Privacy Policy

Solent Wholesale Carpet Company

Privacy Policy

Revision Date: 11/05/2018

Introduction

This document outlines the use of personal data held by Solent Wholesale carpet company:
  • * What personal information we hold on you
  • * Why we need the data, and what we do with it
  • * How we collect the information
  • * Maintains data accuracy
  • * Who has access to this data

What data do we store/collect about you?

Solent Wholesale Carpet Company do not collect and store any data from normal website users, we do not store any cookie information (or logs) about users to our website. The only time in which data would be collected about a user on our website, is if they/you were to submit an interactive website form, to which a warning would be displayed, forwarding the user to this document.
The following contents of the document are only relevant to people who apply for an account with Solent Wholesale Carpets or place an order on a PROFORMA basis. Solent Wholesale will require you to fill out an application form, this will contain your name, address and some other information about your business that will help us process your account application. If you require credit facilities with us, you can also include the details of trade references, for us to take up these references, you must sign the disclaimer that allows us to take credit references on your behalf. If your account is successfully opened with us, we will store a scanned copy of your application form for future reference. Once you begin trading with Solent Wholesale Carpets, Solent will store the following information about you:
  • * Details of all your placed orders
  • * Email correspondence between yourself and Solent Wholesale
  • * Call recordings
  • * Minor notes regarding your account, such as:
  • ** Call details from Sales Representatives and the office
    ** Sampling history
    ** Notes necessary to the trading relationship between yourself and Solent Wholesale
    ** Notes/attachments about complaints that may have been logged

    Acceptance of opening an account with us, accepts that Solent Wholesale Carpet Company will store the above data about you and your business. If you do not accept these terms, then unfortunately we cannot peruse a trading relationship as we require the above information to service you as a customer

    Why do we need to store this data?

    Details of all your placed orders

    Solent Wholesale Carpets store information about the orders you place, so that we can process your order through our computer systems and supply the goods as requested, we also keep these details so that we can audit our stock and provide proof of sales. This will also include a copy of VAT invoices relating to these orders, as well as a copy of any statements of accounts you may have for said invoices.

    Email correspondence

    Solent Wholesale Carpets use “Google Apps Suite” to handle the communication of email within the company. All data and email correspondence is stored on the Google Servers, which are regularly audited and updated to reflect the latest privacy laws. If you wish to read about Google’s GDPR compliance, you can visit the following link: https://cloud.google.com/security/gdpr/

    Call recordings

    Solent Wholesale Carpets record all calls both in-going and outgoing from the main office. We do this because 99% of all our phone calls, relate to an order, or an account query. We record the calls so that in the event of an error, we can easily lookup the original phone call to help rectify the error. These recordings aim to protect both Solent Wholesale Carpets and you/the customer form receiving or paying for items that are not as required/requested. NOTE: We do not record any details of card holder information and our telephone system is designed to pause recordings during the time in which card holder data is transferred, card holder data is not within the scope of GDPR and is handled via Solent Wholesale Carpets PCI compliance.

    Minor Account Notes

    During your trading relationship with Solent Wholesale Carpets, Solent will store minor account notes, such as the details of the last sales reps visit etc (as mentioned above) we require this so that we can make sure we do not deliver duplicate samples, we also store other notes that you would expect, such as details about customer complaints. This data is not personal data within the scope of GDPR, but it is data that we store that would only be useful to Solent Wholesale and would have not contain any sensitive personal information about the yourself (the customer).

    How do we store this data?

    Details of all your placed orders

    We store this data in a Sage 200c* database, this data is stored for 7 years as it is financial data, and the scope of our Audit process is every 7 years, data older than 7 years is automatically destroyed. Access is only allowed via permitted users. *Sage 200c is GDPR compliant and has built in tools to facilitate the exporting and deletion of private data.

