TBF Thompson Privacy Notice
The protection of personal data is important to us, and we want all individuals who interact with the company to be informed on how we use their information.
What data do we collect?
We only collect the information we need to in order to provide business and support functions to our customers and staff. This information falls into the following categories:
This is data which can be used to identify an individual such as contact names, addresses, telephone numbers, email addresses, vehicle details, employee records, H&S incident reports etc.
This is billing data which can be used to make a purchase, such as card details (card number, expiry, cardholder etc), bank accounts, company credit limit, or business address.
How we collect personal data
Most of the personal information we process is provided to us directly by you for one of the following reasons:
Purchasing a product or service
Inquiring on a product or service, including quotations
Interaction through our social media channels
Through employment / contracted services at one of our depots
We also receive personal information indirectly, from the following sources in the following scenarios:
Referrals from manufacturers such as Hitachi or DAF to carry out services to a machine
How do we use personal data
Under the UK General Data Protection Regulation (UK GDPR), we process personal data according to the following lawful bases:
These are processes which enable us to carry out our duties to customers, vendors and staff including processing orders, maintaining accounts, responding to inquiries, issuing invoices and handling job applications.
We may contact individuals to build and maintain customer relations, as well as comply with manufacturer dealer standards. This may include notifying of product recalls, survey participation, service reminders, as well as offers on products that may be of interest to you.
CCTV operates on all our properties in partnership with G4S, which we use for the purposes of crime prevention, security, health and safety. Areas covered are clearly sign posted, and the images are retained for no longer than is necessary and disposed of in line with the company’s Data Protection and Data Retention Policy.
As a company, there may be instances where we must process personal data to meet legal obligations. This can include disclosing employee salary details to HRMC or supplying CCTV footage to the PSNI.
There are times where we may share personal data with a third party to fulfil contractual obligations, legal or legitimate interests. This includes:
Security firms (G4S monitor CCTV)
IT service providers
Financial, tax, or legal advisors
Our websites may provide links to other third-party sites, such as DAF Trucks UK, Hitachi Construction Machinery or Thwaites dumpers. While we feel the information provided in these sites may be of interest, we do not control, nor are we responsible, for the content or practices of any third-party site.
How we store personal data
Our company takes all necessary technical and organisation precautions to ensure the safety, confidentiality, and integrity of data. Information is securely stored in rooms where only authorised TBF staff can enter, or in secure cloud-based systems. Electronic backups are made regularly, both on and off site, and transmitted over secure networks. In instances where staff are working from home, devices are password protected with two-factor authentication log in.
How long do we store personal data
We will only keep personal information for as long as reasonably necessary in order to comply with legal requirements (such as taxation purposes), customer relations (e.g. retaining copies of invoices or resolving inquiries), company improvement (surveys) and security (CCTV).
Where any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it should be securely deleted and disposed of. Hardcopies should be shredded on site, and electronic copies should be deleted securely.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of personal information that we hold about you.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances that do not conflict with our own legal, contractual, or regulatory obligations.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances that do not conflict with our own legal, contractual, or regulatory obligations.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances that do not conflict with our own legal, contractual, or regulatory obligations. This includes opting out of marketing emails. You can unsubscribe at any time by emailing email@example.com
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. This data should be in a structured, commonly used, and machine-readable format.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. We will take all reasonable to steps to respond to your request in accordance with legal requirements.
How to complain
If you have any concerns about our use of your personal information, you can contact us using the details below:
Name: Data Protection Officer
Address: TBF Thompson (Garvagh) Ltd, 6-10 Killyvalley Road, Garvagh, BT51 5JZ
Phone Number: 028 2955 8353
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk