We are committed to protecting and respecting your personal information and privacy. This notice explains when and why we collect personal information about you. We may change this notice from time to time.
Any questions regarding this notice and our privacy practices should be sent by email to [email protected] or by writing to Data Protection Officer, Prokill UK Limited, Compass House, Manor Royal, Crawley, RH10 9PY. Alternatively, you can telephone 0800 328 9354.
Who are we?
We are Prokill UK Limited, 05504331, the Data Controller, and a Franchisor of the Prokill UK business. Any operating Prokill Franchisees are Data Controller’s in their own right and are responsible for the management of any personal data within their control. Notwithstanding the details contained within this Privacy Notice should reflect the processing details of Franchisees as per any contract terms.
How do we collect information from you?
We obtain information about you when you use our website, when you provide it to us or to our franchisees or, occasionally, from third parties such as sales referral agencies or franchise organisations such as the BFA.
What type of information do we collect?
The personal information we collect might include your name, address, email address and information regarding what web pages, if any, you access and other personal information.
If you make a payment to us your payment details are not held by us but are collected by our third party payment processors, who specialise in the secure online capture and processing of such transactions.
How is your information used?
We will only process your personal information where there is a permitted lawful basis. The table below sets out the linked purposes for which we may use your personal information.
|Purposes for which we process your personal data||The basis on which we can do this (this is what the law allows)|
|To carry out your, our and our franchisees’ obligations arising from any contracts entered into by you, us or our franchisees or which it is contemplated will be entered into;
to process a job application;
to process your application for a franchise.
|The processing is necessary in connection with any contract that you may enter into with us.|
|In order to operate our business, but otherwise than in performing our contractual obligations to you, for example:
to send you important notices such as communications about changes to our or our franchisees’ services, our terms and conditions and policies;
to deal with any misuse of our website;
to provide you with important real-time information about products or services you have ordered from us (e.g. a change of time or location due to unforeseen circumstances);
to send you information you have requested;
to deal with your enquiries;
to develop, deliver and improve our goods or services;
to seek your comments on the services we and our franchisees have provided;
to help us develop our website to be more useful to you;
for internal purposes for research, analysis, testing, monitoring, customer communication, risk management and administrative purposes;
for direct marketing;
for data analytics;
for identifying usage trends;
for determining the effectiveness of promotional campaigns and advertising;
to protect and defend our rights or our property;
to sell, make ready for sale or dispose of our business in whole or in part including to any potential buyer or their advisers; or
|We have a legitimate interest in carrying out the processing, which is not overridden by your interests, fundamental rights or freedoms.
This includes our legitimate interest in:
the effective and efficient management and operation of our business;
the development, extension and promotion of our business;
the protection of our business;
the security of our systems and data;
the provision of quality goods and services to our customers;
making sure our marketing is relevant to you;
supporting and training our employees in order to provide quality services to you.
|In connection with our legal rights and obligations, e.g health and safety or tax legislation;||The processing is necessary for us to comply with the law.|
|In order to use your personal data in life or death situations and there is no time to gain your consent (e.g. in the event of an accident and we have to give your personal details to medical personnel).||The processing is necessary in order to protect the vital interests of an individual.|
In addition, in a limited number of circumstances we may lawfully process Special Categories of Data in certain ways. We set these out below along with the legal bases on which we process these Special Categories of Data:
|Purposes for which we process your personal data||The bases on which we can do this (this is what the law allows)|
|In order for us to respond to any claim or potential claim by you involving personal injury or a health issue.||We have a legitimate interest in carrying out the processing, which is not overridden by your interests, fundamental rights or freedoms. Our legitimate interest is:
in the management and operation of our business; and
the protection of our business; and
the provision of quality goods and services to our customers;.
The processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
Where we rely on consent
We would like to use your personal data for a variety of different purposes. For some of these purposes it may be appropriate for us to obtain your prior consent. These circumstances are as follows:
(a) where, in the handling of a complaint, we collect Special Categories of Data relating to health;
(b) where we may process a child’s personal data, we will ask for evidence of the consent;
(c) where we would like to use photos or images taken of you in promotional materials;
(d) where we or our carefully selected third parties have new products and services which we think you will be interested in;
(e) where we sell your personal data to a third party or derive a ‘financial benefit’.
The legal basis of consent is only used by us in relation to processing that is entirely voluntary – it is not used for processing that is necessary or obligatory in any way.
You may at any time withdraw the specific consent you give to process your personal data where we are relying on your consent. Please contact us using the contact details set out above. Please note even if you withdraw consent for us to use your personal data for a particular purpose we may continue to rely on other bases to process your personal data for other purposes. We will tell you if this is the case.
