Privacy Policy
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Post:
E Fletcher (Chesterfield) Ltd, Burley Close, CHESTERFIELD, Derbyshire, S40 2UB, GB
Telephone:
01246 545601
Email:
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Addresses
- Purchase or account history
- Payment details (including card or bank information for transfers and direct debits)
- Credit reference information
- Account information
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details
- Addresses
- Payment details (including card or bank information for transfers and direct debits)
- Purchase history
- Account information, including registration details
- Information used for security purposes
- Marketing preferences
We collect or use the following information to prevent, detect, investigate or prosecute crimes:
- Names and contact information
- Customer or client accounts and records
- Video and CCTV recordings of public areas (including indoor and outdoor spaces)
- Video and CCTV recordings of private or staff only areas
- Financial transaction information
- Information relating to health and safety
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Purchase or viewing history
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
- Name
- Contact information
- Financial transaction information
- Any other personal information required to comply with legal obligations
- Health and safety information
We collect or use the following information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Payment details
- Account information
- Purchase or service history
- Video recordings of public areas
- Video recordings of private or staff only areas
- Witness statements and contact details
- Relevant information from previous investigations
- Customer or client accounts and records
- Financial transaction information
- Information relating to health and safety
- Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- 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. Read more about the right to data portability.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information to prevent, detect, investigate or prosecute crimes are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- CCTV footage or other recordings
- Debt collection agencies
- Insurance companies
- Publicly available sources
- Previous employers
- Market research organisations
- Credit reference agencies
- Suppliers and service providers
How long we keep information
1. Customer & Trading Records
Data Types: Names, business addresses, contact details, purchase history, and invoices.
Retention Period: 6 years plus the current financial year.
Reason: We are legally required by HMRC to keep financial records for tax purposes. This also covers the 6-year period allowed for contractual disputes under the Limitation Act 1980.
2. Credit Account Information
Data Types: Credit application forms, credit reference reports, and director/guarantor details.
Retention Period: For the duration of the account plus 6 years after the account is closed.
Reason: To manage the ongoing credit relationship and to defend or bring legal claims regarding unpaid debts.
Note for Declined Applications: We retain these for 12 months to handle any appeals or follow-up queries.
3. CCTV Footage
Data Types: Video recordings from our warehouse, shop, or office.
Retention Period: 31 days.
Reason: Standard security and crime prevention. Footage is automatically overwritten unless it is required for an active investigation (e.g., a theft, insurance claim, or health and safety incident), in which case it is kept until the matter is resolved.
4. Recruitment Data
Data Types: CVs, cover letters, and interview notes for unsuccessful candidates.
Retention Period: 6 to 12 months.
Reason: To protect the business against potential discrimination claims and to contact you if a similar role becomes available (if you have consented to this).
5. Marketing & Communications
Data Types: Email addresses and marketing preferences.
Retention Period: Until you withdraw your consent (unsubscribe).
Reason: We keep a “suppression list” of people who have opted out to ensure we do not contact them again by mistake.
Who we share information with
Data processors
Sage, Super Office, Daffodil IT.
These data processors do the following activities for us: Help with our IT system and maintaining our servers. We use an external companies to hold and manage our customer data more effectively than if it was done in house.
Others we share personal information with
- Insurance companies
- Professional or legal advisors
- Financial or fraud investigation authorities
- Relevant regulatory authorities
- External auditors or inspectors
- Warranty and guarantee providers
- Organisations we’re legally obliged to share personal information with
- Debt collection agencies
- Suppliers and service providers
- Other relevant third parties:
- Our Equipment Manufacturers: On rare occasions, we may share delivery contact details with our manufacturers to facilitate “direct-to-customer” shipments for specialized or bulk wholesale orders.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
