We value all our clients at Safe Flow Ltd and we are fully transparent with our customers as to what data we collect and how we use this data.
We are fully committed to respecting our clients privacy, and customer information will only be used to provide the trade services that have been ordered from Safe Flow Ltd.
The details that we collect and what we do with it include:
Information we collect
Before we carry out any work for clients, we will ask clients to voluntarily supply basic information such as:
- Name and address
- Other contact info such as telephone, email etc
- Details on plumbing, heating and gas appliances relevant to the work to be carried out
- Company information – for commercial clients
- Payment information such as credit and debit card maybe taken to process a payment but never stored
It will be assumed that clients have read this notice when providing personal information
Why is this information Collected?
Any information that we collect from clients is solely to enable us to fulfil our obligations in providing plumbing, heating or gas services that we have been asked to quote or commissioned to carry out you the customer.
Who do you share this information with?
Safeflow Ltd do not share any personal information with any 3rd parties with the following exceptions:
You personal information can be used by our suppliers to deliver materials used to carry out works.
Employees and sub-contractos may also use personal information to deliver materials associated with works and to undertake work we have employed to do.
What we do with your information
We may store information in our customer database to
- Contact clients about annual boiler servicing and gas certificates
- Store information about work quotations and works carried out
How long do we keep your information?
This length of time that Safe Flow Ltd store personal data will vary depending on the ‘legal basis’ of what the information is required for.
We retain the right to store personal information for all clients who have paid an invoice within the past 7 years which is mandatory for distribution to the HMRC.
Other information including quoted works, and details of previous works will be held in our database indefinitely, until you request the removal of this information from our database
Formal Data Removal Request:
The introduction of the new GDPR legislation gives clients more control over what data is collected about them and how long that data is stored. With this legislation comes the ability for a customer/client to request the removal of their data. Although the legislation applies only to European nationals, we have opened up this system to all users as we feel that your privacy and trust in us is paramount.
If you wish to have your data removed as part of the GDPR “right to be forgotten” you are able to request this, if the following criteria apply to you;
- You have no currently active services with us
- You must not have made any payments to us within the last 7 years
- You are the original account owner
If you meet all of these criteria, then simply email us at firstname.lastname@example.org your data to be removed;
We will provide an answer to this request within 2 weeks, from here we may ask you for proof of identity as well as a few security questions. After this you will be provided with a final confirmation page, that you must agree to before the data can be deleted.
If your request is successful you will not receive a response to your original request, but a final automated email confirming that your personal information was been purged from our databases.
You may also request the data removal request directly by raising a ticket to our Support System, with the following format.
Example Request Format
Dear Safe Flow Ltd,
I hereby formally request that all physical or digital personal data is either destroyed and purged from your databases.
I acknowledge this request may take up to 4 weeks to process.
I also confirm I am an EU citizen, the original account owner and I have not used your services in the last 7 years.
INSERT NAME HERE
Formal Data Request:
The introduction of the new GDPR legislation gives clients more control over what data is collected about them and how long that data is stored. With this legislation comes the ability for a customer/client to request this data. Requesting your data is a very simple process that only takes a few seconds, just email us at email@example.com
Please be aware that we may ask for additional proof of identity before we can hand over the requested data, this is a standard security procedure that we carry out from time to time.
We will reply to your request within 4 weeks, from here we may ask for further proof of identity as well as a few security questions. Once complete we will hand over the data in standard format (.txt or .PDF), whereby you can review the collected information.
Storage of Personal Data & Account / Profile Information:
The below data is stored for the mandatory 7 years required by HMRC in the event of an account audit:
- Full Name
- Full Address
- Email Address
- Phone Number
- Company Name
- VAT Number
- Order Records
- Transactions (ID’s, amounts, timestamps)
How can I access data stored about me?
Both GDPR legislation and the Data Protection Act 1998 gives your the right to access personal information that is held by Safe Flow Ltd. You have the right to request copies of any personal information and also for any inaccuracies to be corrected. This information can be requested by email to firstname.lastname@example.org or in writing to 19 Shurland Avenue, Barnet, EN48DE.
At Safe Flow Ltd we are committed to keeping stored data secure and we follow the appropriate standards to store and protect the personal data we collect, both during transmission and once received and stored, including utilization of encryption where appropriate.
Access to stored personal information is restricted to senior management at Safe Flow Ltd via two factor authentication only.
Links to other websites
Any links to other websites are provided solely as pointers/websites of interest or companies for which we might be affiliated to.
Once you leave the Safe Flow Ltd website you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Any changes we make to this policy/notice in the future will be posted on our website.
Safe Flow Ltd
19 Shurland Avenue