Privacy Notice

Prospective and Existing Customers

1. What is the purpose of this document?

Albert Henry Interiors (a trading division of Swift Plant Hire Ltd) is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).

It applies to all prospective and existing Customers.

Swift Plant Ltd is a "Data Controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

2. Data protection principles

2.1 We will comply with data protection laws. This says that the personal information we hold about you must be:

Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

3. The kind of information we hold about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We will collect, store, and use the following categories of personal information about you:

3.1 If you use or interact with Albert Henry Interiors we may collect, use, store and transfer various kinds of personal data about you which we have grouped together as follows:

3.1.1 Identity Data includes first name, given name, last name, username or similar identifier, marital status, title, gender.

3.1.2 Contact Data includes home address, email address and telephone numbers.

3.1.3 Financial Data includes bank account details, where relevant

3.1.4 Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

3.1.5 Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, stay duration, operating system and platform, and other technology on the devices you use to access this website.

3.1.6 Usage Data includes information about how you use our web sites, and our products and services. .

3.1.7 Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

3.1.8 if you: (a) complete one of our enquiry forms (b) request one of our digital brochures; (c) request further assistance; (d) report a problem with our web Sites; (e) request a call back (f) otherwise correspond with us, we may collect your name, address (including e-mail address) and phone numbers.

3.1.9 Social Media Platforms including, but not limited to Instagram, YouTube, TikTok, Twitter, Facebook, and Etsy. We cannot prevent these third-party sites, or external domains, from collecting information on your usage of this embedded content. If you are not logged in to these external services then they will not know who you are but are likely to gather anonymous usage information e.g. number of views, plays, loads etc.

4. How is your personal information collected?

4.1 We collect personal information about prospective and existing customers either

a) with your consent, directly from yourself at promotional events

b) with your consent, directly from yourself via phone calls to our sales advisors, we will always ask you verbally for your consent to capture your initial details on our CRM system.

c) If you initially contact us via email or social media with a sales enquiry, then we have a legitimate interest to contact you to fulfil your enquiry. We will also confirm that we have captured your information and refer you to our Privacy Notice by sending you an email confirmation not

d) contractually, during the purchase of a new home from Davidsons Developments Ltd (our parent company) when your new home includes fitted furniture manufactured by ourselves.

e) with your consent, from our web site via our ‘Contact Us’ or ‘Call Back Request’ service.

f) From our contact on Social Media platforms, we will ask you to consent to your information being captured and stored in our CRM system.

4.2 We may collect additional personal information while progressing the purchase of a home from Davidsons Developments Limited (our parent company, also our Data Processor) or Davidsons Properties Ltd our sister house building company.

4.3 We may capture your image during pre-consented marketing video and photography recordings for use in future marketing promotional activities. In such cases we will

• Inform you that recording is in progress
• Seek your consent if you are a significant person of interest in the image
• Rely on legitimate interest as a lawful processing basis if you have a background role in the image
• Issue you a consent form to allow us to store and process your image
• Always seek written consent from parents / guardians of any children whose images we capture
• Issue you a Photography Information Sheet explaining what we will use your image for.

4.4 We will always capture installation images at the end of the contract as part of our quality and post fitting support process. These will not normally include images of individuals and will not be used for marketing purposes without your consent.

4.5 You may contact us to withdraw your consent by using the ‘unsubscribe’ option providing on any email or by contacting our Sales Administration Team on the contact details below.

5. How we will use information about you

5.1 We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

• Where we need to contact you.
• Where we need to perform the contract, we have entered into with you.
• Where we need to comply with a legal obligation.
• 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.
• We have a legitimate interest to contact you post installation to:-
• Conduct satisfaction surveys
• To ask you to participate in refer a friend schemes, or to share images of your installation
• Contact you after 18 months of the installation date to keep you informed of promotions and new product ranges, we will on average only contact you once every three months, and you may remove your consent by

Unsubscribing from the email

Contacting our sales team by either email or phone on the contact details below

5.2 We may also use your personal information in the following situations, which are likely to be rare:

1) Where we need to protect your interests (or someone else's interests).

2) Where it is needed in the public interest.

5.3 As part of the new home buying process we may use your information to determine if you are a vulnerable customer (as defined by the New Homes Quality Board). In doing so we may record details of how we can assist and support you in this matter in the future, and where possible we will not record the nature of any declared vulnerability on our systems. We will always try to confirm your ‘vulnerability statement’ with you, and you can request to see it or change it at any time, as part of your Individual Rights as defined by the ICO.

6 Where we use your information.

We may use your information in the following systems:

6.1 Our websites:

www.alberthenryinteriors.co.uk, its related domains and sub domains

6.2 Other systems:

6.2.1. A specialist Enterprise Resource Planning (ERP) software package to track and manage our core business activities including, invoicing and BACS transfer.

6.2.2. A web-based CRM tool to capture information during phone calls to our sales and order processing teams.

6.2.3. Excel for scheduling deliveries and administrating your order through to installation.

6.2.4. Delivery route planning system to schedule deliveries and information.

6.2.5. Email for internal and external communication with fitters and inspectors.

6.2.6. Web based Customer Survey Tools to undertake customer research pre and post customer sale.

6.2.9 Cloud storage and onsite file storage systems

6.2.10 Specialist cloud-based software integration tools (IPaaS) to securely share your personal information between our critical business IT systems. This reduces data input errors and allows us to keep you information up to date and accurate across all systems.

6.2.11 Digital Asset Management (DAM) tools to manage photo, video, and audio files. Our systems are hosted in Europe and are governed by European Commission-Approved Standard Contractual Clauses.

