This privacy policy sets out how Allstone Sands Gravels Aggregates Trading Co. LTD uses and protects your personal data.

Important information and who we are

This privacy policy gives you information about how Allstone Sands Gravels Aggregates Trading Co. LTD collects and uses your personal data through your use of this website (or otherwise), including any data you may provide when you purchase a product or service.

This website is not intended for children and we do not knowingly collect data relating to children.

Controller

Allstone Sands Gravels Aggregates Trading Co. LTD is the controller and responsible for your personal data (collectively referred to as “we”, “us” or “our” in this privacy policy).

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 10), please contact the DPO using the information set out in the contact details section (paragraph 11).

The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data includes first name, last name and title.

Contact Data includes billing address, delivery address, email address and telephone numbers.

Financial Data includes bank account and payment card details and for credit account customers, their credit account status.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.

Usage Data includes information about how you interact with and use our website, products and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

How is your personal data collected?

We use different methods to collect data from and about you including through:

Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• Apply for our products or services;
• Create an account on our website;
• Subscribe to our service or publications;
• Request marketing to be sent to you;
• Enter a competition, promotion or survey; or
• Give us feedback or contact us.

Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy [LINK] for further details.

Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources such as Companies House. If you are a trade customer we may check the details of your business on Companies House, and as a result of doing so, obtain information regarding the directors and other staff of the business from Companies House.

Technical Data is collected from:

• Analytics providers such as Google; and
• Search information providers.
• Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services.
• Identity and Contact Data is collected from publicly available sources such as Companies House and the Electoral Register.

How we use your personal data

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Performance of a contract with you:

Where we need to perform the contract we are about to enter into or have entered into with you.

Legitimate interests

We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Legal obligation

We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

Consent

We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use

• To register you as a new customer
• To process and deliver your order including:
  (a) Manage payments, fees and charges
  (b) Collect and recover money owed to us
• To manage our relationship with you which will include:
  (a) Notifying you about changes to our terms or privacy policy
  (b) Dealing with your requests, complaints and queries
• To enable you to partake in a prize draw, competition or complete a survey
• To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data
• To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you
• To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing
• To send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you based on your Profile Data
• To carry out market research through your voluntary participation in surveys

Type of data

• (a) Identity
  (b) Contact
• (a) Identity
  (b) Contact
  (c) Financial
  (d) Transaction
  (e) Marketing and Communications
• (a) Identity
  (b) Contact
  (c) Profile
  (d) Marketing and Communications
• (a) Identity
  (b) Contact
  (c) Profile
  (d) Usage
  (e) Marketing and Communications
• (a) Identity
  (b) Contact
  (c) Technical
• (a) Identity
  (b) Contact
  (c) Profile
  (d) Usage
  (e) Marketing and Communications
  (f) Technical
• (a) Technical
  (b) Usage
• (a) Identity
  (b) Contact
  (c) Technical
  (d) Usage
  (e) Profile
  (f) Marketing and Communications

Legal basis and retention period

• Performance of a contract with you. We require this data to set you up as a customer of ours.
• (a) Performance of a contract with you (e.g. to deliver your goods)
  (b) Necessary for our legitimate interests (to recover debts due to us).
• (a) Performance of a contract with you as we have an obligation to notify you of any changes to the way in which we may process your personal data
  (b) Necessary to comply with a legal obligation
  (c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you.
• (a) Performance of a contract with you
  (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business).
• (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
  (b) Necessary to comply with a legal obligation.
• Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
• Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
• Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business); or otherwise we will rely on Consent – having obtained your prior consent to receiving direct marketing communications.
• Necessary for our legitimate interests (to study how customers use our products/services and to help us improve and develop our products and services).

Direct marketing

During the checkout process on our website when your personal data is collected, you will be asked to indicate your preferences for receiving direct marketing communications from us. You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing.

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Third-party marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of marketing

You can ask to stop sending you marketing communications at any time by contacting our DPO using the details set out in paragraph 11.
If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for a product/service warranty registration, updates to our Terms and Conditions, checking that your contact details are correct.

