests for information
  • Successful fulfilment of contractual opportunities and obligations;
  • Identification of property addresses, contact names and telephone numbers
  • Safe guarding tenants/residents and our work force
  • For the purpose of meeting and fulfilling warranty/guarantees

Website Visitors; We use third party services to generate useful insights into visitors to our site and to help us manage the services we provide, this includes information such as how you use our website, the frequency with which you access our website and the times that our website is most popular.

Age Limitations:

We do not allow or offer the use of our services or websites by any person under the age of 16 years old.  Should you know of anyone under the age of 16 year that has provided us with information, please contact us as soon as possible via the following methods:

  • E mail: compliance@smithosullivan.com
  • Telephone 01268 284393
  • Write to: The Administration Manager,  Smith & O’Sullivan Ltd, 2 Bentalls, Pipps Hill, Basildon, Essex, SS14 3BS

How we look after your data:

We are committed to ensuring that your information is secure at all times, in order to stop unauthorised access or disclosure, we have put into place suitable physical, electronic and managerial procedures to safeguard the information we collect.  We continually monitor our systems for potential areas of vulnerabilities and attacks and we regularly carry out penetration testing to identify additional ways to protect your data and our business.

How long we keep your data:

We will only keep your data for as long as it is necessary for the purpose for which it was collected.  At the end of the required retention period we will destroy, delete or anonymise your data.

Who do we share your data with?

Sometime we have to share your personal data with trusted third parties in order to fulfil our contractual and legal requirements, to ensure your data is kept safe we apply the following policies to all organisations;

  • We provide ONLY the information they need to perform their specific services
  • They may only use your data for the exact purposes we specify in our contract with them
  • We work closely with them to ensure that your privacy is respected and protected at all times
  •  If we stop using their services, any of your data held by them with be either deleted or rendered anonymous

Examples of the type of third parties we work with are:

  • IT company in support of our website, website security, off site back up  and business systems
  • Product services, suppliers
  • Insurance providers
  • Training providers
  • HMRC
  • CITB
  • Payroll services providers
  • Pension providers
  • HSE

Very occasionally we may be required to share your data with a third party for their own purposes, we will only do so in very specific circumstances and requests will be assessed on a case by case basis taking your privacy into consideratione.g.;

  • Fraud management, we may be required to share information relating to fraudulent or potentially fraudulent activity with law enforcement agencies
  • Upon valid request only - we may be required to share your personal data with the police or other enforcement, regulatory or Government bodies, in the UK, EEC or your country of origin.

For further information please contact:  compliance@smithosullivan.com

Links to other websites:

Our website may contain links to other websites of interest, these links leave our website, and this means we have no control or responsibility for the privacy and protection of information you may have provided whilst visiting such sites. Please be aware as these external sites are not governed by this Privacy Statement you should check the Privacy Statement applicable to the website you are visiting.

Where your data is processed:

In order to provide our services we may sometimes be required to share your personal data with one of our trusted third parties outside of the European Economic Area (EEA).

On such occasions we do this, we have procedures in place to ensure your data receives the same protection as it would if it stayed within the EEA. For more details please contact

compliance@smithosullivan.com

Controlling your personal information and your rights:

 You have the right to request:

  • Access to the personal data we hold about you, in the majority of cases this is without charge
  • Correction of any personal data if incorrect, out of date or incomplete
  • That we do not use your personal data for direct marketing or pass it onto any parties for such purposes
  • That we stop processing consent based data personal to you, after you have withdrawn consent

You have the right to request any information about yourself that we may hold and also to have that information corrected should it be inaccurate. If you would like to review personal data we hold please contact: Smith & O’Sullivan Ltd, 2 Bentalls, Pipps Hill, Basildon, Essex, SS14 3BS or e mail: compliance@smithosullivan.com

Right to Withdraw Consents:

When you have given us your consent to personal data, you have the right to change your mind and withdraw consent at any time.

However, we process the majority of personal data on the basis of our legitimate interest.

You can ask us to stop for reasons related to your individual situation, we must comply with this unless we believe we have legitimate overriding reasons to continue processing your personal data.

Direct marketing:

You have the right to stop the use of your personal data for marketing activities whether through selected, direct or indirect channels:

  • Clicking the unsubscribe link in any e mail we have sent to you
  • Write to: The Administration Manager,  Smith & O’Sullivan Ltd, 2 Bentalls, Pipps Hill, Basildon, Essex, SS14 3BS
  • E mail: compliance@smithosullivan.com
  • We shall always comply with such requests

Identity checks:

Prior to complying with any request under this Privacy Notice we will ask you for proof of identify. This is to protect the confidentiality of your information.  If you authorize a third party to make a request on your behalf we will require them to have proof of permission to act on your behalf.

Contacting Smith & O’Sullivan Ltd:

If you have any questions about our Privacy Policy or our practices please contact us on 01268 284393 Monday to Friday 9.00am until 5.00pm.  We are closed on all UK Public Holidays). Alternatively you can e mail compliance@smithosullivan.com or write to

The Administration Manager, Smith & O’Sullivan Ltd, 2 Bentalls, Pipps Hill industrial Estate, Basildon, Essex, SS14 3BS.

Should you be dissatisfied with our response or believe we are not processing your personal data in accordance with the law you have the right to complain to the

Information Commissioners Office (ICO) for further information please visit https://ico.org.uk/

Cookies:

Like most websites we use cookies and similar tools across our website to capture certain information, improve performance and enhance user experience.  When you visit the website we set Google Analytics cookies to measure the number of visitors, to see how visitors navigate the site and to see which resources they access.  This helps us to improve the way the website works .

When you visit the Website we set Google Analytics cookies to measure the number of visitors, to see how visitors navigate the site and to see which resources they access. This helps us to improve the way the Website works. To prevent Google Analytics cookies being set, you may install the Google Analytics Opt-Out Browser Add-On.

By continuing to use this Website, you consent to the relevant cookies being set on your device.

For general information about cookies and how to disable them, please visit http://www.allaboutcookies.org

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Accreditations and Trade Associations

Smith & O’Sullivan Ltd Property Services are registered and accredited by the following organizations and associations as listed below:

CHAS Environment Agency Dulux Trade Contract Partnership The Essex Wildlife Trust Exor NHBC The Equality Register Tor Coatings

 

View all our accreditations

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