Privacy Notice for Clients and other Professional Contact Data

The Rilmac Group of Companies, comprising Rilmac Fabrication Limited, Rilmac Holdings Limited, Rilmac Insulation Limited, Rilmac Scaffolding Limited and Rilmac Scaffold Hire Limited, is committed to protecting the privacy and security of personal information. Within this policy the term “the Company” is applicable to all the Group Companies unless a specific company is named

This privacy notice describes how we collect and use personal information relating to business or professional contacts, in accordance with the General Data Protection Regulation (GDPR).

Contact Data we may hold

We limit the personal data held to what is relevant for supplying or marketing our servicers or otherwise conducting business.

Individuals from whom we retain contact data include clients, potential clients, suppliers, service providers industry experts and others with whom we have a business or professional relationship.  The types of contact data we may hold include:

• Name
• Telephone/address information (such as mobile numbers, business address and e-mail address
• Other business or marketing related personal details (such as business or professional role and/or title, hobbies and interests)
• Marketing channel preferences (such as individual’s preference to be contacted via email and not by telephone)

Sources of Contact Data

We obtain Contact Data when individuals:

• are designated by their employer as our contacts for the purpose of including but limited to submitting proposals, managing the service relationship and paying invoices
• request to be placed on our mailing list
• buy goods services from the Rilmac Group of Companies
• request information from us or

otherwise provide the Company or a Company employee with their contact details or other personal data.

Contact Data may also be obtained from published sources.

How We Use Contact Data

We use Contact Data to:

• provide clients with services or data they request,
• advise clients and potential clients about services offered by the Company,
• instruct our suppliers and service providers and compensate them for their services,
• correspond with our Contacts.

Except as described further below under the heading Legal Matters, we disclose Contact Data to others only with the individual’s prior permission or in the following limited circumstances:

In the course of client work, we may disclose personal data concerning our clients to others in the same client organization or to third parties, or disclose third-party personal data to our clients, but only when we believe the disclosure is in the interest of both parties.

We sometimes provide personal data to other companies and individuals to perform functions on our behalf (for example, to a mailing service to process a large mailing, or to a hotel to arrange a conference). Such data will be used solely to perform the contracted services for the Company.

Data Security

We have put in place appropriate security measures to prevent contact data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access of contact data to those employees, agents, clients, contractors and other third parties who have a business need to know. They will only process the contact data on our instructions and they are subject to a duty of confidentiality.

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

Data Retention

We will only retain contact data for as long as necessary to fulfil the purposes that we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period, we consider the amount, nature and sensitivity of the contact data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the contact data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Your Rights  

You may change your marketing channel preferences, or request that you stop receiving all communications from us, at any time by contacting us as provided below. (See Contacts and Complaints.)

You may review your Contact Data at any time and instruct that it be corrected, updated, or deleted, by contacting us as provided below. We will take all reasonable steps to make the requested changes promptly. We may retain Contact Data for a period in our backup systems. We may also retain some data for longer periods as required by law, contract, or auditing requirements.

Legal Matters

The Company may disclose Contact Data as we deem necessary to satisfy any applicable law, regulation, legal process, or governmental request. In this, we will strictly adhere to the relevant privacy laws and regulations

Data Collected through the Rilmac Web Site

We also collect personal data from users of our web sites. Our use and handling of this data are governed by the Rilmac Privacy Policy . Any personal data gathered through our web sites that are used in the Company general client contact and marketing databases along with other Contact Data are treated in accordance with the Privacy Policy for Client and Other Professional Contact Data.

Complaints

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

Contacts

Marketing –  Peter Batchelor, Group Marketing Manager, p.batchelor@rilmac.co.uk

Other – Steve Everton, Head of Finance, s.everton@rilmac.co.uk