PHP Services (reg. business Plumbing, Heating & Property Services Ltd) collect, uses and are responsible for the personal information we obtain from you. We are regulated under the General Data Protection Regulations (GDPR), which apply across the European Union (including the UK).
The purpose of this policy is to explain to you how we control, process, handle and protect your personal information. Your privacy is important to us, and we are committed to keeping your information secure and managing it under our legal responsibilities.
What personal data is collected
PHP Services is a service provider, and we may collect personal information from you to deliver our service, including your:
- Email address
- Telephone number
- Property address
- Details of your service requirements
- Details of the plumbing and heating systems in your property
- Invoice payment details
We only collect personal information when we have a legitimate business requirement.
How do we collect data?
The data we have collected and held securely has come from several sources listed below.
- Contact provided via the website, social media or other digital mediums
- Signed up via our mailing list subscription
- Connection made regarding recruitment opportunities
- Data-compliant agency, recruitment agent, developer, estate agent, letting agent, property management agent or other such business acting on your behalf
- Exhibitions, events and networking
- Business meetings
- Through direct contact with customers
The personal data we hold has been provided with consent. However, if you feel you are on our list and have not provided consent, please get in touch with us. We encourage you to read our data policy to understand your rights and to contact us if you have any concerns, wish to be removed or gain access to the data we hold.
How do we use data
We collect your personal information to provide our services, communicate and share any related information you request. We may also use this personal information for purposes related to our service, including:
- To administer our service
- Notify you of any changes to an appointment, service or product
- Verify your identity or check that personal details are up to date
- To take payment from you for the services which we provide
- To arrange and carry out viewings
- To better understand your requirements and provide services specific to your needs.
- To help answer any questions which you have asked us to respond to
- Communicate with you about relevant services, reminders, safety or legal matters
- To provide you with general updates about plumbing and heating services
- To carry out feedback requests to help us improve our service to you
- To provide you with information and marketing which we reasonably believe may be relevant to you based on the services we have provided to you
- To comply with applicable laws where we are obliged to retain and disclose certain information
- To investigate or address complaints or claims relating to your use of our services
- For internal and external auditing purposes
- To transfer information to any entity which may acquire your details, such as registering a warranty with a boiler manufacturer.
- To collect a debt which is owed to us
Disclosure of personal data
The information you provide will be on our secure GDPR-compliant servers, systems and computers. Personal data may be accessed by or given to our staff or any member of PHP Services for the purposes set out in this Privacy Data Protection policy or for other purposes approved by you:
We may also provide your personal information to other companies to administer our services, which include:
- Third parties and their associated companies or approved contractors as part of delivering our services to you
- Where you have provided your consent to discuss your requirements for finance, warranty protection requirements or other such relative services
- Law enforcement bodies and other regulatory authorities to comply with any legal obligation or court order, including the police, HMRC and local authorities
- Third-party organisations that provide applications, functionality, IT services, internal operating software to manage customer appointments, cloud-based storage, e-mail providers such as G-Mail, Lead Hero and communication platforms
- Debt collection companies to assist us in collecting any monies which you owe to us where payment is overdue
- Our professional advisers assist us in better managing, supporting, or developing our business and complying with our legal and regulatory obligations.
- Third parties as necessary in the event of a claim or dispute relating to the use of our services
- Third parties that may require information to monitor our standards, such as trade associations and customer review directories, including The Gas Safe Register, CIPHE, boiler manufacturers and Google.
PHP Services do not sell or otherwise share or release your data to any third party to allow them to market their services or products.
How we protect your data
PHP Services are committed to protecting the security of your personal information. We safeguard your personal data using secure data storage and systems meeting GDPR compliance requirements. We also use the professional services of contractors to maintain, upgrade and manage our online website, server storage, e-mail security and anti-virus software. However, although we take reasonable precautions to protect access from unauthorised persons and against unlawful processing, the internet is not a 100% secure environment.
Under the GDPR compliance requirements, we shall advise you at the first available opportunity should your data be stolen, accessed, copied, used or authorised unlawfully.
