Privacy Policy

PRIVACY POLICY

Introduction
Welcome to our website. Beaufort Major Limited is committed to ensuring that your privacy is protected. This Privacy Policy (“Policy”) provides important information about how Beaufort Major Limited (“BML”, “Company”, “we” or “us”) handle personal information. The term “you” refers to the user or viewer of our website.This Policy applies to personal information which we process in the course of doing business including information processed through the Company’s website and in the course of supplying goods or services to you (collectively, our “Services”).

Please read this Policy carefully and contact us if you have any questions about our privacy practices or your personal information choices. It is important that you check back often for updates to this Policy. If we make changes we consider to be important, we will let you know by placing a notice on the relevant Services and/or contact you using other methods such as email.

This Policy was last updated on 1st July 2020.
If you continue to browse and use this website you are agreeing to comply with and be bound by this privacy policy governed by Beaufort Major Limited’s relationship with you in relation to this website.
Beaufort Major Limited. Registered in England and Wales company number: 9263894.
Registered office: The Old Barn, Gibbs Lane, Offenham, Evesham, WR11 8RR.
Beaufort are Data Controllers of personal data collected by, or which you provide through, the website, contractual agreement or information sharing and for the purpose of the GDPR (“Data Protection Law”). We are registered as a Data Controller with the Information Commissioner’s Office, registration number ZA090431. Should we ask you to provide certain information by which you can be identified when using this website or when doing business with us, then you can be assured that it will only be used in accordance with this privacy statement.

The data Controllers are Beaufort Major Limited.

We submit to ensuring that the data we hold on individuals is:

• Lawful, Fair and Transparent
• We limit the purposes of its use
• We only hold the minimum amount of data necessary
• We ensure with your support that the data we hold is accurate
• We hold and maintain data for the minimum period necessary
• We will always look to maintain the integrity and confidentiality of your information

‘Personal data’ is defined in the GDPR and is essentially information from which an individual person can be identified (Personal Identifiable Information – PII). By submitting information and/or continuing to use the website, contractual agreement or information sharing, you signify your consent to us using your personal data in accordance with the below.

WHAT INFORMATION DO WE COLLECT ABOUT YOU

We will only collect personal information which you knowingly and willingly provide, for example by sending emails or completing online forms. Your email address will only be used for the purpose for which you have provided it and it will not be added to a mailing list or used for any other purpose without your consent.

PURPOSE, LEGAL BASIS AND DURATION OF THE PROCESSING

We may process personal information about you in different ways depending on our relationship with you.

1. You are a client.
2. You are a supplier.
3. You are a third party with whom we are in contact during the delivery of goods or services to our clients or the possible delivery of goods or services to prospective clients.
4. You are prospective client or prospective supplier.
5. You are an employee, former employee or a relative of either.
6. You are a prospective employee.
7. We have received your information from a third party.
8. Your relationship with us is not covered by any of the above.

HOW WE WILL USE YOUR PERSONAL DATA

We will collect and store personal information including contact details of our clients and their employees so that we can provide our Services in accordance with our contract with you. We will retain that information and any information relating to the contract between us in accordance with our retention policy following completion or termination of the contract(s) between us so that we can review our performance if any complaints or issues arise after completion or termination of the contract.

We have set out below the type of information which we hold, the lawful basis for holding it and the duration that we hold that information for depending on the type of goods and services which we provide:

Type of service	Personal information	Lawful basis for processing your data	How long we hold your data for
All services	The first name, surname, company address (if applicable) and contact details (email address, telephone number and postal address) of you and (where applicable) your employees involved in the delivery of the service	For the performance of the contract	Maximum 7 years from completion of the contract
All services	Information about your transaction, including your payment card details and relevant forms of Identification	For the performance of the contract	For the duration of the contract
All services	The communications you exchange with us (for example, your emails, letters, calls, your messages on our online chat service or direct messages via social media)	For the performance of a contract	Maximum 7 years from completion of the contract

We may use client’s personal data for the following purposes.
To manage the services you hold with us and to comply with law.These communications are not for marketing purposes and as such, you will continue to receive them even if you opt-out from receiving marketing communications.

