1. Who Are We
Panel2Paint is an independent body shop based in Horsham, West Sussex, covering the areas of Sussex, Surrey and Hampshire.
Our postal address is: Panel2Paint, The Transport Depot, Mercer Road, Horsham, West Sussex. You can contact us: +44 (0) 1403 261198 or by email: info@panel2paint.co.uk
This Privacy Notice sets out how Panel2Paint uses and protects any information that you give us when you use this website or by any other means.
Panel2Paint is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, or by any other means, then you can be assured that it will only be used in accordance with this Privacy Notice.
Panel2Paint may change this notice from time to time by updating it on the website. You should check the website from time to time to ensure that you are happy with any changes. Where there are substantial changes that will affect your rights, they will be provided to you as far as is reasonably practicable. This notice is effective from May 2018.
2. What is this Privacy Notice For
2.1 This notice is intended to provide information about how we will use (or “process”) personal data about individuals including: its current and prospective staff and its current and prospective customers.
2.2 This information is provided in accordance with the rights of individuals under General Data Protection Regulation (GDPR), and all applicable data protection legislation, to understand how their data is used. Customers are encouraged to read this Privacy Notice and understand our obligations to you.
2.3 This Privacy Notice applies alongside any other information Panel2Paint may provide about a particular use of personal data, for example, when collecting data via an online or paper form.
2.4 This Privacy Notice also applies in addition to any other relevant terms and conditions and policies, including:
(a) any contract between the business and its staff or customers;
(b) the business’ Security Policy;
(c) the business’ Data Retention Policy;
(d) the business’ Health and Safety policies, including as to how concerns or incidents are recorded;
(e) Anyone who works for, or acts on behalf of, the business (including staff, volunteers and service providers) should also be aware of and comply with this Privacy Notice, which also provides further information about how personal data about those individuals will be used.
3. Responsibility for Data Protection
3.1 Peter Adams is responsible for all your requests and enquiries concerning the Company’s use of your personal data (see section on Your Rights below) and endeavours to ensure that all personal data is processed in compliance with this notice and all applicable Data Protection legislation.
3.2 Peter Adams can be contacted via email at: info@panel2paint.co.uk or by telephone: 01403 261198
4. Why we need to process Personal Data
4.1 In order to carry out its ordinary duties to staff and customers, the Company may process personal data about individuals as part of its daily operation.
4.2 Other uses of personal data will be made in accordance with the Company’s legitimate interests, or the legitimate interests of another, provided that these are not outweighed by the impact on individuals, and provided it does not involve special or sensitive types of data.
4.3 The Company expects that the following uses may fall within that category of its “legitimate interests”:
a) Maintaining relationships with customers, including marketing;
b) For security purposes, including CCTV.
c) To carry out or cooperate with any complaints, disciplinary or investigation process; and
d) Where otherwise reasonably necessary for the companies purposes, including to obtain appropriate professional advice and insurance for the Company.
5. Types of Personal Data processed by Panel2Paint
This will include by way of example:
5.1 Names, job title, addresses, telephone numbers, email addresses and other contact details;
5.2 Vehicle details;
5.3 Bank and Payment details;
5.4 Correspondence with and concerning staff and customers, past and present
6. How Panel2Paint collects data
6.1 Generally, Panel2Paint receives personal data from the individual directly. This may be via a form, or simply in the ordinary course of interaction or communication (such as email or phone call).
6.2 Panel2Paint may also collect information about your usage of our website(s) to improve our services available to you. This may include technical information including the IP (Internet Protocol) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform and if you access our site by your mobile device, we may collect your unique phone identifier.
6.3 However, in some cases personal data may be supplied by third parties (for example, Insurance Company, or other professionals working with that individual).
7. Who has access to Personal Data and who Panel2Paint shares it with
7.1 Occasionally, Panel2Paint will need to share personal information relating to its customers with third parties, such as:
(a) professional advisers (lawyers and accountants) or relevant authorities (HMRC, police or the local authority).
(b) government authorities (e.g. HMRC, police or the local authority); and
(c) appropriate regulatory bodies.
7.2 For the most part, personal data collected by Panel2Paint will remain within the business, and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need-to-know’ basis).
7.3 Finally, in accordance with Data Protection Law, some of the Company’s processing activity is carried out on its behalf by third parties, such as IT systems, web developers or cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only in accordance with Panel2Paint’s specific directions and we take all appropriate measures to prevent unauthorised or unlawful access to it. As some of these processors operate globally, it may be necessary to transfer your information internationally. Use of personal data by such third parties is safeguarded by both international procedures and legal agreements to comply with the requirements of the Act.
