Privacy Policy

Privacy Policy

Luxury Maintenance Privacy Policy

1.       Purpose of this privacy notice

2.       Who we are

3.       The types of data we collect

4.       The personal data we collect from you directly

4.1     Client and supplier relationships

4.2     Managing our operations

4.3     Social Media and other professional networks

5.       The personal data we collect from you indirectly

5.1     Cookies & Similar Technologies

5.2     Data we collect automatically

5.3     Business Development

6.       Who we share personal data with

7.       How long we keep personal information

8.       Keeping personal data updated

9.       Your rights

10.     How to complain

11.     Version control and date of next review

   

1.  Purpose of this privacy notice

We ask that you read this privacy policy carefully as it contains important information about how we process, store, and share personal data. You will find information about your rights in relation to the personal data we process, and how to raise a complaint. 

 

This privacy policy tells you what to expect when you visit our website, engage with us as a client, prospective client, or interact with us on social media or other professional networks. 

 

We maintain a separate HR policy for applicants and employees, available upon request. 

 

2.  Who we are

The data controller responsible in accordance with the United Kingdom General Data Protection Regulation (UK GDPR) is:

 

Luxury Maintenance Services (trading name of CJA Retail Maintenance)

Broom House 39/43 London Road, Benfleet, SS7 2QL

 

www.luxurymaintenanceservices.co.uk

 

The person responsible for data protection is: Chris Armstrong. 

 

Please email: chris@luxurymaintenanceservices.co.uk

 

3.  The types of data we collect

Personal data is any and all information that can identify a living individual. It can be a document, file, or image used in combination with other information to identify a person. 

 

We may collect, use, store and transfer different types of personal data. We have grouped the types of personal together as follows: 

 

Technical Data

Includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website

Some technical data is collected automatically.

Usage Data

Includes information about how you use our website, including analytics.

Financial Data

Incudes bank account and payment details.

Transactional Data

Payments to and from you and other details of products and services you have purchased from us.

Contact Data

Includes first name, Last name, address, phone, email, username or similar identifier, address.

Profile Data

Your username and password (if applicable), login credentials.

Marketing Data

Your preferences in receiving marketing communication from us (and authorised third parties)

 

4.  The personal data we collect from you directly

4.1    Client and supplier relationships

 

4.1.1      How we use personal information, our reasons, and legitimate interests

 

 

What we use personal information for

Our Reasons

Our Legitimate Interests

·      To manage our client and supplier relationships

·      Enter contractual arrangements (including pre-contractual) 

·      To communicate about our products and services – clients and prospective

·      To develop and carry out marketing activities – clients and prospective

·      Fulfilling contracts

·      Our legitimate interests

·      Consent

·      Our legal duty

·      Keeping our records up to date

·      Being efficient about keyholder contacts

·      Identifying products and services that may be of interest 

·      Seeking consent when we need to make contact

·      Managing promotions

Type of data collected:

Contact data, financial data, marketing data

  

4.1.2      How we collect personal data 

Contact Form on our website

VIP Support Form on our website

Communication during phone, video calls, including notes we make

Quotes, contracts, and other commercial documentation  

If you take part in marketing or promotions

 

4.1.3      How the personal data is stored and processed

Depending on the contractual arrangement, where and how data is stored will vary. 

 

We have listed the third-party providers we generally expect to use to provide our services. Please refer ‘Third-party providers we use’ for further details.

 

4.1.4      Retention of personal data

The length of time we retain personal data will vary according to the nature of our contractual arrangement. We generally keep all records post-contract for a period of 6 years. 

 

4.1.5      Your rights 

Please refer to the section in this policy on ‘Your rights’.

 

4.2    Managing our operations 

 

What we use personal information for

Our Reasons

Our Legitimate Interests

·      To deliver our products and services

·      To collect and recover money that is owed to us

·      To host our website and online services

·      Fulfilling contracts

·      Our legitimate interests

·      Consent

·      Our legal duty

·      Being efficient with managing our legal and contractual duties

·      Complying with rules and guidance from regulators

Type of data collected:

Technical data, usage data, financial data, transactional data, contact data, profile data

  

4.2.1      How we collect personal data 

Email and phone communication 

Quotes, contracts, and other commercial documentation  

 

4.2.2      How the personal data is stored and processed

We have listed the third-party providers we generally expect to use to provide our services. Please refer ‘Third-party providers we use’ for further details.

