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Privacy Policy

 KDM HIRE LTD PRIVACY STATEMENT

V2. 25TH MAY 2018

 

1.       Introduction

Protecting our customer’s personal data is important to KDM Hire Ltd.  This Privacy Statement sets out how we collect, use, share and protect your personal data in compliance with Data Protection Legislation.

1.1   Company Information

KDM Hire Ltd, a company registered in Northern Ireland with the company registration number NI039890 and having our headquarters at 11 Killycolp Rd, Cookstown is one of the largest plant hire companies in Northern Ireland.  KDM Hire also provides a number of additional services including training, vehicle rental and direct sales.

1.2   Contact us

If you have questions as to the manner in which your personal data is being handled or if you require any further information you can contact info@kdmhire.com or write to the address detailed above.

1.3   Statement Review

This statement will be regularly reviewed to ensure we continue to meet our obligations in processing your personal data and protecting your privacy.  In order to do so we reserve the right to update, modify and amend this statement at any time as required.  We would recommend that you check back regularly to keep informed of any updates.  We will not make any significant changes to the statement without informing you.

1.4   Protecting your Information

We are committed to protecting your personal data and to implementing appropriate technical and organisational security measures to protect it against any unauthorised or unlawful processing and against any accidental loss, destruction or damage.

 

2.       Data we Collect

In order to provide sales and training services and provide you with information on these products and services we need to collect a number of categories of personal data from you.  We will not collect data from any third parties except credit reference agencies and the DVLA.

 

 

 

 

 

We obtain personal data during new account set-up, sales order processing, training registration and marketing initiatives.  These personal data categories include:

Name, address, telephone numbers, email address, date of birth, bank details, credit and debit information, records of payments and any arrears, marketing preferences, CCTV recordings from our offices, website usage, identity verification questions and contract notes.

 

3.       How we use your Information

We will use your personal data to provide you with products and services and to allow us to better manage your customer account.  In particular we may use your personal data for the following purposes:

3.1   Account Management

In order to set up, administer and manage your account we are required to process your personal data for the purpose of account set up, monitoring, identity verification and managing your account including obtaining credit references. 

Legal Basis: The processing is necessary for the performance of your contract to which the data subject is party to or in order to take specific steps prior to you entering into a contract.

3.2   Customer Support

In order to respond to queries and investigate any complaints we are required to process your personal data.  If you contact us with a concern or we contact you we will use personal data such as account information and contract history.  We may monitor and record such communications.

Legal Basis: The processing is necessary for the performance of your contract to which the data subject is party to or in order to take specific steps prior to you entering into a contract.

3.3   Marketing

In accordance with your marketing preferences, from time to time we may provide you with information on our products and services but never those of a third party.  In order to provide you with relevant products, services, offers and to continually improve our customer services we may use personal data to analyse customer behaviour.  Depending on your marketing preferences and as otherwise permitted by law we may contact you by telephone, email or by post.

Legal Basis: The processing is based on your consent for the specific purpose, e.g. by opting in and receiving certain marketing communications.

 

 

 

 

3.4   Credit Reference Checks & Fraud Prevention

In order to enter into an agreement with you and assess any level of risk we may carry out necessary credit reference checks.

Legal Basis: The processing is necessary for entering into or the performance of a contract to which you are subject.

Legal Basis: The processing is necessary to comply with our legal obligations.

3.5   Debt Management

In order to appropriately manage any debt issues if they were to occur, KDM Hire may be required to process personal information.

Legal Basis: The processing is necessary for the performance of a contract to which you are a party to or in order to take specific steps prior to entering into a contract.

Legal Basis: The processing is necessary for our legitimate interests, it is within KDM Hire’s legitimate interest to use certain personal data to help manage a debt issue ad enforce rights set out in our terms and conditions of supply.

3.6   Website Statistics

Like most websites, we gather statistical and other analytical information of all visitors to our website including cookies.

Legal Basis: The processing is necessary for our legitimate interests, it is within KDM Hire’s legitimate interest to provide you with the best customer website experience by ensuring that we continually improve our processes and website.

3.7   Recruitment

If you submit a job application, we will use your personal data for recruitment related purposes which may include contacting you via telephone, post or email.

Legal Basis: The consent of the individual

Legal Basis: The processing is necessary to comply with legal and regulatory obligations to which we are subject under employment law.

 

4.       Retention of Information

All personal data is held on secure servers in the European Economic Area.  Access to your data is restricted to authorised, trained company employees and our vetted IT service partners only.  Personal data as with all sensitive data is stored in protected folders with levels of protection devised following a full data risk assessment.

 

 

 

We will retain your personal data for as long as is necessary for the purposes for which it was collected and in order to meet the legal and business requirements of managing your customer account and experience with us.  In particular:

·         We will retain personal data that is necessary for us to provide you with a product or service that you have requested or purchased for as long as it takes us to provide that product or service.

·         We will retain your contact details for marketing purposes for as long as we have your permission to send you marketing information or for as long as we are permitted to do so, subject to your right to object at any time.

·         We will retain records of any transactions you enter into with us or products or services you receive for up to seven years after the date of the transaction.  This is so that we can respond to any complaints or disputes that arise in that period.

·         We will retain any financial transaction information for seven years after the date of those transactions

 

5.       Your Rights

The General Data Protection Regulation provides you with a number of rights under the legislation as a data subject.  We will respond to your requests within one month of the receipt of your request or inform you in circumstances where an extension may be required.

5.1   Right of Access

You have a right to be provided with details of the processing of your personal data and to obtain a copy of the personal data we hold about you, subject to applicable exemptions under data protection legislation.

In order to make an access request please send your request in writing to the details below:

The General Manager

KDM Hire Ltd

11 Killycolp Road

Cookstown

Co Tyrone

BT80 9AD

 

You also have the right to rectify or have erased any personal data held about you where there is no compelling reason for us to continue processing it.

 

Last updated 25th May 2018