Data Privacy Summary

Who are we?

We are Hayward Services Ltd, 227 Berwick Ave, Slough SL1 4QT CRO 03090908, , VAT 864 4267 04. ICO:00010413121

  • Hayward Services Ltd takes data protection seriously.
  • We keep to a minimum the information we hold about you.
  • We use your data to provide our services to you, respond to your enquiries, manage our relationship with you, meet our legal obligations, and improve our website.
  • We delete your data when it is no longer needed for these things.
  • You have privacy rights.
  • We are happy to talk to you about how we process and protect your data.

Tell me more…

To see more about how we use your personal data, read the notice or notices which apply best to your relationship with us:


Employee or Potential Employee Privacy Notice

If you are an employee, please refer to our employee handbook for information about how we use your personal data or email us on Dataprivacy@haywardservices.co.uk

 

Website Visitor Privacy Notice

What data we hold

  • We generate log files from various servers when you visit our website: this will include an IP address assigned to you or, more likely, to someone who provides you with internet access.
  • Unless you have adjusted your web browser settings (if and where possible) to refuse cookies, our system will issue cookies as soon as you visit our website or related online services.


Using Your Information

Technical data

 

If you visit our website, then we use the logs from our servers to help us plan our strategy (such as working out which pages on the site are most popular) and also to alert us to attempted security or data breaches before we are impacted. We use cookies to improve your experience of our website.

The basis for processing this is that we have a legitimate interest to plan and protect.

Transfers of your data outside the EEA

We only transfer data outside of the EEA if it is to a country or organisation that is deemed by the EU to have adequate protection of data. For example, to companies which are signed up to the Privacy Shield. This can be viewed at: https://www.privacyshield.gov/list

Third parties

We do have a small number of companies providing servicesto us.  These are our processos and in line with our obligations, we have data processing agreements with them to ensure your data is protected at all times.

Technical and operational security

All our employees are privacy trained and we encrypt all our laptops.  Our server is firewall protected with authentication of users prior to access to sensitive personal data and password protection against brute-force guessing.  We have an internal password policy and a user account creation and approval process together with proactively managed anti-malware and anti-virus software.

 

Your rights

 

When we process your data, you have rights as a data subject. The relevant rights are:

  • Request a copy of your personal data and information about our processing of it.
  • Request that we delete information on you if we do not need to hold it.

If you want to exercise any of these rights, please just contact us on dataprotection@haywardservices.co.uk

You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/global/contact-us/postal-addresses/

 

Contact us

If you want to talk to us about this, please email us on dataprotection@haywardservices.co.uk


Client Privacy Notice

What data we hold

As an existing client we hold the following data for the length of time that we consider you to be a client or may be likely to use services from us in the future:

  • Contact details including your company address and email address.
  • Bank details.
  • Technical personal data if you use our website.

As a previous client, we will hold contact details for you for the length of time that we consider you may be interested in our services in the future, or for as long as we are legally obliged to do so.

Details of the technical personal data that we process if you use our website

  • We generate log files from various servers when you visit our website: this will include an IP address assigned to you or, more likely, to someone who provides you with Internet access.
  • Unless you have adjusted your web browser settings (if and where possible) to refuse cookies, our system will issue cookies as soon as you visit our website or related online services.

Using your information

Managing our relationship with you

Your contact information will be used to contact you in order to fulfil our contract with you and to develop any orders for you in the future. We may use your details to occasionally contact you to inform you of similar products/services you may be interested in or of any changes to existing products/services. This is a legitimate thing for a business to do.

If we contact you using these details for marketing purposes (which we may do if we think you will be interested in the goods and services that we provide), we will always abide by the PECR
(The privacy and Electronic Communications Regulations) (https://ico.org.uk/for-organisations/guide-to-pecr/what-are-pecr/) which means we will only phone you if you are not on a suppression list and email you if you are an existing customer or a corporation.

Technical data

If you visit our website, then we use the logs from our servers to help us plan our strategy (such as working out which pages on the site are most popular) and also to alert us to attempted security or data breaches before we are impacted. We use cookies to improve your experience of our website.

The basis for processing this is that we have a legitimate interest to plan and protect.