How long will we store your details for
We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems only for so long as is necessary for the relevant activity, see the table below for examples of our retention periods, or as long as it is set out in any relevant contract with you.
|Data Type||Period Retained||Notes|
|Transactional records – customers & suppliers|
|Franchise contract records||6 years||Following termination of contract|
|Customer records such as contact details and service activity||6 years||Following the termination of a customer contract or as specified in a contract|
|Supplier records such as contact details and service activity||6 years||Following the termination of a supplier contract|
|Payment records – franchisee, customers and suppliers||7 years||Following the end of a contract|
|Enquiries – customers, suppliers, potential employees and other interested parties|
|General enquiry data that is submitted via an enquiry form on our website||Up to 3 years||From the date of enquiry|
|Curriculum Vitaes from interested candidates||6 months||From receipt of CV|
|Marketing leads/prospects||3 years||From consent and aim to refresh every 3 years or earlier as required|
|Customer survey data||3 years||From the survey date|
|Customer complaints||Up to 7 years||From the date of complaint received and/or longer subject to any formal action via courts or equivalent|
|General correspondence data including due diligence assessments (excluding financial documents)||Up to 3 years||From the date of final correspondence record|
|Visitors to our premises, websites or those in contact with our representatives via telephone, meetings or other interactions.|
|Cookie data (IP and browsing data)||Duration of consent||Cookie data is only retained for the duration of consent, which is refreshed annually. Note we keep a record on consent status.|
|CCTV recordings||Up to 1 month||Unless held for evidential purposes|
|Voice recordings||Up to 3 years||Depends on the purpose of the recording.|
|Visitor entry access records to facilities||Up to 2 years|
|Health and safety records – accident or safety logs||40 years||From the date of the last entry made in the record|
Who has access to your information?
Your personal data will be shared with third party processors we use to help us with our business operations. We only use third party processors who comply with data protection standards and who implement appropriate security and privacy controls. Examples of the categories of third party data processors we use include but are not limited to the following:
- Credit Reference Agencies;
- Marketing Systems ;
- Payment Processing Systems;
- Health and Safety Management Systems;
- Route Management Systems;
- Customer Communication Systems;
- Debt Management;
- Analytics and APIs (Application Programming Interfaces) tools provided by various companies (such as Google) to help with service delivery technology and functionality of websites.
You can choose
We will automatically contact you with regard to your services, products or bill payments. We will contact you for feedback about our products and services; if you do not want to give us feedback then please let us know by opting out via your local customer service representative.
With your permission we will use your contact details to share with you information about other services, products, offers or other news that may be of interest to you.
Where we have permission to market to you, then from time to time, we may contact you by mail, telephone, email, and other electronic messaging services (such as text, voice, sound or image messages) with information about our products and services.
Managing your Marketing Preferences:
If you would like to change your marketing preferences at any time you can do this in the following ways:
- Locate any email sent from us and click “Update Email Preferences”‘unsubscribe’ located at the footer of the email (you may still receive vital service emails that are related to your contract);
- Alternatively please contact [email protected] and ask the marketing team to provide information on what the different subscription types mean.
You have the right to:
• access your personal information and to be informed about its use by us and our franchisees;
• correct your personal information;
• have your personal information deleted;
• restrict the use of your personal information;
• object to the use of your personal information;
• complain to the Information Commissioner’s Office;
• withdraw your consent to the use of your personal information;
• ask for the personal information to be transferred.
Where you wish to exercise your rights please contact us at [email protected] or by writing to Accounts department, Prokill Uk Limited, Compass House, Manor Royal, Crawley, RH10 9PY.
Updating your information
The accuracy of your information is important. If the personal information you have provided to us changes, if you change email address, or any of the other information we hold, please email us at [email protected] or by writing to Accounts department, Prokill Uk Limited, Compass House, Manor Royal, Crawley, RH10 9PY.
We endeavour to take technical and organisational security measures to protect your personal data against unintentional or unlawful deletion, alteration or loss, and against unauthorised disclosure or unauthorised access.
Please note that data protection and security safeguards are not always observed by other persons or organisations outside our area of responsibility. We have no technical influence on this. You are advised to always be vigilant and take the necessary measures to safeguard your own personal data where we have no influence.
Transferring your information outside of the EU
The information which you provide to us may be transferred to countries outside the European Union (“EU”) if any of our servers or our processors’ servers are located in such a country. These countries may not have equivalent information protection laws to those within the EU. By submitting your personal information, you are agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures and contracts are in place with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
Telephone and website recording (only if applicable)
We record telephone calls. We may also use web site recording services which may record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. The information collected does not include bank details or any sensitive personal information. Information collected in such a fashion is for our internal use only. The information collected is used to improve our website usability and is stored and used for aggregated and statistical reporting.
Review of this policy
We keep this policy under regular review. This policy was last updated 9th September 2020.
We have CCTV cameras at our premises and in our car park.
16 or under?
We are especially concerned to protect the privacy of children aged, 16 or under. If you are aged 16 or under, please ask your parent/guardian’s permission before providing any personal information and ask them to help you whenever you provide us with any personal information.