• To provide our services to you – We will use your information to perform our services in relation to your contract.
• To communicate with you and manage our relationship with you relating to the services you have with us – We may need to contact you by phone, email, post and/or SMS for administrative or operational reasons regarding the products and services you hold with us.
• To provide you with a quotation – We will use the information you provide after you have sent us a request, filled in a web-form through our website or contacted us on social media to provide you with the response to your request.
• To improve our services, fulfil our administrative purposes and protect our business interests – The business purposes for which we will use your information include accounting, billing and audit, credit or other payment card verification, fraud screening, safety, security and legal purposes, statistical and marketing analysis, systems testing, maintenance and development. To the extent any of these purposes are not necessary of the performance of our contract with you, they are in legitimate interests to develop and improve our products and services.
• To gain feedback – Supplying feedback is optional and will not reflect the service you receive now or in the future. It is in our legitimate interests to develop and improve our services.
• To improve our quality levels, help with staff training and to provide evidence in the event of complaint or dispute – We may record telephone conversations or other communications between you and us. We will use these recordings or transcripts of them to check your instructions to us, analyse, assess and improve our services to customers, for training and quality purposes and for the purposes of investigating any complaint you may make, or as evidence in any dispute or anticipated disputes between you and us. It is in our legitimate interests to develop, improve and monitor our products and services.
• We request that the information you provide is as accurate as possible as this allows us to secure your privacy in relation to registered services. Periodically we may send you an email asking you to “Update your Details”.

For marketing purposes.

• To gain ad hoc feedback – Your opinion is very important to us, we may seek your feedback on the services we offer. This feedback will be used to improve our services. We may use anonymous statistics in our marketing activity.
• To inform you about news and offers that you may like – We may send you marketing communications, if you have indicated that you are happy to receive these, for example when you create an account or make an enquiry on our website or over the telephone. This will usually be in the form of an email. Occasionally this will be done by telephone, SMS or by post. And will include: new services, industry updates relating to security and useful information to assist you with ongoing support. This is not an exhaustive list, and is subject to change. Of course, you can change the way you receive information from us at any time by emailing us office@beaufortmajor.com.

You are a supplier or an employee of a supplier to us.
We will collect and store personal information including contact details of our suppliers and those employees of the supplier who are involved in the delivery of the contract so that we can receive your services in accordance with our contract with you. We will also retain that information and any information relating to the contract between us for a period of six years following completion or termination of the contract(s) between us so that we can review your performance if any complaints or issues arise after completion or termination of the contract.

We may also contact you about new business opportunities for us to work together with you and to keep you informed of our activities. We are processing your personal information in this way because it is in our legitimate interests to grow our business and explore new business opportunities with you. We will only do this if we believe that you would reasonably expect us to contact you in this way and that such processing does not have an impact on you in a way that would make this processing unfair.

We will not send you general marketing information as part of a group e-mailing campaign unless you have consented to being contacted in this way.

You are a third party with whom we are in contact during the delivery of services to our clients or the possible delivery of services to prospective clients.
We will collect and store personal information including contact details of third parties with whom we are in contact during the delivery of Services to our customers or discussions relating to Services to prospective customers. We may receive that information from you, a customer, a supplier, an introducer or otherwise as a result of an interaction between you and our supplier or customers. We process that information because it is in our legitimate interests to do so in order for us to be able to perform our contracts for our customers or pitch for work from prospective customers. We believe that you would reasonably expect us to process your personal information in this way and that such processing does not an impact on you in a way that would make this processing unfair.

Where your personal information is kept as part of a file relating to the performance of a contract with one of our customers, we will also retain that information and any information relating to that contract for a period of six years following completion or termination of that contract(s) so that we can review the file if any complaints or issues arise after completion or termination of the contract. Where your information is stored in our contacts database but is not kept in a customer or supplier file, we carry out a review of our contacts database every 3 years when we consider whether or not we still have a legitimate interest to keep your contact information. Where we consider that we no longer have a legitimate interest to keep your contact information we will delete it.

We may also contact you about new business opportunities for us to work together with you and to keep you informed of our activities. We are processing your personal information in this way because it is in our legitimate interests to grow our business and explore new business opportunities with you. We will only do this if we believe that you would reasonably expect us to contact you in this way and that such processing does not have an impact on you in a way that would make this processing unfair.

We will not send you general marketing information as part of a group e-mailing campaign unless you have consented to being contacted in this way.

You are a prospective client or a prospective supplier.
We will collect, store and use personal information including contact details of people who we might do business with as a supplier or a customer for the purpose of growing our business and exploring new business opportunities. We may collect this information from you, when you contact us (including through this website) or from a mutual contact. We will only collect contact information from your website or another third party website if we have identified you specifically as someone who may be interested in receiving a Service from us or delivering goods or services to us. We may contact you about new business opportunities for us to work together with you and to keep you informed of our activities.

