Last updated: 21 June 2018
We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. You won’t find any complicated legal terms or long passages of unreadable text. We’ve no desire to trick you into agreeing to something you might later regret.
Our policy covers
- Why we value your privacy
- How we collect information
- What information we hold
- Where we store your information
- What we use your information for
- Who’s responsible for your information at our company
- Who has access to information about you
- The steps we take to keep your information private
- How to complain
- Changes to the policy
Why we value your privacy
We value your privacy as much as we do our own, so we’re committed to keeping your personal information safe. We’re uncomfortable with the information companies, governments, and other organisations keep on file, so we ask for only the bare minimum from our customers. We’ll never use your personal information for any reason other than why you gave it, and we’ll never give anyone access to it unless we’re forced to by law.
How we collect information
We ask for contact information including your name, email address, and phone number on our website so that we can reply to your enquiry. If you become a customer, we will also ask for your home postal address via telephone or email.
We use Google Analytics to monitor visitor behaviour. This helps us to improve the user experience of the website. The data collected is anonymised and cannot be used to identify you personally.
What information we hold
- When you contact us through our website, we collect your name, email address, property address and type as well as phone number(s).
- When you become a customer, in addition to the above we collect any additional contact details you are happy to provide.
Where we store your information
When you contact us through our website, your details are sent to us via email. The email is stored on a server at our web and email hosting provider, UnitedHosting. The email then gets downloaded onto a password protected PC at our office and is removed from the hosting server. We also make paper copies of your details for appointments.
If you become a customer, we store your details in a password protected Microsoft Access database.
What we use your information for
We use the information you provide us on the website to respond to your enquiry and contact you. If you make an appointment we will use your home postal address to visit your premises on a pre-arranged date and time. If you become a customer, we will use your home postal address to carry out the work.
Who has access to information about you
When we store information in our own systems, only the people who need it have access. Our management team have access to everything you’ve provided, but individual employees have access to only what they need to do their job.
The steps we take to keep your information private
Where we store your information in third-party services, we restrict access only to people who need it. The computers we use are all password protected. These computers ask for authentication whenever they’re started or after 5 minutes of inactivity. Our mobile devices are also protected by a passcode, fingerprint or facial recognition.
How long we keep your data for
If you decide to not become a customer, we will delete your personal information within 4 weeks of your enquiry or within 8 weeks of any appointments. If you become a customer, we will delete your personal information within 7 years of the loft conversion being completed.
How to complain
We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact us by email at firstname.lastname@example.org or by phone on 0800 294 8566. If you’d like to write a letter, please post to Xtraroom Conversions Ltd, 9 Falcon Close, Burton-on-Trent, Staffordshire DE14 1SG.
Changes to the policy
If we change the contents of this policy, those changes will become effective the moment we publish them on our website.