Event Flag Hire Company Privacy Policy

Our contact details

Name: Klare Stratton
Address: Druley Hill Farm, Druley Hill, North Brewham, BA10 0JS
Phone Number: 01749 850991
E-mail: hello@eventflaghire.co.uk

The type of personal information we collect

We currently collect and process certain information so that we can process. orders, provide quotes and otherwise carry out our normal business. This information includes:

  • Contact names, business names, email addresses, billing addresses, delivery addresses, contact phone numbers, payment information, and order history.
  • We also collect bank details so that we can refund deposits.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You have requested a quote and we need the information to give you an accurate price.
  • You have placed an order and we need the information to bill you and fulfil your request.
  • We have asked for your bank details so that we can refund your deposit.

We use the information that you have given us to generate accounting and sales documents using Xero. We also use your information to communicate with you by phone and email and if you place an order, to send it out to you and bill you. We are required to retain a lot of this information for legal and tax purposes.

SHARING YOUR PERSONAL INFORMATION
We share your Personal Information with third parties to help us run our business. For example, we use WooCommerce and Stripe to power our online shop and Xero to generate sales and accounting paperwork. We may also share your Personal Information to comply with applicable laws and regulations, or other lawful requests for information we receive, or to otherwise protect our rights.

In about about 5-10 instances each year, we pass details to a Debt Collection Agency.

LAWFUL BASES
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting hello@eventflaghire.co.uk
(b) We have a contractual obligation.
(c) We have a legal obligation.

How we store your personal information

When you place an order, your invoice is printed off, so that we can pick and send your goods out. When your order is complete (for rentals this means that we have received your bags back and refunded your deposit if there is one), we securely dispose of the paper copy.
Your information remains in Xero and your communications remain on our email servers. We purge our emails after two years, unless we have an ongoing reason to keep them.
If we have asked for your bank details to process a refund, they will also be held by our bank. We delete deposit refund payees from our bank once a quarter.
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 your personal information.
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.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
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.
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.
Please contact us at hello@eventflaghire.co.uk if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at hello@eventflaghire.co.uk
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
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

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