Balmoral Systems GDPR Privacy Policy

Balmoral Systems Ltd Privacy Policy

This policy describes how we use any personal data we collect from you, or that you provide to us and how it will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

We are committed to protecting and safeguarding your privacy. We do this through compliance with the ICO’s General Data Protection Regulation (GDPR). Further information can be found here https://ico.org.uk

Definitions

Balmoral Systems Ltd (“we”, “us”, “our” or Balmoral), registered office Unit 3 Brunel Lock Development, Smeaton Road, Bristol, BS1 6SE. “User” or “you” or “your” “customer” refers to you, as a user of Balmoral’s services. A user is someone who accesses or uses the services for the purpose of sharing, displaying, hosting, publishing, transacting, uploading information or viewing pictures and includes other persons jointly participating in using the Services.

Data Controller

Balmoral are responsible for your personal data and are a “Data Controller,” which means that we are responsible for deciding how we hold and use personal information about you. We are required, under GDPR data protection legislation, to notify you of the information contained within this privacy Policy. Our data protection registration reference is ZA080776. The register can be searched here https://ico.org.uk. As such, we aim to comply with all legal obligations which the GDPR implies on Data Controllers.

What information do we collect?

Balmoral may collect and use information of its customers and users. We collect only personal data which is essential to our operations as a fire and security company and enables us to provide you with our services and a better experience.

The information, through which the person may be identified, may include data, which the user voluntarily enters, uses or provides when using the services of the Balmoral.

When using our website, we may also use certain performance tracking tools, such as Google Analytics. Through the use of Google Analytics we gather information regarding your behaviour and preferences when using our online platform.

The information we collect on or through our Services may include:

Contact Information:

Your contact information, such as email address, property address, phone numbers and other ways of communication.

We collect this information in order to provide you with access to certain features of our services and to inform you about relevant information concerning your use of our services.

Preferences:

Your preferences and settings such as time zone and language.

We collect this information in order to enhance your user experience.

Searches and other activities:

The search terms you have looked up and results you selected.

We may collect this information in order to improve your user experience and provide you with more relevant content and services.

Browsing information:

How long you used our services, which features you used, etc.

We may collect this information in order to analyse the behaviour of our users and improve our services.

Communications:

Between you and Balmoral staff regarding the services we provide.

We may collect this information in order to monitor the quality of our staff and your communications with us.

How do we use your personal data?

We may use your personal data to:

Contact you for scheduling appointments

Sending you quotations, certification and project related material.

Sending you invoices

Sending you contract information

Sending you details of our products and services

Comply with our statutory and regulatory obligations

Deal with enquiries and complaints made by you relating to your installation.

If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Disclosing your personal data to others

We will not share your personal data with others, unless:

We are under a duty to disclose or share your personal details to comply with any legal obligation or in order to enforce or apply our rules.

Data is required by other trade organisations including BAFE and NSI for certification and auditing

For credit checking

We have to use specialist companies to provide you with our services.

Other organisations that require reference sites or trade references.

Where we store your personal data

We store all your personal details on our server and cloud back up servers. All these servers are located within the United Kingdom. Our external cloud servers are assessed for their privacy and security.

How long do we keep your personal data for?

We only keep your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, BAFE, NSI, accounting or reporting requirements.

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, whether we can achieve those purposes through other means and the applicable legal requirements.

How secure is my data?

Keeping your personal data safe is paramount to our commitment to you. We have stringent and appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. All persons who have access to your data are trained in use of personal data and the requirements of data protection

We will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Your rights

Under certain circumstances, by law you have the right to:

Request access to your personal information, commonly known as a “data subject access request”. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please write to us at FAO Data Controller, Balmoral Systems Ltd, Unit 3 Brunel Lock Development, Smeaton Road, Bristol, BS1 6SE or email us at info@balmoralsystems.co.uk

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Raising a Concern

You have the right to be confident that Balmoral handle your personal information responsibly and in line with good practice.

If you have a concern about the way Balmoral is handling your information, we take your concern seriously and work with you to try to resolve it.

Your right to complain

If you have any problems with the way that we are handling your personal data, you should contact the Information Commissioner’s Officer (ICO).

The ICO can be contacted by telephone on 0303 123 113 – Monday to Friday, between 9am and 5pm. You can also visit the ICO’s website https://ico.org.uk/concerns/

Changes to our privacy policy

We keep our privacy policy under regular review and any updates are posted on our site. This privacy policy was last updated on 5^th April 2018 – Revision 1

Further information –  click here for a short Youtube video