Heatlink (Client Services) Ltd is committed to protecting and respecting your privacy rights.
This Privacy Notice aims to give you information on how Heatlink (Client Services) Limited collects and processes your data. For all our services, the Data Controller/Data Protection Officer will oversee any questions relating to this privacy notice. You can contact us by email at firstname.lastname@example.org or you can write to us at Heatlink (Client Services) Ltd, 2a Baxter Road, Sheffield S6 1JF.
Information you give to us – When you complete a form on our website, call in or email us, you are giving us your information. How we will then use it is detailed within this policy.
How we use your information
• To carry out any agreed obligations arising from any contracts entered into between you and us, and also to provide you with the information, products and services that you request from us.
• To provide you with information about other goods and services we offer that are similar to those that you have already purchased or enquired about, or may be relevant or we feel may interest you.
If you do not want us to use your data in this way you can opt out at any time by contacting email@example.com or you can notify us with the appropriate box when you complete information online.
We will use any data we collect to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes. We will also use it to improve our site to ensure that content is presented in the most effective manner for you and for your computer. We will also use it to ensure that we can keep our site safe and secure. In addition, we use data to measure or understand the effectiveness of our marketing.
The Personal Data We Collect
We only collect, use and store personal data about you which enables us to provide you with your heat meter bills. We store your name, home address, telephone number and email details, and if you have ever asked for a refund then we will have the bank details you used on file also.
How We Obtain Your Personal Data
Your personal data will originally have been provided to us by either the developer of the new build home you purchased, or by the Housing Association on the scheme you live on. It may also have been provided to us by your Landlord if you are a tenant or the lettings agent they have employed. On occasion the occupant may have provided us with their details themselves.
How We Use Your Personal Data
We will use your personal data to issue you with your heat meter bills, send you a late payment reminder letter or email or to follow up on any queries you may have raised yourself. We would also supply your personal data to our engineers if they are to attend your property to carry out any maintenance or repairs. We will only use your data when and where it is necessary for legitimate interests or where we have/need to comply with any legal/contractual obligations. You will only receive marketing information relating to the servicing of your Heat Interface Unit (HIU) very periodically.
Sharing Your Personal Data
We are serious when we say that we are committed to protecting your privacy – we want to maintain your trust. To this end we do not sell any of your personal data to a third party.
We do, however, share your personal data with companies who play an essential part in enabling us to provide our services to you; such as your scheme’s Management Company, property owners and lettings agents – where debts on account have become excessive. Other companies such as our IT & system administration providers will have restricted access to some of your personal data. You can rest assured that we require all third parties to respect the security of your personal data and treat it in accordance to the law. We do not allow our third-party service providers to use your personal data for their own purposes.
Sending Personal Data to Countries Outside of Europe
We do not send any data outside of the UK.
Retention of Your Personal Data
By law we are required to keep all financial information for a period of 7 years. We only hold any personal data that relates to you for as long as necessary to fulfil the purpose in which we collected it for. After the end of our relationship with you we are obligated to remove it at our earliest opportunity.
Disclosure of Your Information
We will only disclose your personal information with members of staff at Heatlink, our sub-contractor engineers, the scheme’s employed Management Company, or anyone that is involved in any work relating to the contract we entered with them or you. This will be strictly adhered to.
We will disclose your personal information to third parties in the event that we sell or buy business or assets. We will never share it for marketing purposes.
Where We Store Your Personal Data
All our computers have been encrypted and the data on these machines is then stored on a cloud-based server. All office doors are locked nightly and the building has a Red Care monitored alarm system. We take protecting your personal data seriously.
Where processing of your personal data is based on consent, you can withdraw that consent at any time. To do so, please email firstname.lastname@example.org. Your other rights include:
• Asking us to not or no longer process your personal data for marketing purposes.
• Requesting access to personal information held about you, and to check that the information we hold about you is correct, and for it to be rectified or completed where necessary.
• You can ask that any data be erased provided that the personal data is no longer necessary for the purposes of which it was collected.
Should you have any issues or concerns in relation to your data or privacy, please contact us at email@example.com.