We are processing your personal information in this way because it is in our legitimate interests to grow our business and explore new business opportunities with you. We believe that you would reasonably expect us to process your personal information in this way and that such processing does not have an impact on you in a way that would make this processing unfair.

When you enquire but do not use a service from us – we will follow up your enquiry by email and occasionally by phone for a 3 month period. If you have not opted in to receive marketing communications, your personal data will be deleted from our systems after this 3 month period.

Where your information is stored in our contacts database but is not kept in a customer or supplier file, we carry out a review of our contacts database every 3 years when we consider whether or not we still have a legitimate interest to keep your contact information. Where we consider that we no longer have a legitimate interest to keep your contact information we will delete it.

We will not send you general marketing information as part of a group e-mailing campaign unless you have consented to being contacted in this way.

We have received your information from a third party
If we have received your personal information from a third party, for example an introducer, your employer or service provider, that third party will be the controller in relation to that personal information and we will be processing it on their behalf. You should therefore contact that third party to review their privacy policy.

If you become a customer or a prospective customer as a result of an introduction, the Company will become a controller in relation to your personal information and the relevant sections of this policy will apply.

Children and Young People
We realise and understand that children and young people, including those under 18 years of age (“minors”) may visit the website, or otherwise interact with us and our commercial partners.

It is our policy:

1. To encourage all minors to consult with their parents or legal guardian before submitting or requesting any content or information to/from us or other third parties. Users of the website, who indicate they are a minor may be asked to provide a valid email address for their parent or guardian so that we may (providing they have their parent or guardian’s permission) verify parental consent, where required;
2. Not to make a minor’s participation in our activity contingent on the child disclosing any more personal information than is necessary in order to do so;
3. Not use (or pass to any third party) personal information on persons known to be minors for any commercial purposes.

Parents or legal guardians should supervise minors when online and we recommend parental control tools be put in place. Any minor using the website and services offered is confirming that they have received the consent of their parent or a guardian to do so.

Your relationship with us is not covered by any of the above
We may hold your contact details and personal information as a result of an interaction between you and one of our employees or prospective employees. We are processing your personal information in this way because it is in our legitimate interests to retain a record of our employee’s engagement with third parties. We believe that you would reasonably expect us to process your personal information in this way and that such processing does not an impact on you in a way that would make this processing unfair.  We carry out a review of our contacts database every 3 years when we consider whether or not we still have a legitimate interest to keep your contact information. Where we consider that we no longer have a legitimate interest to keep your contact information we will delete it safely.

WHERE YOU PROVIDE US WITH PERSONAL INFORMATION ABOUT ANOTHER PERSON

If you give us personal information about another person, you must ensure that:
(a)       you are legally entitled to give us that information;
(b)       the disclosure is in accordance with any applicable data protection or privacy laws; and
(c)       such other person has also read this privacy policy.

WHEN WE SHARE PERSONAL INFORMATION

We may share some of your personal data with, or obtain your personal data from, the following categories of third parties:

• Suppliers providing services to us in order to help us run our business and improve our services.
• Credit and debit card companies. We may share some of your personal data, which includes information about your method of payment, to the credit or debit Card Company that issued the card you used to pay for your products or services. In order to ensure the security of your transactions and prevent or detect fraudulent transactions, we may also share your information with fraud screening partners.
• Credit Reference Agencies. To obtain a credit score and credit report in order to provide our rental service to you. You will be notified if this is a requirement to fulfil your rental request.
• Fraud prevention agencies. To prevent crime and trace those responsible.
• Your personal data may be disclosed to a third party who acquires us, or substantially all of our assets or if we sell or buy any business or assets.
• We are under a duty to disclose or share your personal data in order to comply with any legal obligation; or to protect the rights, property, or safety of Beaufort Major Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

SECURITY

Once it is received we store your personal data as set out in this Policy. If you are required to provide any financial information you are advised to encrypt this before sending it to us and send us the details via separate means to allow us access.

We cannot guarantee the complete security of our databases, nor that information you supply may not be intercepted while being transmitted to us over the internet.

If we have given you a password to access certain parts of the website, you are solely responsible for keeping the password safe and make sure you use a secure browser.

Where we share your personal information with third parties we will take reasonable steps to ensure that it is properly protected and processed in accordance with this Policy.

YOUR LEGAL RIGHTS

Right to be Informed:
This policy details the personal information that we hold and process for you. All requests set out in this section or other queries relating to this Policy should be addressed to either Julie Young or Mary Jones at the following email address: office@beaufortmajor.com

Please include your name, address, and/or email address when you contact us.

