Introduction

Pro Door Limited is a service and engineering company. Our registered address is: 55 Station Road, Beaconsfield, Buckinghamshire, HP9 1Q and our trading address is Academy House, 241 Chertsey Road, Addlestone, Surrey, KT15 2EW

Please read this Privacy Policy carefully to understand why data is being collected and what we do with that data once in our possession.

We may change the privacy policy or the terms of business from time to time by amending this page. Further information about data privacy may be found in our engagement letter with you.

What type of information will we collect from you?

The personal information we collect will depend on the nature of the services we are providing and what we are contracted to do for you. Typically, this might include the following:

  • Contact details (including your name, address, date of birth, and email address)
  • Photographic identification and proof of address documents (to carry out due diligence)
  • Address of any other premises you require us to visit
  • Banking and financial details (to establish the source of funds where a transaction is involved and also including such information on invoices)
  • Mobile and landline telephone numbers

On what basis can we process your information?

The legal grounds for processing your personal data are as follows:

  • It is necessary for the performance of a contract to which you are a party, or to take steps prior to entering into a contract with you. The estimates and e mails we send to you which includes our terms of business and our contracts sets out the terms of the contract and the services we will provide.
  • It is necessary for the purposes of our legitimate interests, except where our interests are overridden by the interests, rights or freedoms of affected individuals (such as you). To determine this, we shall consider a number of factors, such as what you were told at the time you provided your data, what your expectations are about the processing of the data, the nature of the data, and the impact of the processing on you.
  • It is necessary in order to comply with mandatory legal obligations to which we are subject under EU or UK law.

Information collected from you about other people

In commercial matters, in the course of providing our professional services to you we will hold and use personal information about you and/or possibly your employees.  When you provide personal information to us relating to your officers or employees, you confirm that you are allowed to do so. You should ensure that those individuals understand how their data will be used by us.

In exceptional circumstances you may be providing information on personal matters and in doing so providing other third-party data to us, for example details about your home address and home telephone number and possibly details on family members, in which case we will use such data as a data controller in our own right and will comply with data protection legislation in relation to use of that data.  You must have the authority to disclose personal data if it relates to someone else and all data disclosed should be complete, accurate and up to date.

What we are going to do with your information?

We will hold and use personal information about you in the following ways:

  • Verify your identity and establish the source of funding in any transaction in payment of our services.
  • Carry out appropriate anti-fraud checks (by conducting online searches using a third-party identity provider).  Please note that this will not affect your credit rating.
  • Communicate with you during the course of providing our services, for example providing you with advice and dealing with your enquiries and requests concerning any of our work we are undertaking for you.
  • Seek advice from third parties in connection with the job(s) we have undertaken for you.
  • Respond to any complaints against us.
  • Prevent money laundering or terrorist financing in accordance with financial crime regulations.

Information we collect about you from others

Information may be passed to us by third parties in the course of providing our services. When we obtain information about you from a third party rather than from you directly, we will notify you of any relevant information within a reasonable period and provide you with details including the type of data and source it came from. Typically, these sources may include:

  • Financial institutions (such as banks involved in financing the transaction).
  • Public sources where this relates to you or your organisation (for example Companies House).

How long we keep your data for

We will only retain your information for as long as is necessary to:

  • Carry out the work contract
  • Compliance with legal obligations under EU/UK law (anti-money laundering regulations say your identification and source of funds information must be kept for a minimum period from conclusion of the matter).

Typically, we will store the information for up to six years from the date of your final bill.

Who your information will be shared with

At the outset of your matter we may not be aware of all the other parties involved as this will depend on the specific nature of the work but as soon as we become aware of the possible need to disclose information to a third party we shall inform you.

We will not share your information with third parties for marketing purposes.

Security of your data

Your data will be held on secure servers within the European Economic Area (“EEA”) with all reasonable technological and operation measures put in place to safeguard it from unauthorised access.  Where possible any identifiable information will be encrypted or minimised.

If we have given you a username and password which enables you to access certain parts of your matter on our systems, you are responsible for keeping it confidential. Please do not share it with anyone.

How you can access and update your information

You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed. These requests are free of charge and can be sent to James Newman.

How you can object to us using your data

You can ask us to limit the way in which we are using your information or object to certain types of processing. We will do our best to comply with your request unless we have to use the information for legitimate business or legal purposes.
Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services. Depending on the extent of your request we may be unable to continue working for you and be forced to immediately cease work. In these situations, you would remain liable for the fees that we have quoted to you and fees incurred to date.

Any queries or concerns about the way in which your data is being used can be sent to James Newman.

Moving your information to another organisation

You have the right to request that we send a copy of the personal data we hold about you to another organisation for your own purposes, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information to another organisation please let us know. We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.

Complaints about the use of your personal data

If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to James Newman.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office.  Further details can be found at www.ico.org.uk or 0303 123 1113.