Transfers of your data outside the EEA

Like many EU businesses, we transfer data to Mailchimp who act as a processor for our marketing emails and/or newsletters. Mailchimp also act as a controller for some of your data once this is passed to them. We recommend therefore that you read their privacy policy here https://mailchimp.com/legal/privacy/#contacts to understand exactly what they do with this data, and see how you can opt out of them using your data for analytics purposes.

We are aware that Mailchimp expects us to have got permission for your data to be used this way, but we do not believe that we are in a position to get consent on behalf of another company when we have no control over how they use the data.

Retention periods

We hold your data for as long as we have a relationship with you or think you might want to buy products/services from us, or unless we are required by law to hold it for longer, e.g. litigation.

Third parties

We do have a small number of companies providing servicesto us.  These are our processos and in line with our obligations, we have data processing agreements with them to ensure your data is protected at all times.

Technical and operational security

All our employees are privacy trained and we encrypt all our laptops.  Our server is firewall protected with authentication of users prior to access to sensitive personal data and password protection against brute-force guessing.  We have an internal password policy and a user account creation and approval process together with proactively managed anti-malware and anti-virus software.

 

Your rights


As a client, you have rights in respect of our processing of your personal data. The relevant rights are:

  • Request a copy of your personal data and information about our processing of it
  • Request that we delete information on you, if we do not need to hold it
  • Request that we correct any personal data that we hold on you
  • Request that we stop processing your data, for certain things, such as marketing.
  • Request that we move your data to another organisation’s IT system electronically

If you want to exercise any of these rights, please just contact us on Dataprotection@haywardservices.co.uk.

You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/global/contact-us/postal-addresses/
 

Contact us

If you want to talk to us about this, please email us on Dataprotection@haywardservices.co.uk


Potential Client

What data we hold

As a potential client, where we have submitted tender, we hold the following data on you:

  • SQ selection questionnaires.
  • I.T.T documents.
  • Technical personal data if you use our website.
  • Contact details.
  • Site details.
  • Timeline and requirements of potential service.

If our tender is unsuccessful, we will hold contact details for you on the tender. If you wish us to remove your contact details from unsuccessful tender documents, please let us know. 

Details of the technical personal data that we process if you use our website

If you visit our website, then we use the logs from our servers to help us plan our strategy (such as working out which pages on the site are most popular) and also to alert us to attempted security or data breaches before we are impacted. We use cookies to improve your experience of our website.

The basis for processing this is that we have a legitimate interest to plan and protect.
 

Using Your Information


We will use your data to manage our relationship with you and provide information about our services to you, as well as keeping track of what we have agreed – a legitimate thing for our business to do.

Transfers of your data outsdie the EEA

We do not transfer your data outside of the EEA.

Retention periods

We hold your data for as long as we have a relationship with you or think our services may be of interest to you, or unless we are required by law to hold it for longer, e.g. litigation.

Third parties

We do have a small number of companies providing servicesto us.  These are our processos and in line with our obligations, we have data processing agreements with them to ensure your data is protected at all times.

Technical and operational security

All our employees are privacy trained and we encrypt all our laptops.  Our server is firewall protected with authentication of users prior to access to sensitive personal data and password protection against brute-force guessing.  We have an internal password policy and a user account creation and approval process together with proactively managed anti-malware and anti-virus software.

 

Your rights

As a potential/unsuccessful customer, you have lots of rights in respect of our processing of your personal data. The relevant rights are:

  • Request a copy of your personal data and information about our processing of it.
  • Request that we delete information on you if we do not need to hold it.
  • Request that we correct any personal data that we hold on you.
  • Request that we stop processing your data, for certain things, such as marketing.
  • Request that we move your data to another organisation’s IT system electronically.

If you want to exercise any of these rights, please just contact us on [email address].
You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/global/contact-us/postal-addresses/

 

Contact us

If you want to talk to us about this, please email us on dataprotection@haywardservices.co.uk

What data we hold

Suppliers Privacy Notice 

As a supplier, we hold the following data on you:

  • Contact details including address.
  • Bank details.
  • Technical personal data if you use our website.

Details of the technical personal data that we process if you use our website

  • We generate log files from various servers when you visit our website: this will include an IP address assigned to you or, more likely, to someone who provides you with Internet access.
  • Unless you have adjusted your web browser settings (if and where possible) to refuse cookies, our system will issue cookies as soon as you visit our website or related online services.

Using Your Information

We will use your data to manage our relationship with you, to enquire about/buy services from you, and to pay you.