We respect your right to access and control your information, and we will respond to requests for information and, where applicable, will correct, amend, or safely delete your personal information.

• Access to personal information: You have the right to request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. If you request access to your personal information, we will gladly comply, subject to any relevant legal requirements and exemptions, including identity verification procedures. Before providing data to you, we will ask for proof of identity and sufficient information about your interaction with us so that we can locate any relevant data.
• Object to processing: of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request erasure:of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see above), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Request restriction of processing: of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer: of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Correction of your data: You have the right to request that we correct your personal information if it is inaccurate or requires updating or complete your personal information if the information we hold is incomplete.
• Withdrawal of consent: If we are processing your personal information on the basis that you have given your consent to us processing that personal information, you have a right to withdraw your consent at any time by using the “Contact Us” option on our website or let us know in writing, by email or by telephone.
• Filing a complaint: If you are not satisfied with how Beaufort manages your personal data, you have the right to make a complaint to the Information Commissioner’s Office (https://ico.org.uk).

HOW WE SECURE PERSONAL INFORMATION

We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access, loss or damage.

As described in this Privacy Policy, we may in some instances disclose your personal data to third parties. Where we do this, we require that the third party has appropriate technical and organisational measures in place to protect your personal data. This will never be for marketing purposes, but only for the purposes of administering the products and services you have purchased through Beaufort Major.

The information that you provide to us will be held in our secure servers, which are located on our premises in the UK. Your personal data may be accessed by and processed outside the European Economic Area (the European Economic Area being the European Union and Iceland, Liechtenstein and Norway, also referred to as the “EEA”) by staff operating outside the EEA who are employed by us. Where your personal data is accessed outside of the EEA, we require that appropriate safeguards are in place.

COOKIES OR OTHER TRACKING TECHNOLOGIES

In order to improve our services, to provide you with more relevant content and to analyse how visitors use our website, we may use technologies, such as cookies, pixels or tracking software. Please be aware that in most cases we will not be able to identify you from the information we collect using these technologies.

For example, we use software to monitor customer traffic patterns and website usage to help us develop the design and layout of the website in order to enhance the experience of the visitors to our website. This software does not enable us to collect any personal data. In addition, in order to understand how our customers interact with the emails and the content that we send, we use pixels that allow us to know if the emails we send are opened or if the content of our emails is displayed in text or html form.

We also use cookies in our website, and in some of our emails. Cookies are small pieces of information stored by your browser on your computer’s hard drive. They enable you to navigate on our website and allow us to provide features such as remembering aspects of your last search to make subsequent searches faster. You can delete cookies if you wish; while certain cookies are necessary for viewing and navigating on our website, most of the features will be still accessible without cookies.

HOW LONG WE KEEP PERSONAL INFORMATION

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.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Where you have given your consent to us contacting you for marketing purposes, unless you withdraw your consent earlier we may continue to contact you for a period of 3 years. Prior to the end of the 3 year period, we will contact you to renew your consent to continue to receive this information. Of course, you can change the way you receive information from us at any time by emailing office@beaufortmajor.com

Details of retention periods for different aspects of your personal data set out in the above Section: Purpose, legal basis and duration of the processing

OTHER WEBSITES

Our website may contain links to other websites. This privacy policy only applies to this website and when you link to other websites you should read their own privacy policies.

CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under review. This policy was last updated on 1st July 2020.

DISCLAIMER

www.beaufortmajor.com is maintained for your personal use and viewing. Access and use by you of this site constitutes acceptance by you of these Terms and Conditions, which take effect from the date of first use. Although care has been taken in preparing the information contained on this site, we do not guarantee its accuracy, and BML is not responsible for any errors or omissions or for any loss or damage suffered by users of any of the information published on these pages.

If you believe any content on these pages to be inaccurate or out of date, please contact the Website Manager at office@beaufortmajor.com

All information on this site is provided ‘as is’, with no guarantee of completeness, accuracy or timeliness or of the results obtained from the use of this information, and without warranty of any kind whether express or implied, including, but not limited to, the implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy.

We do not warrant that the functions contained in the material within this site will be uninterrupted or error free, that defects will be corrected, or that this site or the server that makes it available are free of viruses or represent the full functionality, accuracy, reliability of the materials. In no event will we be liable for any loss or damage including, without limitation, indirect or consequential loss or damage, or any loss or damages whatsoever arising from use or loss of use of, data or profits arising out of or in connection with the use of the www.beaufortmajor.com

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Any dispute arising under these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

HOW TO CONTACT US

If you would like to contact us about any of the material, which appears on our site, please contact office@beaufortmajor.com