8. How long we keep Personal Data
8.1 The company will retain personal data securely and only keep it for as long as is necessary for a legitimate and lawful reason. If you have any specific queries about how this notice is applied, Or wish to request that personal data you believe to be no longer relevant be considered for erasure, please contact Peter Adams, However, please bear in mind that Panel2Paint may have lawful and necessary reasons to retain some data even following such a request.
8.2 A limited and reasonable amount of information will be kept for archiving purposes for example, and even where you have requested we no longer keep in touch with you, we will need to keep a record of the fact in order to fulfil your wishes (called a “suppression record”).
9. Keeping in touch
9.1 Panel2Paint may use the contact details of customers to keep them updated about the activities of the business, events of interest, including by sending updates and newsletters, by email and by post. Unless the relevant individual objects, the Company may also share personal data about customers, as appropriate, with organisations set up to help establish and maintain relationships.
9.2 Should you wish to limit or object to any such use, or would like further information about them, please contact Peter Adams in writing. You always have the right to withdraw consent, where given, or otherwise object to marketing. However, the Company may need nonetheless to retain some of your details (not least to ensure that no more communications are sent to that particular address, email or telephone number).
10. Your Rights
10.1 Rights of access, etc.
a) Individuals have various rights under Data Protection Law to access and understand personal data about them held by the Company, and in some cases ask for it to be erased or amended or for the Company to stop processing it, but subject to certain exemptions and limitations.
b) Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation should put their request in writing to Peter Adams.
c) Subject to the satisfaction of suitable identity checks, the Company will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within statutory time-limits, which is one month in the case of requests for access to information. The Company will be better able to respond quickly to smaller, targeted requests for information. If the request is manifestly excessive or similar to previous requests, the Company may ask you to reconsider or charge a proportionate fee, but only where Data Protection Law allows it.
10.2 Requests that cannot be fulfilled
(a) You should be aware that certain data is exempt from the right of access. This may include information which identifies other individuals, or information which is subject to legal professional privilege.
(b) You may have heard of the “right to be forgotten”. However, we will sometimes have compelling reasons to refuse specific requests to amend, delete or stop processing your personal data: for example, a legal requirement, or where it falls within a legitimate interest identified in this Privacy Notice. All such requests will be considered on their own merits.
10.3 Consent
(a) Where the Company is relying on consent as a means to process personal data, any person may withdraw this consent at any time. Please be aware however that the Company may have another lawful reason to process the personal data in question even without your consent.
(b) That reason will usually have been asserted under this Privacy Notice or may otherwise exist under some form of contract or agreement with the individual (e.g. an employment or customer contract).
11. Whose Rights
11.1 The rights under Data Protection Law belong to the individual to whom the data relates.
12. Data Accuracy and Security
12.1 Panel2Paint will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Individuals must please notify the appropriate contact in the Company of any changes to information held about them.
12.2 An individual has the right to request that any inaccurate or out-of-date information about them is erased or corrected (subject to certain exemptions and limitations under Act): please see above for details of why the Company may need to process your data and who you may contact if you disagree.
12.3 Panel2Paint will take appropriate technical and organisational steps to ensure the security of personal data about individuals. All staff are aware of this notice and their duties under Data Protection Law.
13. Cookies
13.1 A cookie is a string of information that is sent by a website and stored on your hard drive or temporarily in your computer’s memory. We may employ cookie technology to help you move faster through our Site and to assist with the online application process. We may employ cookie technology to estimate our total audience size and traffic and to help us improve our Site’s experience by measuring which site areas are of greatest interest to users.
13.2 You can turn off the ability to receive any of these cookies by adjusting the browser in your computer, but you should note that if you do so, this may materially affect the functionality of the Site and the information you can access through it. If you wish to find out more about cookies, or how to refuse cookies, please visit the Interactive Advertising Bureau’s website at www.allaboutcookies.org.
13.3 Further information is also available on the Information Commissioners website:
13.4 https://ico.org.uk/for-organisations/guide-to-pecr/cookies-and-similar-technologies/
14. This Privacy Policy
14.1 Panel2Paint will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.
15. Queries and Complaints
15.1 Any comments or queries on this notice should be directed to Peter Adams by email at: info@panel2paint.co.uk or by telephone: +44 (0) 1403 261198.
15.2 If an individual believes that the Company has not complied with this notice or acted otherwise than in accordance with Data Protection Law, they should utilise the Company’s complaints procedure. You can also make a referral to, or lodge a complaint with, the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with the Company before involving the regulator.