 

4.2.3      Retention of personal data

The length of time we retain personal data will vary according to the nature of our contractual arrangement. We generally keep all records post-contract for a period of 6 years. 

 

4.2.4      Your rights 

Please refer to the section in this policy on ‘Your rights’. 

 

4.3    Social Media and other professional networks

 

What we use personal information for

Our Reasons

Our Legitimate Interests

·      To communicate about news and information

·      Share content about our products and services

·      Network with existing and potential clients

·      Promote our products and services

·      Encourage engagement and feedback

·      Recruitment opportunities

·      Our legitimate interests

·      Consent

·      Where we have identified individuals that may have a genuine interest in the products or services we offer

Type of data collected:

Contact data

  

 

4.3.1      How we collect personal data  

Every individual is free to use social media and other professional networks and engagement is generally based on consent. 

 

We may identify professionals on LinkedIn who may be linked to our industry or likely to have an interest in the products or services we offer. In this instance, we may contact this individual directly through the LinkedIn platform or indirectly (for example, directly via the company they work for, especially if we have an established contact or relevant networking link). 

 

4.3.2      How the personal data is stored and processed

Generally, we only use social media and other professional networks for prospecting activities and customer interaction. 

 

We may provide information and communicate with individuals, which may also display on our company website. If you carry out an action on one of our social media accounts (e.g., comments, liked, contributions, etc.), you may make personal data (e.g., name, photo, user profile, comments) public. 

 

4.3.3      Retention of personal data

We generally have no influence or control of personal data by social media or other professional networks; therefore, we cannot to make any clauses or statements regarding the purpose and scope of the processing of personal data. 

 

4.3.4      Your rights 

Individuals have the right to withdraw your consent from any social media or other professional platform. Please note, we have no control over your personal data contained within third-party social media platforms and your consent is managed by you within each individual platform. 

 

The processing of your personal data outside the UK/EU/EEA may occur. In such a case, the appropriate safeguards to protect personal data the transfer and processing of personal data are required. Please refer to the individual privacy policies below:

 

Instagram Privacy Policy

https://help.instagram.com/519522125107875

Facebook Privacy Policy

https://en-gb.facebook.com/policy.php

Twitter Privacy Policy

https://twitter.com/en/privacy

LinkedIn Privacy Policy

https://www.linkedin.com/legal/privacy-policy

 

5.  The personal data we collect from you indirectly

 

5.1    Cookies & Similar Technologies

Please refer to our policy ‘Cookies & Similar Technologies’ on our website. This includes the plugins we use. 

 

5.2    Data we collect automatically

 We have described the data we collect automatically as ‘technical data’. This includes:

Includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.

 

Please also refer to our policy ‘Cookies & Similar Technologies’ on our website. This will tell you about ‘necessary’ cookies that automatically collect data. 

 

5.3    Business Development 

What we use personal information for

Our Reasons

Our Legitimate Interests

·      To identify individuals or ‘decision makers’ relevant to our industry 

·      To market our products and services

·      To add to our prospect list 

·      To encourage engagement (contact forms, website, social media, marketing promotions)

·

·      Our legitimate interests

·      Where we have identified individuals that may have a genuine interest in the products or services we offer

Type of data collected:

Contact data, usage data, technical data (generally only B2B data)

  

5.3.1      How we collect personal data

LinkedIn

Networking and referral contacts

Marketing agencies 

 

5.3.2      How the personal data is stored and processed

We generally store personal data within our internal CRM database. We generally use our email system for communication. 

 

5.3.3      Retention of personal data 

We only retain personal data for the specified purpose it was collected. Any data that does not satisfy our legitimate interest criteria, or has had consent revoked, will not be contacted. 

 

5.3.4      Your rights 

You have the right to withdraw consent at any time. We may transfer your data to a suppression file unless you request your personal data is erased. You have the right to portability of your personal data.

 

Please refer to the section in this policy on ‘Your rights’.

 

6.  Who we share personal data with

 

Type

Provider

International Transfers?

