Polysolar Privacy Policy
Updated 12 February 2020
Introduction
This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users (visitors to the website), the website and website owners (Polysolar Ltd). Furthermore, the way we process, stores and protect users data and information will also be detailed within this policy.
The website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.
Use of cookies
What are cookies?
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
What do we use cookies for?
We may use cookies to remember personal settings you have chosen at our website. In no other context do we use cookies to collect information that identifies you personally. Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards.
We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features. If you log into the website, application or a course as a registered user, your session cookie will also contain your user ID so that we can check which services you are allowed to access.
This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.
Personal information
Whilst using our website or services you may be required to provide personal information (name, address, email, account details, etc.). We will use this information to administer our website, applications, client databases and marketing material. We will ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law of the United Kingdom in the Data Protection Act 2018. Further, by providing telephone and email details, you consent to Polysolar Ltd contacting you using that method. You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at info@polysolar.co.uk.
Data we may hold, why we hold it and what we do with it
Website forms
Polysolar Ltd will not sell or rent your personally identifiable information, gathered as a result of filling out forms on the site (newsletter sign up, contact or request a quote), to anyone.
We may collect the following information:
Interested Parties
An interested party is someone who has requested to be included on our mailing list. To be included we will ask you to confirm acceptance with the process detailed below and hence to provide your permission for us to email you. We may hold the following information:
- First name, last name and email address.
- Business name and details.
This information is held securely within our email marketing software with password access control only available to Polysolar Ltd.
Why:
We will use this information to send you no more than monthly newsletters that may include some or all of the following:
- Information and special offers on our services and provision
- Updates on our developments
What we do:
We record whether you open our newsletters – this can let us know whether you are interested in the information we send you. If you do not open our newsletters for a 12-month period we will remove you from our list, otherwise we will keep you on our list. You will always have the opportunity to unsubscribe within every newsletter.
We record any links you click in a newsletter – this can give us an indication that you are interested in a particular subject, story or service. We may then contact you to ask you if you would like more information and we may ask you if you would like to be added to a mailing list relevant to the link you clicked. You can decline to be included and you can unsubscribe in each newsletter.
We do not share your data with any third party.
Review/Rectify
You can request access to see the information we hold on you and you can ask us to correct it.
Removal
As well as unsubscribing directly from each newsletter, you can email info@polysolar.co.uk and request to be removed. We will confirm your removal by email reply and retain your email and confirmation as a record of deletion. Clicking the unsubscribe in our newsletters will be recorded and retained in our email marketing software.
Customers/Clients
A customer/client is someone we have previously, are currently or may in the future be doing business with. Customers and Clients will also be included on our mailing list and be subject to the process detailed above. This may be either:
We may hold the following information:
- First name, last name and email address.
- Details of the property/installation needs.
- Contract information
- Invoice details
Why:
As well as the mailing list reason detailed above, we will use your business information as part of the contract to undertake agreed work on your behalf. You will be asked to sign the contract and hence will be fully aware of the information we hold.
What we do:
We will use the information to provide our contracted services for you, raising invoices and to keep in touch with you – we deem these legitimate reasons to hold your information and by contracting with us you agree to us holding these details. We do not share your data with any third party unless specifically detailed in your contract.
Review/Rectify
You can request access to see the information we hold on you and you can ask us to correct it.
Removal
In addition to the newsletter mailing list information above, we are required to retain accounting information for at least 6 years to satisfy HMRC requirements. You can ask us to remove your information by emailing info@polysolar.co.uk and we will confirm your removal by email reply and retain your email and confirmation as a record of deletion.
Privacy Policy Review
Please note, we are routinely reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes and make you aware. This process will be reviewed at least quarterly and when there is a change to the process/procedures.