Cookies

For more information about the cookies we use and how to change your cookie preferences, please see here

Disclosures of your personal data

We may share your personal data where necessary with the parties set out below for the purposes set out in the table above.
External Third Parties such as our hauliers, who will deliver your orders.

Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

CCTV

We use CCTV cameras to view and record individuals on and around our premises in order to maintain a safe environment for staff and visitors. We also attach CCTV cameras to our skips, for the purposes of crime detection (e.g. damage caused to a skip).

We recognise that the images of individuals recorded by CCTV cameras are personal data which must be processed in accordance with data protection legislation. As a controller, we have registered our use of CCTV with the Information Commissioner’s Office (ICO) and seek to comply with its best practice suggestions.

Reasons for the use of CCTV

We currently use CCTV around our site and on skips as outlined below. We believe that such use is necessary for legitimate business purposes, including:

to prevent crime and protect skips, buildings and assets from damage, disruption, vandalism and other crime;

for the personal safety of staff, visitors and other members of the public and to act as a deterrent against crime;

to support law enforcement bodies in the prevention, detection and prosecution of crime; and

to assist in day-to-day management, including ensuring the health and safety of staff and others.

This list is not exhaustive and other purposes may be or become relevant:

• Monitoring
• At our site:
• CCTV monitors the exterior of the building and all entrance and exits, 24 hours a day. CCTV is in operation in all visitor areas. This data is continuously recorded.
• Camera locations are chosen to minimise viewing of spaces not relevant to the legitimate purpose of the monitoring. As far as practically possible, CCTV cameras will not focus on private homes, gardens or other areas of private property.
• Images are monitored by authorised personnel 24 hours a day, every day of the year. We use Glevum Security LTD, as our third party CCTV provider.
• On skips:
• CCTV monitors the skips and areas around the skip, 24 hours a day. The data is continuously recorded.
• Images are not continuously monitored, but are accessible by the transport compliance manager and authorised personnel, as and when deemed necessary.
• How will we operate any CCTV?
• Where CCTV cameras are placed on site, we will ensure that signs are displayed at the entrance of the surveillance zone to alert individuals that their image may be recorded. The signs will contain details of the organisation operating the system, the purpose for using the surveillance system and who to contact for further information, where these things are not obvious to those being monitored.
• We will ensure that live feeds from cameras and recorded images are only viewed by approved members of staff whose role requires them to have access to such data.
• Use of data gathered by CCTV
• In order to ensure that the rights of individuals recorded by the CCTV system are protected, we will ensure that data gathered from CCTV cameras is stored in a way that maintains its integrity and security. This may include encrypting the data, where it is possible to do so.
• Retention and erasure of data gathered by CCTV
• On site:
• Data recorded by the CCTV system, on our site, will be stored digitally on our site, using a computing system. Data from CCTV cameras will not be retained indefinitely but will be permanently deleted after 30 days.
• On skips:
• Some of our trucks operate a new system, whereby the data recorded by the CCTV system is monitored by our third-party CCTV provider, Vue Group. They provide us with access to a portal where we are able to log in and retrieve the recordings. Access to the portal is restricted to our transport compliance manager and authorised personnel.
• Vue back up the recordings on to their cloud platform. Those recordings and images are stored for 60 days and permanently deleted thereafter.
• Our other trucks use CCTV where a disc is used to record images. Those recordings are backed up on our internal server and retained for 30 days. The recordings are permanently deleted after this period.
• At the end of their useful life, all images stored in whatever format will be erased permanently and securely. Any physical matter such as tapes or discs will be disposed of as confidential waste. Any still photographs and hard copy prints will be disposed of as confidential waste.

International transfers

We do not transfer your personal data outside the UK.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for [six] years after they cease being customers for [tax] purposes].

In some circumstances you can ask us to delete your data: see paragraph 10 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your legal rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING 0 in paragraph 4 for details of how to object to receiving direct marketing communications).

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent].

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

If you want us to establish the data’s accuracy;

Where our use of the data is unlawful but you do not want us to erase it;

Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us see Contact details (paragraph 11).

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Contact details

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact our DPO in the following ways:

Name: Mebin Chacko
Email address: mebin@allstone.co.uk
Postal address: Allstone House Myers Road, Gloucester GL1 3QD

Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.