Privacy Notice for Customers – GDPR Compliance

Henry Coles and Co Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of our customers and will only collect and use personal data in ways that are described in this document and in a way that is consistent with our obligations and your rights under the law.

1. Information about us​

• We are a limited company, registered in England under company number: 00047791

• Registered address: 5 Gosditch Street, Cirencester, GL7 2AG, United Kingdom.

• Trading address: Cotswold Centre/Purlieus Farm, Cirencester GL7 6BY, United Kingdom

• Main email address: info@henrycole.co.uk

• Main telephone number: +44 (0) 1285 770387

• We are regulated by

  • The Federation of Small Businesses (FSB)

2. What does this privacy notice cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3. What is personal data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.Personal data is, in simpler terms, any information about you that enables you to be identified.

Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. The personal data that we use is set out in section 5, below.

4. What are your rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

• The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in section 11.

• The right to access the personal data we hold about you. Section 10 will tell you how to do this.

• The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in section 11 to find out more.

• The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in section 11 to find out more.

• The right to restrict (i.e. prevent) the processing of your personal data.

• The right to object to us using your personal data for a particular purpose or purposes.

• The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

• Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in section 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

5. What personal data do we collect?

We may collect some or all the following personal data (this may vary according to your relationship with us):

• Name

• Date of birth

• Gender

• Address

• Email address

• Telephone number

• Business name

• Job title

• Profession or position within company

• Payment information

6. How do we use your personal data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

• Providing and managing your account.

• Supplying our products and/or services to you. Your personal details are required for us to enter into a contract with you.

• Personalising and tailoring our products and/or services for you.

• Communicating with you. This may include responding to emails or calls from you.

• Supplying you with information by email and/or post that you have opted-in to. You may unsubscribe or opt-out at any time by using the contact details provided in section 11.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by:

• Email

• Telephone

• Text messaging

• Post

• Social media

with information, news, and offers on our products and/or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

We do not use any form of automated system for carrying out decision-making and/or profiling.

7. How long do we keep your personal data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

• Account details (excluding payment information) in respect of orders made for goods and/or services : 7 years following your last order as a legal requirement of Her Majesties Revenue & Customs (HMRC)

• All other details: 6 months.

8. How and where do we store or transfer your personal data?

The security of your personal data is of paramount importance to us. All working data is stored on physically secure and encrypted servers with the UK.  All backup data is held on encrypted cloud based servers, which may be located outside the European Economic Area (EEA), but either meet or exceed the security requirements of GDPR.

9. Do we share your personal data?

We will not share any of your personal data with any third parties for any purposes, subject to one important exception.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or are complying with legal obligations, a court order, or the instructions of a government authority.

10. How can you access your personal data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in section 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 10 working days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of 3 months from the date we receive your request.

11. How to contact us

To contact us about anything to do with your personal data and data protection, including making a subject access request, please use the following details:

• Email: jane@henrycole.co.uk

• Telephone: +44 (0) 1285 770387

• Address: Henry Cole & Co LTD, Cotswold Centre/Purlieus Farm, Cirencester GL7 6BY, United Kingdom

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.