TES Facilities Management Ltd value your data and are committed to ensuring it is handled and stored safely and securely. The purpose of this policy is to explain to you how we control, process, handle and protect your personal information.
We are exempt from registration in the IO Data Protection Register because data is collected solely for legitimate business reasons and to fulfil business contracts.
Types of data we collect
Data is only collected if it has been directly provided by yourself. This is done via email, phone and face to face meetings. Data collected includes:
- Full Name and company name
- Job title and position
- Contact details including email address, business address and phone numbers.
- Company invoicing and bank account details
- Purchase orders and transactional data
How data is used and handled
The data you provide us is used solely for the purpose of our mutual business contract. – In order for us to provide our services to you and communicate with you in relation to your services, invoicing and payments.
- To obtain services from yourselves, communicate with you and to arrange subsequent payments.
- To notify you of any changes to our business, where necessary.
- To comply with any legal obligations including reporting of transactional data.
We do not sell or transfer data to any marketers or third parties nor do we transfer data outside the European Economic Area (EEA).
Data security and protection
We take all necessary steps to ensure that our servers are secure and that security measures are in place to prevent your data from disclosure, once it has reached our servers. We cannot guarantee the security of any information during transmission from yourselves.
All electronic data is stored on secure servers and paper copies are stored in locked cupboards, accessible by authorised staff members only. Once documents are no longer required, they are shredded using a secure destruction service.
Data retention period
We store your data for as long as is required to fulfil the business contract, for the duration of our business relationship and for the purpose of meeting legal requirements. In order to meet certain legal requirements, we store data such as company details, financial and transactional data for 6 years.
Access to your personal information
You have the right to access, amend or delete any of your personal data that we hold. You can make a request to view the data we hold, to make any changes or to remove your data from our systems by emailing firstname.lastname@example.org We will respond to your data subject request within one month.
Changes to this policy
We regularly review this policy and will make changes as and when needed.