INTRODUCTION

• This privacy notice provides you with details of how we collect and process your personal data through your use of our site www.electric-heatingcompany.co.uk.
• By providing us with your data, you warrant to us that you are over 13 years of age.

WHO WE ARE

• The Electric Heating Company Ltd is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
• If you have any questions about this privacy policy or our privacy practices, please use the contact us form on our website or you can contact:
  • The Electric Heating Company Ltd (Company number SC289495) with its registered office at Unit 40, Block 5, Third Road, Blantyre Industrial Estate, Blantyre, Glasgow G72 0UP;
  • info@electric-heatingcompany.co.uk
  • For the attention of: Privacy Manager
• It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us by using our contact us form.

THE DATA WE COLLECT 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 may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:
  • Identity Data: includes first name, last name, title.
  • Contact Data: includes billing address, delivery address, email address and telephone numbers.
  • Financial Data: includes payment card details.
  • Transaction Data: includes details about payments to and from you and other details of products and services you have purchased from us.
  • Technical Data: includes your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
  • Profile Data: includes purchases or orders made by you, your interests, preferences, feedback, and survey responses.
  • Usage Data: includes information about how you use our website, products, and services.
  • Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Where we are required to collect personal data by law, or under the terms of the contract between us, and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time.

How we use your data

• We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
  • Where we need to perform the contract, we are about to enter into or 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 will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. If we need to use your details for an unrelated new purpose, we will let you know and explain the legal grounds for processing.
• We may process your personal data without your knowledge or consent where this is required or permitted by law.
• We do not carry out automated decision making or any type of automated profiling.
• We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
• Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

HOW WE COLLECT YOUR PERSONAL DATA

• We collect data about you when you provide the data directly to us (for example by filling in forms on our site, by sending us emails, or calling us by telephone, when you request our products or services). We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookie policy for more details about this.
• We may receive data from third parties including analytics providers based outside the UK (such as Google), advertising networks based outside the UK (such as Meta Platforms), search information providers based outside the UK (such as Google), or providers of technical, payment and delivery services, such as data brokers, aggregators, or trade bodies.
• We may also receive data from publicly availably sources, such as Companies House and the Electoral Register based in the UK.
• We may also receive data from repair engineers/contractors that you have employed to install or repair our products within your property. This data is used for recording and processing the issuing of warranty spares and repairs.

MARKETING COMMUNICATIONS

• Our lawful ground of processing your personal data to send you marketing communications is your consent, or the opt-in detailed in clause 6.2 below.
• Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted-out of receiving such communications since. Under these regulations, if you are a limited company, we may also send you marketing emails without your consent. However, you can still opt-out of receiving marketing emails from us at any time.
• Before we share your personal data with any third party for their own marketing purposes, we will get your express consent.
• You can ask us or third parties to stop sending you marketing messages at any time. You can do this by following the opt-out links on any marketing message sent to you.
• If you opt -out of receiving marketing communications this opt-out does not apply to personal data provided we process as a result of other transactions, such as purchases, warranty registrations, etc.

DISCLOSURES OF YOUR PERSONAL DATA

• We may have to share your personal data with external third parties set out below:
  • Other companies who provide services & products to us e.g. product manufacturers such as Kospel, LHZ and Kingspan.
  • Third party providers of warranty cover on the products you purchase e.g. insurers or product manufacturers as above.
  • Service providers who provide IT and system administration services.
  • Professional advisers including lawyers, bankers, auditors, and insurers.
  • Government bodies that require us to report processing activities.
  • Third party engineers/contractors who have been assigned to carry out a warranty repair on our behalf.
  • Third parties to whom we sell, transfer, or merge parts of our business or our assets.
• We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

INTERNATIONAL TRANSFERS

• Countries outside of the UK do not always offer the same levels of protection to your personal data, so UK law has prohibited transfers of personal data outside of the UK unless the transfer meets certain criteria.
• Some of our third parties service providers may from time to time be based outside the UK so their processing of your personal data would involve a transfer of data outside the UK.
• Whenever we transfer your personal data out of the UK, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:
  • We will only transfer your personal data to countries that the UK Information Commissioner’s Office have approved as providing an adequate level of protection for personal data; or
  • We may use specific contracts or codes of conduct or certification mechanisms approved by the UK Information Commissioner’s Office which give personal data the same protection it has in United Kingdom.
• If neither of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

DATA SECURITY

• We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions, and they must keep it confidential.
• We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.
• All shop transactions are secure and encrypted with SSL technology via a Realex 3D secure payment gateway.

DATA RETENTION

• We will only retain your personal data 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.
• When deciding what the correct time is to keep the data for, we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, and if these can be achieved by other means and legal requirements.
• For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.
• For the purposes of training and monitoring purposes, we will retain our telephone call records for a period of three years after the call has been made.
• For the purposes servicing your products, including for the purposes of product warranty, we retain your Contact, Identity, Profile and Transaction Data for up to twenty years.
• In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

• Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
• You can see more about these rights at:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

• If you wish to exercise any of the rights set out above, please visit our Contact Us page to express your request.
• You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. We may also refuse to comply with your request in these circumstances.
• We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
• We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
• If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first, if you do have a complaint, so that we can try to resolve it for you.

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

• COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

• GLOSSARY

LAWFUL BASES

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

Consent must be freely given to specific activities which we undertake, and we are required to maintain and manage consent provided by you.  You may withdraw consent at any time where we are relying on consent to process your personal data. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.