Who we are
We are P&R Chimney Sweeps, a chimney sweeping company run by Paul Elms.
What information we ask for
When you book in to have your chimney swept we will ask for:
- Your name and full address including postcode
- A contact telephone number
- The type and number of fires you have
- How you heard of us
- You may sometimes provide us with your email address
You are welcome to contact us by email, but should note that email communications are generallly not secure.
How we use your information
We keep the above details in our paper diary to schedule work. We use this information on your sweeping certificate. We issue you with one copy and keep a copy for our records. We will keep this copy for 2 years and then securely destroy it.
We also transfer this information into an electronic database which is password protected so that we can generate address labels to send reminder cards to our customers. We will only contact you to remind you that your annual sweep is due. We may also send reminders by email or text message. If your chimney requires sweeping more frequently due to it's level of use we will still only contact you once a year. Booking of a sweep at the appropriate interval for the fire and usage remains the responsibility of the homeowner and the reminder card is there only as a prompt for our existing customers to book in early an avoid extended waits which will occur later in the season. If you do not wish to receive a reminder card of when your annual sweep is due, please let us know and we will keep a record that you have opted out.
Sharing your information
We may need to share some details with third party financial advisors or statutory bodies (HMRC) required for accounts generation and tax purposes. Personal and technical data may be shared with landlords or agents if the resident is not the home owner. It may also be shared with the Guild of Master Chimney Sweeps as part of their professional monitoring activities.
We will never share your information for marketing purposes or contact you for any reason other than in connection with your chimney sweeping.
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For further information see our Data Protection Policy or contact firstname.lastname@example.org
Data Protection Policy
The protection of Personal and Non Personal (Technical) data is recognised as being important and therefore will be managed protected and secured. All personal data will be treated confidentially in accordance with the EU General Data Protection Regulation (EU 2016/679) under the control of P&R Chimney Sweeps.
Hardcopy data will be secured within a locked environment at all times when in transit or storage and access will be granted to authorised persons only.
Electronic data will be stored on laptop hard drives, protected by password protection, the laptops also secured within a locked environment when in use (office location).
P&R Chimney Sweeps will ensure that it maintains appropriate and current software protection on all electronic devices that it utilises.
Authorised Persons and Data Sharing
Only persons authorised by Paul Elms, the sole trader of P&R Chimney Sweeps will be granted access to data. Ruth Elms will be the nominated individual responsible for data protection.
Personal Data may be shared with third party financial advisors and statutory bodies (HMRC) as part of the proof of invoicing and income required for accounts generation and tax audit purposes.
Personal and technical data regarding services provided or appliance status data may be shared with the individual commissioning a service (landlord or agent) in the event that the resident is not the recognised owner or their authorised agent. It may also be shared with the Guild of Master Chimney Sweeps as part of its professional monitoring activities.
Data Retention and Deletion
Only the data necessary for the provision of the requested services and/or goods will be collected. It will be retained within the UK for the purposes of administering and managing customer and supplier accounts, and as required under statutory obligations.
The data retention period will be determined by applicable legislation, in particular the requirement to provide evidence for tax audits 7 years after the end of the financial year to which the information applies.
If not determined by legislation, data will be deleted 2 years after the end of the enquiry or service/goods provision to which it applies.
Data will be securely destroyed and/or disposed of after the end of the defined retention period.
Data Breach Monitoring
Under the GDPR there are strict requirements for the notification in the event of a data breach. If there are reasonable grounds to believe that any personal data has been lost, the applicable GDPR notifications will be made as required to the ICO and/or the individual data subject.
P&R Chimney Sweeps will act on any notification that personal data may have been breached, and separately will undertake periodic review to ensure all hardcopy data remains secured.
Transparency of Data Processing and Data Subjects Rights
Under the GDPR all personal data should be processed lawfully, transparently and fairly. To ensure that data subjects are aware of their rights, P&R Chimney Sweeps will provide individuals with Privacy Notices which set out what personal data is processed, for what purposes and why, and who it is shared with. In addition, they will be advised of their rights including their right to see, amend, and have erased their personal data.
In support of this, individuals have the right to make a personal data Subject Access Request that will be responded to with one month as per the GDPR requirements.