Oxford Edens LLP is committed to protecting the privacy of our clients and empoyees. This policy outlines how we gather, store and use your personal data to comply with the General Data Protection Regulation of May 25 2018.
What information do we collect?
If you make an enquiry via phone, email or in person we will ask for your name and contact details which is likely to include your name, email address, phone number and address.
If you contact us through social media we will usually respond through social media via private message.
Using your information
If you ask us to provide a quotation this will usually be sent to you via email and stored within our email system and / or on our computers or our google drive account. Access to this is restricted to the directors and is password protected.
If we then go ahead to do work for you your name, address, phone number and email address will be added to our accounting system which we use for the purpose of invoicing. This is password protected and only accessed by the directors and the company accountant.
If we require a supplier to deliver materials for a job directly to your address we will provide them with your address but not your name.
Our gardeners and chimney sweeps work using job sheets that will have your name and address on them for the first visit. Following this they will then consist of your name and road name, town. These are completed after each job and filed in our office so we have a record of work done and time taken.
If we hold keys for your property they will only be labelled with your second name and held in a secure location, separate to our office where any address data is held.
We will not email you with marketing messages, however, if you are a regular client who we are sending invoices to we many mention a service that may be of interest as part of that email.
How long do we store your data for?
We store data on our accounting system for as long as required by HMRC.
We may store emails and text records from current customers and past customers for up to 5 years. After that time they will be deleted.
Job sheets are also retained for up to 5 years.
Security of your personal information
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure and password protected systems.
Any paper documents that are no longer required are cross shredded.
You may instruct us to provide you with any personal information we hold about you.
Please let us know if the personal information which we hold about you needs to be corrected or updated.