GDPR Policy

Date of Issue: 21/11/2024
Registered Address: Unit 16, Mayfair Industrial Area, Maldon Road, Chelmsford, CM3 6LF, United Kingdom
Phone: +44 800 533 5499 Email: info@mottraminstallationgroup.co.uk

Mottram Installation Group is committed to protecting the privacy and security of personal information. This policy explains how we handle and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant privacy legislation.

We collect and process personal information about employees, clients, suppliers, and other business contacts to operate effectively and deliver our professional installation services safely and efficiently.

This policy applies to all employees, contractors, and third parties who handle personal data on behalf of Mottram Installation Group. It covers all personal data processed by the company, regardless of the method or medium (electronic, paper, or verbal).

We adhere to the following key principles of data processing under UK GDPR:

• Lawfulness, fairness, and transparency: Personal data is processed lawfully, fairly, and openly.
• Purpose limitation: Data is collected only for specific, legitimate purposes and not further processed in a way incompatible with those purposes.
• Data minimisation: We collect only the personal data necessary for the stated purpose.
• Accuracy: We ensure that personal data is accurate and kept up to date.
• Storage limitation: Data is retained only for as long as necessary.
• Integrity and confidentiality: We protect personal data with appropriate technical and organisational measures.

Mottram Installation Group may collect the following types of data:

• Client and supplier information: names, contact details, company addresses, and project-related data.
• Employee and contractor information: personal details, qualifications, next of kin, emergency contacts, and right-to-work documentation.
• Website data: information submitted through contact forms or quotation requests, and analytics data collected via cookies (see our Cookie Policy).

We process personal data under one or more of the following lawful bases:

• Contract: to fulfil contractual obligations with clients, suppliers, or employees.
• Legal obligation: to comply with employment, tax, and safety regulations.
• Legitimate interests: to conduct business operations efficiently and securely.
• Consent: when explicit consent is given, such as for marketing communications.

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, or alteration. This includes:

• Use of encrypted storage and secure servers.
• Controlled access permissions for staff and contractors.
• Regular password and network security reviews.
• Cyber Essentials Plus certification to demonstrate robust cyber security practices.

Personal data is retained only for as long as necessary to fulfil contractual, legal, or regulatory requirements. When data is no longer needed, it is securely deleted or destroyed.

Individuals have the following rights under UK GDPR:

• The right to access their personal data.
• The right to rectification of inaccurate or incomplete data.
• The right to erasure (“right to be forgotten”) in certain circumstances.
• The right to restrict or object to processing.
• The right to data portability.
• The right to withdraw consent at any time (where consent is the lawful basis).

Requests to exercise these rights can be made by emailing info@mottraminstallationgroup.co.uk.

We do not sell personal data. We may share data with trusted third-party service providers (e.g. IT, payroll, couriers) only when necessary and under strict data protection agreements.

Any data breach or suspected breach is reported immediately to management. All incidents are investigated, documented, and — where required — reported to the Information Commissioner’s Office (ICO) within 72 hours.

The Managing Director, Mitchell Mottram, has overall responsibility for data protection compliance. All employees and contractors are expected to handle personal data responsibly and report any breaches or risks immediately.

This policy will be reviewed annually, or sooner if required by changes in legislation or company operations.

Signed:
Mitchell Mottram
Managing Director
Mottram Installation Group
Date: 21/11/2024