    Email correspondence

    All email correspondence is stored on the Google servers, If you wish to read about Google’s GDPR compliance, you can visit the following link: https://cloud.google.com/security/gdpr/

    Call recordings

    All call recording details are stored locally on a Splicecom Maximise database, the call recordings are stored on separate hard-drive which is encrypted. Call recordings are only stored for 6 months. Our call server has built in GDPR complaint, export, audit and deletion tools.

    Minor Account Notes

    Minor account notes (which are not within scope of GDPR) are stored in a separate database, which is only accessible to local users. This database is encrypted, and access is only allowed via permitted users. Data on this database are stored against a unique customer number (stored in the Sage 200c database), not against a trading name or customer address, therefore this data on its own is not directly legible or relatable to any one person.

    Backups

    All data backups that are stored “off-site” are encrypted, so if an attacker was to gain access to the data stored off site, it would be useless as they would not be able to decrypt it without the private GnuPG key of Solent Wholesale Carpets, as of May 2018 GnuPG is still considered one of the most secure ways to encrypt data, Solent Wholesale Carpets will review this on a rolling basis and will update the encryption methods as required, to maintain a secure encryption.

    Maintains data accuracy

    The personal data we store, such as your name, address and contact numbers is provided to us (in the first instance) via you/the customer when you initially fill out an account application form. Due to the nature of our business, a sales representative will call on you at least once every 8 weeks, during this cycle if the reprehensive was to notice any personal data that was out of data, they can advise the administrative team and Solent Wholesale, who can try and contact you, to update any data that may no longer be accurate.

    Who has access to this data?

    Details of all your placed orders

    Authorised employees of Solent Wholesale Carpets and the employees of their IT provider, Wharncliffe Business Systems.

    Email correspondence

    Authorised employees of Solent Wholesale Carpets have access to their own email correspondence, data controllers have access to all users email correspondence.

    Call recordings

    Authorised employees of Solent Wholesale Carpets and the employees of their phone system provider, Intech Telecom.

    Minor Account Notes

    Authorised employees of Solent Wholesale Carpets. All data mentioned above is only accessible on site (Solent Wholesale Carpets, Chichester, W Sussex, PO19 6UX), from certain devices that have been authorised via the firewall. It is available to access remotely via a SSL secured VPN which requires both password and certificate to access. Company phones and tablets that have access remotely are also equipped with the facility to perform remote lock and remote data wipes.

    Right to Erasure

    Details of all your placed orders

    For audit purposes, personal data relating to sales accounts, is kept for no longer than 7 years. If you have an account with us and have not used our services within 7 years, your personal data will automatically be erased.

    Email correspondence

    All email correspondence is stored in the cloud, we have automatic procedures in place to delete data that is older than 7 years. You can request for your previous email correspondence to be erased (providing that all orders in relation to said emails have been fulfilled and paid for in full, by requesting erasure of email correspondence for fulfilled orders you may forfeit the right to dispute certain aspects of the orders once correspondence has been erased)

    Call recordings

    All call recordings are sorted local, we have automatic procedures in place to delete data that is older than 6 months. You can request for your previous call recordings to be erased (providing that all orders in relation to said phone calls have been fulfilled and paid for in full, by requesting erasure of call recordings for fulfilled orders you may forfeit the right to dispute certain aspects of the orders once the call recordings have been erased)

    Minor Account Notes

    Minor account notes are not in the scope of GDPR and as such are not eligible to be erased on request.

    Requesting access to personal data

    If you wish to request a copy of any personal data we hold on file for you, please write to us and request to. To provide a copy of the personal data that we hold on file for you must pay a fee of £10 (ex VAT) and allow 40 calendar days for us to process your request. Note, that account details/records are exempt from this, if you wish to request copy invoices/statements please contact the accounts department of Solent Wholesale Carpet company who can assist with this (note that a fee may also be charged for providing copy invoices/statements). We advise all customers who require a copy of personal data, to email us from their email address which we will already hold on file, we can then ensure that the request for a copy of data has come from a legitimate source. Solent Wholesale Carpets will then call you, to again confirm this request, if the request is genuine we will reply to your original email with a password protected archive for all personal data that we currently hold for you.