This privacy notice explains how Teepee Materials Handling Ltd looks after personal information you give us or that we learn by having you as a client and the choices you make about marketing communications you agree we may send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
- What information we collect about you
- How information about you will be used
- How long your information will be kept for
- Where your information is kept
- Access to your information and correction
WHAT INFORMATION WE COLLECT ABOUT YOU
We collect information about you when you enquire about a service whether contact is online, on paper, by email or over the phone.
The information you give us may include your name, address, email address, phone number, relevant history, payment and transaction information, IP address and CV.
HOW INFORMATION ABOUT YOU WILL BE USED
By law, we can use personal information; including sharing it outside the business only if we have a proper reason to do so, for example:
- To fulfil a contract with you, i.e. to provide the service you have requested and to communicate with you about your job requirements
- When it is in our legitimate interest i.e. there is a business or commercial reason to do so, unless this is outweighed by your rights or interests
We will therefore share your information with:
- Teepee business software supplier.
- Teepee approved marketing supplier.
- Teepee approved website supplier.
We have rigorous data protection and security policies in place with all our suppliers.
We will not share your information with any other third party without your consent except to help prevent fraud, or if required to do so by law.
We would like to send you information about products and services which may be of legitimate interest to you. We will ask for your consent to receive marketing information.
If you have consented to receiving marketing, you may opt out later.
You have the right at any time to stop us from contacting you for marketing purposes or giving your information to third party suppliers of products or services. If you no longer wish to be contacted for marketing purposes, please contact the administration team by email at firstname.lastname@example.org
We email e-newsletters to inform you about products, and services provided by our company. You can unsubscribe from e-newsletters at any time.
E-newsletters may contain subscriber tracking facilities within the actual email, for example, whether emails were opened or forwarded, which links were clicked on within the email content, the times, dates and frequency of activity. We use this information to refine future email campaigns and provide you with more relevant content based around your activity.
The information we collect about employees, the purposes it is used for and who it will be shared with is set out in our employment contracts and e-book.
HOW LONG YOUR INFORMATION WILL BE KEPT FOR
Unless you request otherwise, we will keep your information to contact you no more than four times per year for a maximum of 1 year from your last communication.
After a year we will delete all your personal information, except for your name, relevant client history (e.g. job record which we keep for 6 years) and financial transactions (which we are obliged to keep for 6 years).
Information about unsuccessful job applicants will be deleted after 12-months.
See our data retention policy for further information, including employee data.
WHERE YOUR INFORMATION IS KEPT
Your information is stored within the European Economic Area on secure servers provided by Technical Drive. Any payment transactions are encrypted. Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access.
ACCESS TO YOUR INFORMATION AND CORRECTION
You have the right to request a copy of the personal information that we hold about you. This will normally be free, unless we consider the request to be unfounded or excessive, in which case we may charge a fee to cover our administration costs.
If you would like a copy of some or all your personal information, please contact our administration team.
We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.
You have the right to ask us to delete, remove or stop using your personal information if there is no need for us to keep it.
COOKIES AND TRACKING
In order to improve the overall experience of visiting our website, we use a server-based log to collect anonymous information about our website visitors. This data is only used to generate statistical charts and will not be used in any other way.
Cookies are small text files that are stored on your computer when you visit a website. They are mainly used as a way of improving the website functionalities or to provide more advanced statistical data.
Our website uses Google Analytics which relies on cookies to generate more advanced visitor charts and data mining reports. Similarly to our server-based logs, Google Analytics collects anonymous information that will not be used to identify our website visitors.
You web browser (the software you use to access our website) should allow you to control the cookies that it stores on your computer. Please refer to the relevant supplier’s website to find out more.
If you feel that this site is not following its stated information policy, you may contact us by phone, email or post.
DATA RETENTION POLICY
This policy sets out what information Teepee Materials Handling Ltd holds, how long we hold it for and when it will be deleted.
It also covers the procedure to follow regarding data requests.
- Information held by us
- How long is personal data held for?
- Where is personal data held?
- How is personal data deleted?
- Access to personal information, correction and deletion
INFORMATION HELD BY US
We hold personal information about:
- Former clients and prospective clients
- Job applicants
We also hold information about financial transactions relating to the services provided, products bought via mail order or payroll information.
HOW LONG IS PERSONAL DATA HELD FOR?
We aim not to hold personal data longer than necessary.
Unless requested by an individual, the following types of data will be held for the periods shown below, after which it will be securely deleted or destroyed:
|TYPE OF INFORMATION||RETENTION PERIOD|
|Client general records||12 – months|
|Client job records||6 – years|
|Financial transactions, invoices and supplier details||6 – years|
|Employee records, contracts of employment, changes to terms and conditions, annual leave, training records||While employment continues and up to 6 -years after employment ends|
|Payroll and wage records including PAYE, income tax, national insurance, sick pay, redundancy payments||6 – years from the financial year-end in which payments were made|
|Maternity records||3 – years after the end of the tax year in which the maternity pay period ends|
|Job applications (unsuccessful)||12 – months after notifying unsuccessful candidates|
WHERE IS PERSONAL DATA HELD?
Personal data about clients, financial transactions and employees are held on our secure company software system which is backed up every day or held in secure electronic files electronically which can be accessed by authorised personnel only.
HOW IS PERSONAL DATA DELETED?
Personal data is permanently deleted in accordance with the retention periods listed above from:
- Company software system
- Electronic files
- Paper records, which are securely shredded.
ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION
See our privacy notice available at request. All requests for access to personal information will be handled by the administration team.
Responses to requests will be made within 30 days.
CHANGES TO THESE POLICIES
We will post any changes to these policies on our website. The changes will then apply to any future use by you of our website.