We also expect you to take reasonable steps to safeguard your privacy when transferring information, such as to avoid sending confidential information over unsecured email.
You have rights concerning your personal information. However, this is subject to certain exemptions and legal requirements for us to hold your data for tax, audits, and legal reasons.
Your rights include the following:
- Access to personal information
- To object to the processing, storage or how we use your data
- To rectify or erase personal information
- To restrict the processing of your data
- To obtain a copy of the personal data we store
- To complain to the ICO
Please get in touch with us if you require further information. We will aim to respond to any requests for information promptly and within the legally required time limits under the GDPR (30 days).
Further details of your rights can be found at the Information Commissioner’s Office (ICO); they can be contacted by telephone at 0303 123 1113 or by their website at www.ico.org.uk.
How to change the information we hold
We are legally required to ensure that the data we hold is accurate and up to date. If we discover that data is incorrect, we will correct or remove it as necessary. If your situation changes and the information we provide is no longer relevant, please get in touch with us so we can act accordingly.
There are various legal requirements and professional guidelines about keeping certain kinds of records, such as information needed for income tax and audit purposes or information on health and safety aspects. We only retain personal data to comply with a requirement like this or if we believe your data to be still accurate or believe you to be our valued customer.
We consider our data retention in the following ways: –
- Review the length of time we keep your data.
- Consider the purpose or purposes we hold the information for in deciding whether (and for how long) to retain it.
- Securely delete information that is no longer needed for this purpose or these purposes, and
- Update, archive or securely delete information if it goes out of date.
Any email marketing messages we send are by the GDPR requirements. We use the lawful consent basis for anyone subscribing to our newsletter or marketing mailing list. Details of how we obtain data are covered in this policy’s ‘how we collect data’ section.
If you feel you are on this list without consent, we provide you with an easy method to withdraw your consent by being able to unsubscribe by clicking an unsubscribe link at the bottom of any marketing e-mail. You also can manage your preferences or amend the information we hold about you at any time. However, you can contact us directly; we will act responsibly to ensure GDPR compliance.
PHP Services use GDPR-compliant EMS providers (electronics manufacturing services) to ensure data is secured safely. In addition, we use EMS providers and e-mail providers such as Lead Hero, Google Mail and Microsoft Outlook to communicate with you.
We may hold the following information about you within our systems:
- Email address
- Telephone number
- Physical address
- I.P address
- Subscription time and date
We may also contact you by phone, mail or other marketing methods, such as social media. We only do so where we reasonably believe that there are additional services or products in which you may be interested or relevant to you. We always ensure you have the right to opt out of receiving marketing communications from us.
This is considered a standard operating procedure for most websites. If you are uncomfortable with this, most browsers now permit users to opt out of receiving them and enable you to disable them. However, this may affect your experience on our website and cause you to be unable to use some of its functionality. You can delete / clear cookies from your system at any time.
When completing an online form to book an appointment, enquire, provide feedback, or get a quote or other, we may receive personal data, such as a name, address, email address, telephone and additional information provided by you. Visitors are also able to send an email to us through the website. Their messages will contain the user’s name, email address and details, and any additional information the user may wish to include in the message.
If you have any complaints concerning PHP Services’ processing of your data, please contact our data controller via the details below.
We will always react accordingly to any complaint and look to resolve any issues promptly. However, please note that you have the right to lodge a complaint with the supervisory authority responsible for protecting personal data.
The Information Commissioner’s Office (ICO) is the UK body responsible for protecting personal data; they can be contacted by telephone at 0303 123 1113 or via their website at www.ico.org.uk.
Data controller and contact information
The data controller is Plumbing, Heating & Property Services Ltd (Registration 6549207, England), Maynes Workshop, Maynes Farm, St Albans, Hertfordshire, AL3 6AF. If you have any questions or would like to discuss any part of this policy, please get in touch with us via:
By phone: 01727 226264
By letter: PHP Services, Data Control Officer, Maynes Workshop, Maynes Farm, St Albans, Hertfordshire, AL3 6AF