Link to Privacy Policy

Business Admin

Jobber

Yes

https://getjobber.com/privacy-policy/

Business Admin

Dropbox

Yes

https://www.xero.com/id/legal/privacy/

Business Admin & Communication

Microsoft

Yes

https://privacy.microsoft.com/en-gb

Communication

WhatsApp

Yes

https://www.whatsapp.com/privacy

Communication

Teams

Yes

https://docs.microsoft.com/en-us/microsoftteams/teams-privacy

Communication

Zoom

Yes

https://explore.zoom.us/en/gdpr/?_ga=2.225117722.1403884589.1645204940-117236262.1645204940

Website

WordPress

  

Social Media

Instagram

Yes

https://help.instagram.com/519522125107875

Social Media

Facebook

Yes

https://en-gb.facebook.com/policy.php

Social Media

Twitter

Yes

https://twitter.com/en/privacy

Professional Network

Linked In

Yes

https://www.linkedin.com/legal/privacy-policy

Accounts

Invoicing

Quickbooks

Yes

https://quickbooks.intuit.com/hk/privacy/

Accounts 

Invoicing

Xero

Yes

https://www.xero.com/id/legal/privacy/

Invoicing

Lloyds Factoring

 

https://www.lloydsbank.com/business/privacy.html?WT.ac=lloyds-business-all-footer-page_terminus-page-privacy

Contractor

HR

See note

For queries, please contact chris@luxurymaintenanceservices.co.uk

Contractor

Accountant

See note

As above

Contractor

Legal & Insurance

See note

As above

Contractor

Marketing

See note

As above

Contractor

Professional

See note

As above

 

7.  How long we keep personal information

 

We will keep personal information for as long as the business is a customer of Luxury Maintenance. 

 

We may keep your data for up to 6 years after the business stops being a customer, for the following reasons:

 

To respond to a query, complaint, or to show we acted fairly and compliantly

 To study customer data as part of our own internal development and research

 To obey rules that apply to us about keeping records

 We may keep your data for longer than 6 years if we cannot delete it for legal, regulatory, or technical reasons

 

If we are holding your personal data as a prospect or prospective client, we will keep your data for as long as there is a valid legitimate interest or consent, and providing consent is not withdrawn. 

 

8.  Keeping personal data updated

We will take all reasonable steps to ensure personal data is kept to up to date. This is especially important where we hold ‘keyholder’ information. You have the right to question the information we have if you think it is incorrect. 

 

Please contact chris@luxurymaintenanceservices.co.uk if you would like to check the information we hold or update any contact details. 

 

9.  Your rights

When your personal data is processed, you are subsequently a data subject under the definition of UK GDPR and have the following rights:

 

Your right of access 

You have the right to ask us for copies of your personal information. 

Your right to rectification

You have the right to ask us to rectify personal information 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 information in certain circumstances. 

Your right to restriction of processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing

You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

 

You are not required to pay any charge for exercising your rights. However, if you make a request (Subject Access Request), we have one month to respond to you.

 

For more information about your rights please visit:

 

https://ico.org.uk/your-data-matters/

If you would like to exercise your rights, or talk to us about how they apply to the personal data we process, please contact: chris@luxurymaintenanceservices.co.uk

 

10.       How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us by emailing: chris@luxurymaintenanceservices.co.uk

 

We hope that we can resolve any query or concern you raise about our use of your personal data whether it is in relation to this privacy policy, our handling of personal data or any other privacy matter. However, you may also contact the Supervisory Authority where you reside at any time or are dissatisfied with our response to your complaint. In the UK, this will be the Information Commissioner who may be contacted at: 

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow 

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

 

11.       Version control and date of next review

This policy was last updated: April 2022

The current version number is 1.0

The date of our next formal review of this policy is: March 2023 

 

From time to time, we may update the third-party links within this policy. For example, if they have changed. We may also correct grammatical errors or make minor cosmetic improvements. In this instance, we will adjust the version number and publish the new version. 

When we review our policy in depth or introduce a change in processing, we will update the version number, publish the new version, and issue a communication (e.g., a blog update, note on website, email).

 

This Privacy Policy has been generated by Luxury Maintenance Services for Data Protection.

 

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