We need to use your details to enter into and perform contracts with you, as well as keeping track of what we have agreed – a legitimate thing for a business to do.

Technical data

If you visit our website, then we use the logs from our servers to help us plan our strategy (such as working out which pages on the site are most popular) and also to alert us to attempted security or data breaches before we are impacted. We use cookies to improve your experience of our website.

The basis for processing this is that we have a legitimate interest to plan and protect.

Transfers of your data outside the EEA

We only transfer data outside of the EEA if it is to a country or organisation that is deemed by the EU to have adequate protection of data. For example, to companies which are signed up to the Privacy Shield. This can be viewed at: https://www.privacyshield.gov/list

Retention periods

We will hold you contact details for up to seven years after our last transaction with you, unless we are required by law to hold it for longer, e.g. litigation.

Third parties

We do have a small number of companies providing servicesto us.  These are our processos and in line with our obligations, we have data processing agreements with them to ensure your data is protected at all times.

Technical and operational security

All our employees are privacy trained and we encrypt all our laptops.  Our server is firewall protected with authentication of users prior to access to sensitive personal data and password protection against brute-force guessing.  We have an internal password policy and a user account creation and approval process together with proactively managed anti-malware and anti-virus software.

 

Your rights


As a supplier, you have lots of rights in respect of our processing of your personal data. The relevant rights are:

  • Request a copy of your personal data and information about our processing of it.
  • Request that we delete information on you if we do not need to hold it.
  • Request that we correct any personal data that we hold on you.
  • Request that we stop processing your data, for certain things, such as marketing.
  • Request that we move your data to another organisation’s IT system electronically.

If you want to exercise any of these rights, please just contact us on dataprotection@haywardservices.co.uk.

You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/global/contact-us/postal-addresses/

 

Contact us

If you want to talk to us about this, please email us on dataprotection@haywardservices.co.uk


Sub-Contractors Privacy Notice

What data we hold

As a sub-contractor, we hold the following data on you:

  • Contact details including address.
  • Company name and address.
  • Bank details.
  • Insurance details.
  • VAT details.
  • Policy documents (RA, MS, H&S).
  • Technical personal data if you use our website.

Details of the technical personal data that we process if you use our website

  • We generate log files from various servers when you visit our website: this will include an IP address assigned to you or, more likely, to someone who provides you with Internet access.
  • Unless you have adjusted your web browser settings (if and where possible) to refuse cookies, our system will issue cookies as soon as you visit our website or related online services.

Using Your Information


Managing our relationship with you

We will use your data to manage our relationship with you and fulfil our contractual obligations, including paying you.

Technical data

If you visit our website, then we use the logs from our servers to help us plan our strategy (such as working out which pages on the site are most popular) and also to alert us to attempted security or data breaches before we are impacted. We use cookies to improve your experience of our website.

The basis for processing this is that we have a legitimate interest to plan and protect.

Transfers of your data outside the EEA

We only transfer data outside of the EEA if it is to a country or organisation that is deemed by the EU to have adequate protection of data. For example, to companies which are signed up to the Privacy Shield. This can be viewed at: https://www.privacyshield.gov/list

Retention periods

We will hold your details for as long as we have a contract with you or for as long as we feel we have a relationship with you, unless we are required by law to hold it for longer, e.g. litigation.

Third parties

We do have a small number of companies providing services to us. These are our processors and in line with our obligations, we have data processing agreements with them to ensure your data is protected at all times.

Technical and operational security

All our employees are privacy trained and we encrypt all laptops.  Our server is firewall protected with authentication of users prior to access to sensitive personal data and password protection against brute-force guessing.  We have an internal password policy and a user account creation and approval process together with proactively managed anti-malware and anti-virus software.

Your rights


As a sub-contractor, you have lots of rights in respect of our processing of your personal data. The relevant rights are:

  • Request a copy of your personal data and information about our processing of it.
  • Request that we delete information on you if we do not need to hold it.
  • Request that we correct any personal data that we hold on you.
  • Request that we stop processing your data, for certain things, such as marketing.
  • Request that we move your data to another organisation’s IT system electronically.

If you want to exercise any of these rights, please just contact us on dataprotection@haywardservices.co.uk.

You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/global/contact-us/postal-addresses/
 

Contact us

If you want to talk to us about this, please email us on dataprotection@haywardservices.co.uk