Privacy Policy

Privacy Notice

Introduction
We take your data privacy very seriously here at Oxford Wood Recycling Ltd.  We are careful to ensure the personal data we collect from and about you is held securely and treated exactly how you would expect; with respect.  This Privacy Notice gives a clear account of what we do with your data and how you can access this information to make changes or withdraw processing consent in some cases. The details below provide an outline of how we collect your data and then what we do with it.  If you’d like more detailed explanations these are to be found in our Data Protection Policy.

 

We are:
Oxford Wood Recycling Ltd. We provide a wood waste collection service and to create and retail recovered wood waste products.  Our premises are at:

4 Suffolk Way
Abingdon
Oxfordshire
OX14 5JX
info@owr.org.uk

Company Registration Number (CRN) 05467959

Data Controller Registration Number XXXXXXXX Richard to provide

 

The type of personal data we collect:
We process a variety of data.  The type is determined by your link with us as customers, potential customers, suppliers, sub-contractors, employees and volunteers. This means we will have names, contact details such as email and postal addresses, phone numbers and payment details as well as bank account numbers, sort codes, national insurance numbers and tax codes, CVs and references.  We need this information to:

  • provide an efficient service to our customers
  • carry out our duties as a considerate employer
  • ensure a nurturing environment for our volunteers
  • meet our own HMRC requirements as a viable business.

 

Why we collect your information:
We collect personal information so we can communicate effectively with customers about their orders and quotes; answer queries from prospective customers, to instruct our employees and volunteers in meeting customer expectations; and to both invoice/pay for the services we use and provide.  These are to provide architectural services to mainly domestic clients and some small commercial projects.  We also collect information to process payments for our employees.  Some of the information we collect is to fulfil our own legal obligations e.g. HMRC taxation requirements.

From time to time we will, with your explicit agreement, for marketing purposes send you information about our services that we believe may be of interest to you via email and social media platforms.

How we collect your information:
We do this through the traditional post, email, telephone, in person, in-store, social media platforms and our secure online form through our website. Additionally, our website uses cookies to collect such information about you.

We use cookies:
Cookies are small text files we place on your computer’s hard drive after gaining your consent; a pop-up window appears when you visit our website seeking your permission.  These cookies will track how and when you visit our website; this permits us to see which of our products interests you the most so we can then better match your needs.  These cookies do not interfere with or have access to any other information on your computer.  You are in control at all times.  You can choose not to accept cookies; this will restrict how you can use our website, but you will still be able to use our website.  Services delivered via the website such as video or embedded content from external providers may also place cookies on your computer; once again you will be given the control to reject these cookies.

 

We share your information:
We are required by law to share some of your personal information as a business with HMRC. Depending on our business relationship with you we will share your information with other businesses.  Currently, we are sharing personal data with:

  • The People’s Pension run by B&CE Holdings Ltd for our pensions
  • Ads Oxford Ltd for website creation, maintenance and hosting
  • Clairelogic Ltd for IT support
  • AIB Merchant Services Ltd, Global Card Solutions Ltd and PayPal Inc. for our payment processing
  • Kashflow Software Ltd for supplying our business management software e.g. invoicing
  • Salesforce Inc. is our CRM system
  • Mozy Inc is our data backup provider
  • MailChimp for marketing emails

 

Your data is held securely:
We ensure administrative, technical and organisational measures are in place to safeguard your data from unauthorised access, use, modification and disclosure of personal information in our custody and control. All information you provide to us is stored on our local and cloud based secure servers with encryption and regular system backup or it is in our robust physical storage facilities.  Any third party providers we use are also subject to the same high standards via our processor agreements.

How long do you keep my data?
This depends on the type of personal information about you that we hold.  We will keep data used for marketing purposes for which you have given explicit consent e.g. email address until you withdrawn consent or we do a periodic refresh of our databases every 2 years.  Other data e.g. sales and purchase invoices will be kept for 6 six plus the current tax year, as this is a requirement of the HMRC.  Data on former clients will be kept for six or twelve years (determined by the terms of the contract/deed) after the client leaves/completion of the project, to address any potential dispute that may arise.  We also keep employee data for 6 years plus the current tax year post departure. After these time periods, the data will be destroyed securely.  For more information please see our Data Protection Policy. 

How can I see a copy of, amend, withdraw my consent or delete the data you hold on me?
If you’ve previously consented to receiving our marketing materials but have now changed your mind and wish to withdraw consent you can do this at any time by simply contacting us at the contact details below.  You may want us to amend or delete the information we have about you and want see a copy of the personal data we hold and process on you by contacting us at:

 

Oxford Wood Recycling Ltd
4 Suffolk Way
Abingdon
Oxfordshire
OX14 5JX
info@owr.org.uk

Can I complain if I’m unhappy with any of the above?
Yes. Our Data Officer has overall responsibility for the day-to-day implementation of this policy.  If you’d like to make a complaint on how Oxford Wood Recycling Ltd has handled your personal data, you can contact us to have the matter investigated:

 

Oxford Wood Recycling Ltd
4 Suffolk Way
Abingdon
Oxfordshire
OX14 5JX
info@owr.org.uk

Oxford Wood Recycling Ltd takes complaints very seriously and we will respond to complaints as soon as possible and certainly within 30 days.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the current legislation you can complain to the UK Information Commissioner’s Office on:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113

https://ico.org.uk/make-a-complaint/your-personal-information-concerns/personal-information-concerns/

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