6.2.12 Specialist cloud-based software to handle Health & Safety Inspections and Accident investigations.

7. Situations in which we will use your personal information

• To contact you as part of the process of constructing your new home that you have purchased from Davidsons Developments Ltd or its house building subsidiaries to provide you with options for fitted wardrobes and other furniture.
• To arrange delivery & installation of your new furniture into your new home.
• For non-Davidsons Developments clients we will respond to requests to survey, provide quotations, install
• and service products manufactured and installed by ourselves and contractors.
• To process the purchase, installation and care of your interior furniture purchased from us.
• To comply with health and safety obligations.
• To process card payments electronically over the phone.
• In promotional marketing activity.
• To prevent fraud.
• With your prior separate consent, we may use your imagery in future marketing activity, but you can withdraw your consent at any time by submitting a ‘Right to Object’ to processing to our Sales Administration Team, see contact details below.
• Should you reserve a property with our parent company, or strategic partners, then we have a legitimate interest to include an electronic catalogue of our products with your reservation confirmation, since the majority of our new homes contain many our products as standard, and the catalogue outlines details of what a customer will be receiving as part of the construction of their new home. We will not contact you further with marketing related and promotional emails unless you have consented to do so.
• Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

8. If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to communicate accordingly throughout the purchase and post purchase process.

9. Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

10. How we use particularly sensitive personal information?

Albert Henry Interiors Ltd do not hold personal information that falls within this special category.

11. Automated decision-making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We do not use automated decision-making.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

12. Data sharing

12.1 We may receive your information vis actions you have initiated on Social Media platforms.

12.2 In order to process your request, we may have to share your data with our parent company in order to process your requests and purchases, and with third party sub-contractors and service providers.

12.3 We require third parties to respect the security of your data and to treat it in accordance with the law.

12.4 We may transfer your personal information outside the EU for hosting purposes. If we do, you can expect a similar degree of protection in respect of your personal information.

13 Why might you share my personal information with third parties?

13.1 We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

13.2 We may receive your information with our parent company, Davidsons Developments Ltd, o (who also provides our IT platforms), and from strategic partners with whom we are a contractual agent to either provide fitted furniture and post occupational support, these include:

Davidsons Properties Ltd

Western Range Ltd

Wilson Enterprises Ltd      

Lubenham 1 Ltd

R2 Developments Ltd

13.3 We may share your information with approved sub-contractors to install and fit your furniture.

13.4 We may share your information with approved surveyors to carry out pre-installation surveyor, or quality assessments and inspections.

13.5 We have defined ‘Joint Data Sharing Agreements’ between our ourselves and our parent company defining how we share information within our Group.
 

14 Which third-party service providers process my personal information?

"Third parties" includes third-party service providers (including contractors, subcontract surveyors, subcontract installers, suppliers, photographers, research partners, courier companies, warranty providers, employees and designated agents) and other entities within our group. The following activities are carried out by third-party service providers:

1. Parent company, IT systems hosting and IT support.
2. Social Media platforms for marketing and contact management.
3. Sub-contractors to survey your property for fitted furniture.
4. Sub-contractors for the delivery and installation of your new furniture.
5. Fulfilling warranty obligations.
6. Carrying out post completion satisfaction surveys.
7. Card payment processing companies
8. Social Media platforms to display installation examples, (subject to your permission).
9. Updating prospective and existing Customers about promotional offers and events.
10. Marketing partners who help us to produce and issue marketing campaigns to interested customers.

14.1 How secure is my information with third-party service providers and other entities in our group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

14.2 When might you share my personal information with other entities in the group?

We may share your personal information with other entities in our group for the ordering processing and invoicing of sales extras/choices associated with the purchase of your new home, or to permit us to satisfy sales requests from customers who contact AHI directly.

14.3 What about other third parties?

We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.

15 Data security

15.1 We have put in place measures to protect the security of your information. Details of these measures are available upon request.

15.2 Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

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

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

16 Data retention

16.1 How long will you use my information for?

We will only retain your personal information 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. Details of retention periods for different aspects of your personal information are available in our retention policy which is available from our Data Protection Officer. 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.

16.2 In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

16.3 With your consent, we may retain event images containing your personal images for up to 10 years.

16.4 Where relevant and to support the 10-year warranty for new home sales provided by our parent company to its customers, we need to keep your information for 12 years to support any warranty claims still in progress or in dispute.

17 Rights of access, correction, erasure, and restriction

17.1 Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

17.2 Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Protection Officer (see below) in writing.

No fee usually required.

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

18 What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

18.1 Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Officer (see below). Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

19 Data Protection Officer

We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact our Data Protection Officer at the contact details below. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

20 Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

21 Other Public Interaction

At times members of the public may share with us their personal information during non-sales related transactions or enquiries. We may need to process your information internally, with our parent company and relevant 3rd parties in order to satisfy your request. Examples of such interactions could include the processing of insurance claims following road traffic incident or an accident on one of our premises.

22 Sales Administration Team Contact Details

Sales Administration Team

Albert Henry Interiors
Wilson House,
Leicester Road,
Ibstock,
LE67 6HP

Email: sales@alberthenryinteriors.co.uk

Tel: 01530 265 645
 

23 Data Protection Officer

If you have any questions about this privacy notice or other privacy concerns not addressed by our Sales Administration Team, then please contact

Amanda Woodford, Data Protection Officer DPO@alberthenryinteriors.co.uk or Leicester Road, Ibstock, Leicestershire, LE67 6HP

If you are not satisfied with any action taken by us or response given, you have the right to complain to Information Commissioner at www.ico.gov.uk, or help line telephone number: 0303 1231113.

Last Issued Date: 22/12/22

Version: 2.7

Doc Ref: DGP005