Privacy Policy

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Privacy Notice

Company Name: Cad Air Conditioning Ltd (hereafter may be referred to as “CadAir”, “the Company” or “we”)
Company Address: 8 Hercules Way, Aeropark, Farnborough Aerospace Centre, Farnborough, Hampshire. GU14 6UU

Privacy Compliance Manager: Darren Evans
Contact Details: 01252 372605 / info@cadairltd.co.uk 

This privacy notice provides you with details of how we collect and process your personal data.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). Please contact us first if you do have a complaint so that we can try to resolve it for you.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing the Privacy Compliance Manager.

The Company collects and processes personal data relating to the people we interact with in the conduct of our business as customers, prospective customers, suppliers, associates and other business individuals that we are in contact with as part of our business activities, and as job applicants, employees, ex-employees , workers and contractors of our customers

The Company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. This Privacy Notice summaries your rights and our responsibilities to you.

What Information Does The Company Collect?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as any information relating to a living identifiable person.

The Company collects and processes a range of personal data which is likely to include but is not limited to:

• Names,      addresses, email addresses, phone numbers and any other contact details      such as but not limited to skype IDs
• Personal      data relating to clients, contractors, suppliers, employees, ex-employees,      workers and job- applicants
• Financial      and accounting data
• Any      other category of personal data which we may notify you of from time to      time 

Why Does The Company Process Personal Data?

We will only use your personal data when legally permitted. The most common uses of your personal data are:

• Where      we need to perform services between us
• Where      it is necessary for our legitimate interests (or those of a third party)      and your interests and fundamental rights do not override those interests
• Where      we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you via post, email or text message. You have the right to withdraw consent to marketing at any time by emailing the Privacy Compliance Manager.

We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data. Please email the Privacy Compliance Manager if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

You will receive marketing communications from us if you have:

• requested      information from us or purchased goods or services from us; or
• if      you provided us with your details and positively confirmed at the point of      entry of your details that you agree to us sending you marketing      communications; and
• in      each case, you have not opted out of receiving that marketing.

We may send you marketing information by email, telephone or post and such marketing may include useful information, best practice hints and tips, general news about the company and our activities, special offers and details of new products or services. You will not be sent any unlawful marketing or spam.

It is not our intention to share your personal data with third parties for marketing purposes but if at any point in future this were to change we will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by emailing the Privacy Compliance Manager.

Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

Who Has Access To The Data?

Data will be shared internally in CadAir so that all employees of the business can provide a service as appropriate when required and to enable us to administer and manage our business activities.

We will share your personal data as appropriate with the parties set out below:

• Service      providers who provide us with IT, system administration and website      services
• Professional      advisers including consultants, lawyers, bankers, accountants,      bookkeepers, auditors and insurers who provide us with business      development and marketing consultancy, banking, legal, insurance and      accounting services
• Service      providers who provide us, and you as one of our clients, with HR      Management software – any such sharing of data is only done with your      explicit consent and under your specific direction and instruction
• Outsourced      administration services such as audio typists – providing transcripts of      meeting recordings
• HM      Revenue & Customs, regulators and other authorities based in the      United Kingdom and other relevant jurisdictions who require reporting of      processing activities in certain circumstances
• Third      parties to whom we sell, transfer, or merge parts of our business or our      assets.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for one of the third parties we contract with.

If your personal data is transferred outside of the EEA, we do our best to ensure a similar degree of protection in respect of your personal information as we will take all steps reasonably necessary to ensure that your data is treated securely by ensuring that at least one of the following safeguards is implemented:

• We      will only transfer your personal data to countries that have been deemed      to provide an adequate level of protection for personal data by the      European Commission; or
• Where      we use certain service providers, we may use specific contracts or codes      of conduct or certification mechanisms approved by the European Commission      which give personal data the same protection it has in Europe; or
• Where      we use providers based in the United States, we may transfer data to them      if they are part of the EU-US Privacy Shield which requires them to      provide similar protection to personal data shared between the Europe and      the US.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Please email the Privacy Compliance Manager if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

How Does The Company Protect The Data?

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How Long Does The Company Keep Data For?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our clients, including Contact, Identity, Financial and Transaction Data, for six years after the end of the financial year in which they cease being customers for tax purposes.

We may retain personal data about job applicants, employees, ex-employees, workers, and contractors of clients for as long as we continue to work with the client, and as long as it is necessary for us to retain that data.

In some circumstances you can ask us to delete your data: see below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

What Are Your Rights?

As a data subject, you have a number of rights – you can:

• Know      what data we hold about you
• access      and obtain a copy of your data on request, and to request a transfer of      data to another data controller
• require      the Company to change incorrect or incomplete data
• require      the Company to delete or stop processing your data, for example where the      data is no longer necessary for the purposes of processing
• object      to the processing of your data where the Company is relying on its      legitimate interests as the legal ground for processing
• to      be notified of a data security breach
• to      withdraw consent processing where this was the legal basis relied upon for      any such processing
• to      complain to the Information Commissioner Office https://ico.org.uk/concerns/

If you wish to exercise any of these rights you should email the Privacy Compliance Manager.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time and the most current version of this Privacy Notice is always available on our website or may be requested by emailing the Privacy Compliance Manager.