Customer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
- Post
- 10 Maxfield Close, Whetstone, London, Barnet, N20 9DF, GB
- Telephone
- 02037691298
- info@ecofiniti.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Payment details (including card or bank information for transfers and direct debits)
- Health and safety information
- Account information
- Website user information (including user journeys and cookie tracking)
- Records of meetings and decisions
- Information relating to compliments or complaints
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
- Purchase history
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Location data
- Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
- Financial transaction information
Lawful bases
Our lawful bases for collecting or using personal information to provide services and goods, including delivery are:
- Consent
- Contract
- Legal obligation
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Consent
- Contract
- Legal obligation
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent
- Contract
- Legal obligation
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- Consent
- Contract
- Legal obligation
Where we get personal information from
- People directly
- Publicly available sources
How long we keep information
We keep personal information in line with the Ecofiniti Limited Data Retention Schedule set out below.
1. Employee Data
| Data category | Retention period | Justification |
|---|---|---|
| Personal details (name, address, contact details) | 6 years after employment ends | Legal obligation (e.g., HMRC requirements) |
| Payroll records | 6 years from end of tax year | Legal obligation (e.g., HMRC requirements) |
| Performance reviews | 3 years after employment ends | Business need for reference and performance tracking |
| Recruitment records (CVs, interview notes) | 1 year from decision | Limitation Act 1980 for potential claims |
| Health and safety records | 40 years | Control of Substances Hazardous to Health (COSHH) regulations |
| Pension records | 12 years after benefits end | Legal obligations under pension regulations |
2. Customer Data
| Data category | Retention period | Justification |
|---|---|---|
| Contact information | 3 years after last contact | Business need and potential for repeat business |
| Purchase history | 6 years | Limitation Act 1980 for contract claims |
| Payment details | Until transaction is complete | Necessary for transaction processing |
| Support tickets and correspondence | 3 years after issue resolution | Business need for customer service and support |
3. Supplier Data
| Data category | Retention period | Justification |
|---|---|---|
| Contact information | 6 years after contract end | Limitation Act 1980 for contract claims |
| Contractual agreements | 6 years after contract end | Limitation Act 1980 for contract claims |
| Payment records | 6 years from end of tax year | Legal obligation (e.g., HMRC requirements) |
4. Marketing Data
| Data category | Retention period | Justification |
|---|---|---|
| Mailing lists (email addresses) | Until opt-out or 2 years after last contact | Consent-based marketing and business need |
| Campaign data (responses, analytics) | 3 years | Business need for performance analysis |
5. Financial Records
| Data category | Retention period | Justification |
|---|---|---|
| Invoices and receipts | 6 years from end of tax year | Legal obligation (e.g., HMRC requirements) |
| Bank statements | 6 years from end of tax year | Legal obligation (e.g., HMRC requirements) |
| Expense reports | 6 years from end of tax year | Legal obligation (e.g., HMRC requirements) |
6. IT and Security Data
| Data category | Retention period | Justification |
|---|---|---|
| System logs | 1 year | Business need for security and troubleshooting |
| Access records | 2 years | Business need for security and auditing |
| Backup data | 1 year | Business continuity and disaster recovery |
7. Legal and Compliance Records
| Data category | Retention period | Justification |
|---|---|---|
| Legal agreements | 6 years after agreement end | Limitation Act 1980 for contract claims |
| Compliance records | 6 years | Legal obligation under various regulations |
Implementation and review
- Data Inventory: Maintain an up-to-date inventory of all data categories and their retention periods.
- Secure Deletion: Ensure data is securely deleted once the retention period expires.
- Regular Review: Review the retention schedule annually to ensure compliance with current laws and business needs.
- Employee Training: Train employees on the importance of data retention and secure deletion practices.
- Data Minimization: Only collect data necessary for business purposes and legal obligations.
This retention schedule ensures that Ecofiniti Limited adheres to GDPR requirements, maintains data integrity, and minimizes risks associated with data breaches or unnecessary data storage.
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access
- You have the right to ask us for copies of your personal data.
- Your right to rectification
- You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure
- You have the right to ask us to erase your personal data in certain circumstances.
- Your right to restriction of processing
- You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Your right to object to processing
- You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability
- You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
- Your right to withdraw consent
- When we use consent as our lawful basis you have the right to withdraw your consent.
You don't usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.
The ICO's address
Information Commissioner's OfficeWycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
- Helpline:
- 0303 123 1113
- Website:
- ico.org.uk/make-a-complaint
Last updated: 28 June 2024
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